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Spot Check details

Click on the Complete your 2018 Spot Check sticky-note that appears on your Dashboard to answer some questions about your payroll. This info helps Gusto gather everything we need to do your year-end filings correctly. 

People, Paystubs, and Benefits

Not all of these questions will apply to your unique situation.

Have you added all of your current employees to Gusto?

  • We need all of your employees to be added to your account so your W-2s are prepared correctly.
  • Please add any current employees that are missing into your account. We recommend that you skip employee self-onboarding. Also, gather all paystubs for these employees in 2018 so you can provide them to our Care team, who can assist with entering that data.

Have you added all of your employees who were dismissed in 2018?

  • We need all of your dismissed employees to be added to your account so your W-2s are prepared correctly.
  • Please add any dismissed employees that are missing into your account. Next, dismiss each employee with their correct termination date. Also, gather all the paystubs for these employees from 2018 so you can provide them to our Care team, who can assist with entering that data.

Have all of your 2018 Q1 - Q3 (January 1 - September 30) payrolls been added into Gusto? You still have until January 4th to run any Q4 payments in your account.

  • We need to make sure we have a record of all payrolls you have run in 2018.
  • If you haven't recorded every 2018 payroll in Gusto, please gather the amounts, dates, and recipients that are missing. Our Care team can assist with entering this info.

If you offered fringe benefits for your employees for 2018, have you added them into your Gusto account? Examples include use of a company car, gym stipend/memberships, relocation reimbursements, etc.

Did you enter all of your employees' retirement deductions and contributions for 2018?

  • If you haven’t added these in, please gather the total year-to-date retirement employee deduction and employer contribution amounts per employee and provide them to our team. We'll use these totals to make sure they’re included in your year-end filings and W-2s. 

Have you added all of your independent contractors to Gusto? 

  • We need info for all of your contractors so we can file 1099 forms.
    • This question will only appear if you have one or more contractors added to your Gusto account. 
  • Please add all missing contractors to Gusto and add any historical payments from 2018. If you don't want us to file a 1099 for any of your contractors, let us know.

Have you added all 2018 contractor payments to Gusto?

  • We need info for all of your contractors so we can file 1099 forms.
    • This question will only appear if you have one or more contractors added to your Gusto account. 
  • Add any historical payments from 2018. If you don't want us to file a 1099 for any of your contractors, let us know.

Have you added all of your tax exemptions to Gusto?

  • We need this info to make sure your year-end tax forms are correct.
  • Please add all missing employee tax exemptions and notify us if we need to add any company-wide exemptions. Missing exemptions that should have been in place earlier this year require corrections from our team, so make sure to get in touch with us ASAP.

You switched to Gusto this year. Have you added all of your 2018 paystubs?

  • We need all employee payments so we can accurately file your tax returns. 
    • This question will only appear if you switched to Gusto in 2018.
  • Please gather all 2018 paystubs that were not recorded when you switched to Gusto.

Have you added all of your dismissed employees' paystubs to Gusto?

  • We need all info about dismissed employees so your year-end tax forms are correct.
    • This question will only appear if you have one or more dismissed employees in your Gusto account. 
  • Please add any dismissed employees that are missing into Gusto now. Next, dismiss each employee with their correct termination date. Also, gather all of the paystubs for these employees from 2018 so you can provide them to our Care team, who can assist with entering that info.

Have you added and identified all shareholders who own over 2% of your company to Gusto?

  • We need this info to make sure your health insurance has been taxed and reported correctly.
  • Please add and identify any missing 2% shareholders. If needed, you may also change someone's shareholder status.

None of your employees relocated for work in 2018 before you switched to Gusto. Is that correct?

  • We need to know if anybody moved so we can verify their state taxes are correct.
    • This question will only appear if no changes have been made to work and home addresses for all employees.
  • If any addresses have changed in 2018, please ensure that the correct addresses are in Gusto.

Special Employee Compensation

If any of the following apply to your company, we will follow-up with a questionnaire to gather information about the values. 

Relocation Expenses

  • This is money your company paid for an employee relocation. These moving expenses have to meet a certain set of criteria to be considered non-taxable. Check out IRS publication 521 for more details. 
  • Provide us with the year-end excludable moving expenses if this applies to you.
  • These amounts will appear in Box 12, Code P, on Form W-2.

Child & Dependent Care

  • This is money you gave your employee to use to take care of their dependents, like infants or the elderly. Amounts under $5,000 that meet IRS criteria are non-taxable.
  • Provide us with the year-end dependent care benefit amount if this applies to you and these are only company contributions.
  • These amounts will appear in Box 10 on Form W-2

Allocated Tips

Untracked Health Insurance

  • Provide us with the year-end untracked health insurance amounts if this applies to you and if these are only company contributions.
  • These amounts will appear in Box 12, Code DD, on Form W-2.

Nonstatutory Stock Options (NSO)

  • For each employee or former employee that exercised an NSO in this calendar year, please enter the amount by which the fair market value of the stock underlying the NSO, on the date the NSO was exercised, exceeds the exercise price of the NSO. If the employee had multiple NSO exercises, aggregate the amounts of each exercise.
  • The amounts entered will be included on the W-2 forms of the respective employees (or former employees). 
    • If you're uncertain about the exact amounts to enter, please consult your CPA.
  • Example: John Smith exercised an NSO for common stock of a company in this calendar year. John’s NSO exercise was for 100 shares and the exercise price was $1 per share. On the date that John exercised his NSO, the fair market value of the company’s common stock was $2.50 per share. In this case, $150 ($2.50 fair market value - $1 exercise price = $1.50 x 100 shares) would be included on John's W-2 form for the NSO exercise.

Small Employer Health Reimbursements

  • If you have a Health Reimbursement Arrangement (HRA) please enter the amount of your qualified reimbursements for the year. Learn more in IRS Publication 969.
  •  These amounts will appear in Box 12, Code FF, on Form W-2.