Enter previous payrolls during account setup

If you're entering previous payrolls during the setup of your Gusto account, you'll need a few documents first. Click here for the documentation needed to report previous payrolls.

If you've already run payroll with Gusto, record the missing payroll through the non-Gusto payroll flow.

1. Sign in to Gusto.
2. Click Get started next to "Add previous payroll records and review tax liabilities." 
3. Make sure all of your active employees are listed and click Save and continue.
4. Make sure all of your dismissed employees from the current year are entered, and click Save and continue. 
   • This step is important as we need this info to generate all W-2s at the end of the year.
5. If you're joining after the first quarter of the year, select the checkbox next to any prior quarters in which you paid employees. Then, select each check date that you paid employees in the current quarter and click Save and continue.
6. Click Add details next to the first check date, the date the wages were paid.
   • Have quarter-to-date payroll reports ready for any prior quarters (1/1–3/31, 4/1–6/30, etc.), and individual payroll reports for the current quarter.
7. Select all applicable employees for that check date and click Save and continue.
8. Enter the employee’s earnings, deductions, and reimbursements (if applicable).
   • For the current quarter, gather all paystubs for every employee.
   • For previous quarters in this calendar year, gather quarter-to-date payroll summaries for each employee.
9. Once you've entered the details for the first paystub, click Save and continue.
10. Review the tax and contribution amounts.
    • If it matches your records, click Looks good.
    • If it does not match your records:
      • Click Edit tax amounts to edit Federal Income Tax (FIT) or State Income Tax (SIT), if needed.
      • If the State Unemployment Insurance (SUI) does not match, go back to Tax setup and click Manage taxes under the applicable state to make sure you have the correct SUI rate(s) on file for the applicable period.
      • If the wrong state taxes are being calculated, check that employees have accurate address history and address effective dates listed in Gusto.
      • If you need to edit other taxes, contact our Sales Team at 415-918-2367 or [email protected].
11. Choose which taxes you have not yet paid/need Gusto to debit and pay on your behalf.
    • • For previous quarters where we did not file and pay on your behalf, we can only debit for FUTA since this is an annually paid tax.
12. Confirm your Total Payroll amount, Check date, and Taxes Gusto will pay on the "Review and Submit" page.
    • If all looks good, select Save and continue.
    • If anything needs to be edited, click Back.
13. Repeat these steps for any remaining check dates.
14. On the check date summary page, make sure the total net pay matches what your year-to-date report from your previous payroll provider shows.
    • If it does not match, view the total net pay next to each check date to see where the discrepancy is—click edit next to any incorrect payroll(s) and review the wages and taxes.
15. The amount listed on the Taxes Gusto will pay section is what will be debited once you run your first payroll through Gusto.
16. When completed, click I’m done.
17. To make changes to your prior payrolls:
    • If you're still in onboarding: Click Review next to "Add previous payroll records and review tax liabilities."
    • If you've completed onboarding but have not run your first payroll: Contact our Sales Team at 415-918-2367 or [email protected].
    • If you've completed onboarding and have run your first payroll: Contact us through the Help section of your account.

What's next? E-sign forms in Gusto.