This article is for payroll clients using the Deel Payroll Connect feature and will walk through the process of setting up and managing the Payroll Management Portal on Deel (the Deel 'back office').
This is essential for payroll in-country providers (external ICPs) and their payroll managers.
In this article:
Activate payroll manager's account
Configuring the SFTP connection for external ICPs
G2N mapping [For External PRMs]
How to activate Payroll Manager’s account on Deel’s Back-office
Once clients add Payroll In-country providers and invite their Payroll Managers to Deel, the Payroll managers will receive an email to access Deel. Payroll managers should check all email folders, and then activate their account by following below steps:
Step 1 - Activate account
- Open email received from "Alicia From Deel"
- Click "Activate Account"
Step 2 - Create your account
Fill out all personal details to create your Deel account. Please note that the email address cannot later be modified.
Step 3 - Set up Two Factor Authentication (2FA)
- Click "Get set up"
- Download & install the Authenticator app & click "Next"
- Scan the QR code from mobile to link it to your account & click "Next"
- Enter the code generated by your authenticator app & click "Enable"
How to configure SFTP Connection (For ICPs/External Payroll Managers)
Secure File Transfer Protocol (SFTP) is a secure method for transferring files between systems over an encrypted SSH connection. Below is a step-by-step guide on How to setting up an SFTP connection.
Prerequisites for SFTP connection
- Payroll Entity should be setup in Deel platform before enabling the SFT connection
- You should have SFTP connection credentials and setup details available.
How to setup SFTP connection with Deel :
Step 1 - Add SFTP
Login to your Payroll Management platform [https://prm.deel.com/] using your prm account -> Click on "Settings" -> Click on "SFTP connections" -> Click on "Add SFTP"
Step 2 - Add connection details
Connection setup
- Entity : Select the entity from the drop down for which you want to setup the SFTP connection
- Payroll Group: Select the relevant payroll group.
Connection details
- Host Name: <Enter the host name>
- Port Number: 22 (by default)
- Username: <Enter the username>
- Authentication with SSH private key
- Click there or drag file to upload: max dile size acceptable 10 MB, rows allowed: 1000
- Passphrase (optional): <Enter the Passphrase for your SSH private key>
Step 3 - SFTP directories
File types: Select the relevant files which will be stored in the SFTP
- Payroll Inputs
- G2N reports
- Payslips
- Payroll Outputs
SFTP directory paths : <Enter the path of specific files accordingly>
Step 3 - Connection Test
Click the Run Test button to verify the SFTP connection is established and that files can be accessed
The connection status will display "SUCCESS" if each sub-step in the connection test indicates a successful setup.
If the connection test fails, the status will show "ERROR", with corresponding sub-step indicators highlighting the specific issue. This could be due to misconfigured server settings, permission denied, corrupted file etc.
Click on any of the test step eg. "File access validation" to check the details
Step 4 - Notifications
Add recipients whom you want to receive the notifications for errors or new files published to SFTP directories.
If the recipient is already a Deel user, then select them from the dropdown. If recipient is new, then select add new recipient
Step 5 - Review and Finish
Click on "Finish" after reviewing all the SFTP connection steps are correct. Once the SFTP connection is successful, the SFTP overview page will look something like below:
How to disconnect from SFP
Click on the three dots action menu-> Click "Disconnect SFTP" -> Click "Yes"
Follow the pop-up windows to confirm and disconnect.
G2N mapping [For External PRMs]
Step 1- Login to Deel's back-office portal [https://prm.deel.com/login]
Step 2 - Select the entity for G2N mapping
Go to Settings -> G2N Mappings- > Select the relevant entity where you want to do the G2N mapping
Step 3 - Add ICP columns
You can add all the ICP columns, meaning all the column headers (G2N codes) from your Gross to net report which come out from your local payroll software
Click Add ICP column
- ICP column name: Enter the name of the ICP column eg. Gross Pay
- ICP column requirement or optional
- Requirement: It's a mandatory column, appears always in your local payroll's software G2N. If it doesn't exist in the G2N report which you upload in Deel platform then it will prompt an error that this column is missing
- Optional: It's not a mandatory column in your local payroll's software G2N.
- Ignored: Ignore the column & will not appear in Deel G2N
- Convert sign: It's usually used for deductions columns & it converts the sign of the computed values while generating Deel G2N if this is enabled
Step 4 - Add Deel G2N items
You can add individual items, meaning you will add entity-specific G2N items one-by-one ; or add in bulk.
You can download the sample file to see how the upload file should look like
Download the template "New G2N items Template", Fill the template based on your G2N codes & upload.
Step 5 - Add Mapping
Mapping means the item mapping of the local payroll providers G2N columns with Deel G2N columns, which allows for unification of all G2N codes translating into Deel G2N codes.
Click Add Mapping, or Navigate from the G2N mapping page -> Mapping
Select the G2N category, G2N sub-category & G2N item from the drop down to map the ICP G2N column to Deel G2N.
If the Deel column is not appearing in the list then click on Create Deel G2N item & it will navigate you to "Adding new Deel G2N item" section, fill in the required details either for individual G2N items or in bulk