View and download reports

Click the Reports section of your admin account to view and download a variety of reports. If you do not have a Reports section, contact your primary administrator about getting reporting permissions.

Reminders

Payroll reporting totals (ex. wages, hours worked, etc.) are based on the check date rather than the pay period.
Employment details (ex. birthday, hire date, etc.) are based on true calendar dates.
Most reports can be downloaded as a PDF, CSV, or .XLSX file.
The three reports below can be emailed after you run them—check the “Additional Information” column for each report in the table below to learn more.
- The Payroll Journal Report
- YTD report
- Benefit Deductions Report
Tax documents, pay stubs, and invoice (billing) reports are located in different places:

Use the dropdowns below to learn more. Use CMD + F (or CTRL + F) to search for words inthe article.

Reports you can download in Gusto (an overview)

Once you've learned more about the reports, learn how to run a report.

What to know about work addresses in reports

If a work address is a P.O. box, it might not show up in reports because P.O. boxes are not considered valid (compliant) work locations.
If your company has more than one work location in a single city, the full address of each location will show up in the report.
If your company has only one work location in a city, the report will just show the city, not the full address.

Report name	Description	Additional information
1099 tax forms	View your contractor's 1099 forms	N/A
Agency payments	This report shows all federal, state, and local tax deposits as well as any garnishment payments Gusto has made on behalf of your company.	Report will not show any in-flight payments, only those that have officially been processed. Example: For Q1 (Jan 1 - March 31), taxes are due on April 30. Q1 taxes may not appear in this report until close to that final due date.
Bank transactions	This report shows all payroll-related bank transactions between Gusto and your company's bank account. You can also try the General Ledger report (more info below)	Report is ordered by oldest transaction date, since you've been with Gusto, to the most recent one. Cannot be downloaded as a CSV. Contains every debit and credit initiated by Gusto. Click view details on any debit transaction to get a more granular breakdown.
Benefits deductions	This report shows employee deduction amounts and company contribution amounts for each benefit.	Based on year-to-date totals. Date range is always a standard calendar year. This report can be emailed if you have more than 50 employees.
Cash requirements	View your cash requirements history	N/A
Contractor information	This report shows information about your contractors that include personal details and their pay type.	Certain sensitive information is excluded: Bank account details Social security number If this information is needed, contact us.
Contractor payments	This report shows the payment method, date of payment, hours worked, additional earnings, and personal notes on each contractor payment.	Customizable. Contractor-version of the payroll journal report.
Custom report	Build a custom report using details about your employee’s payroll, HR, and benefits information.	Use the “Break down by” field to create reports structured by payroll, employee, or work address with any combination or order. Use the “Time period” field to see a snapshot of your data on any given day, between dates, or pick specific payroll(s) for the report. Once built, you can save the custom report as a template and reuse it in the future by clicking Reports > Custom reports.
Employee benefit elections*	This report shows a list of employees, their dependents, their benefits information, and salary.	A tool for non-Gusto brokers or company employees in charge of managing benefits to audit coverage information with carriers or for quoting purposes. Provides a “point in time” summary of benefit information as of the chosen report date. Only available to admins with both Manage all benefits and View payroll reports and tax filing* permissions, or admins with full access.
Employee summary	All the details about your employees’ compensation and taxes, in one simple report.	N/A
Expenses	This report shows a summary of reimbursed expenses, and can be grouped: by check date, employee, or expense category.	The date range for the report is limited to 90 days. Report file-types available: PDF or CSV
Federal tax documents	View your federal tax filings	N/A
General ledger (beta)	View journal entries with debit and credit information.	Download by check date Split journal lines by certain segments: No split Job Department Can include accounting codes if you have accounting integrations. Ledger includes: Account type Account description Debits Credits Both "basic" and "detailed" info—toggle tabs in the export. Not supported at this time: Custom dates range ledgers or ledgers for multiple payrolls at once. Ledgers by pay period—currently you can only run this report by check date.
Gusto recruiting applicants	View information, status, and responses for your job posting applicants.	N/A
International contractor payments	View your payment history for international contractors.	N/A
Payroll data export	This report allows you to download an Excel workbook with raw data for all of your payrolls (by year). This is the most comprehensive view of your payroll history.	Toggle between tabs in the Excel workbook to view additional data: Employee information Work locations Payroll information Earnings Taxes Deductions
Payroll journal	The payroll journal report shows detailed payroll information for each pay period and employee—perfect for accountants. Check out the new layout and added customization you can create in the payroll journal report template.	New layout, design, and customization Check out the new layout and added customization you can create in the payroll journal report template. Get familiar with the new design of the report, before the old one is gone. Legacy report details View the legacy report in Gusto Customizable. Filter by: Date range Year Employee State Job Earnings Taxes Multiple pay rates Job codes And more Select and/or deselect any and all custom options. Often used for workers' comp audits. Earning totals for the time period found at the base of the report. One-time reimbursement totals are a lump sum (rather than individualized or grouped by name). Recurring reimbursements will be grouped by name. This report can be emailed if you have more than 100 employees at the company. This report may not be available if your company has greater than 500 employees and contractors (active or dismissed).
Payroll journal template Powered by the custom report	All of the data in the standardized payroll journal report, plus all the customization of the custom report. Try it out.	The old payroll journal report just got better—get familiar with the new layout, design, and customization of the payroll journal custom template before the old report is gone. You can expect more: Customization—add or remove fields, group data, and more. Flexibility—choose the format, filters, time period, and layout of your report. Efficiency—save your customized report for easy access later.
Payrolls prior to Gusto	This report shows all payrolls you added to the account before joining Gusto. This includes earnings, deductions, employee taxes, and employer taxes for each employee.	This information factors into your annual totals to make sure accurate year-end reporting. Cannot be downloaded as a CSV. You can also run a payroll journal report that includes the date range of the historical payrolls, this will give you a slightly different picture of the same information.
Payroll trend	Identify and monitor payroll trends over a specified time period—includes a chart for visualization.	This report can be saved as a template or scheduled to run in the future. The report automatically includes: Time period breakdown/trend Gross earnings Total employee deductions Total employer contributions Net pay Total employer cost Check amount Click Time period to modify the: How the report is broken down: Month Quarter Year Payroll The time period Options change based on how the report is broken down. Click Change to change how you want to view data: Payroll pay date (check date) Payroll start date (start of pay period) Payroll end date (end of pay period) Click Veritcial axis to pick which column (data) displays in the chart. Click Chart to choose what type of chart to display: Vertical bar Line None Click the caret next to column titles to: Sort info by Highest Lowest Aggregate info by Sum Average Edit the display of info Move columns left or right—the first column cannot be changed. You can also drag and drop column titles to move them.
Paystubs	View your paystubs history	N/A
PPP loan forgiveness (CARES act)	Monitor payroll expenses to stay on track and apply for forgiveness.	Read the full article about the Paycheck Protection Program (PPP) report.
State tax documents	View your state tax filings.	N/A
Subject wages	View the wages you earn that are subject to taxation by the government.	Subject Wages are wages that are subject to taxation—"Gross wages" are the total wages you've earned.
Tax and compliance forms	View all quarterly and annual forms that Gusto has filed on your company’s behalf	N/A
Taxes prior to Gusto	This report shows any tax liabilities you elected for Gusto to debit and pay during onboarding.	An amount of $0.00 means you opted for Gusto to not pay that tax liability. The 'Liabilities as of Payroll date' may appear incorrect on occasion. This results when tax liabilities are entered as lump sums. Example: An unemployment liability entered for Q1 and Q2 will show the latest date (Q2) as the "Liabilities as of Payroll date." Review the agency payments report for confirmation of taxes paid.
Tax reconciliation history	View all credits or debits made to your account to incorporate changes to your tax rates or other adjustments.
Time off balances	This report shows your employees’ accruals, hours used, and balances for each policy.	Need more detail than this summary report? Reference the Time Off Tracker for employees.
Time off requests	This report shows your employees’ department, statuses of time off requests, policy type, request creation date, time off requested, notes from the request, and total hours.	Sick time and PTO hours are lumped. Pro tip: To customize the report per policy, try downloading it as a CSV and editing. Need more detail than this summary report? Reference the Time Off Tracker for employees. Must be a Plus or Premium customer using PTO requests.
Time tracking hours	View your employee’s hours (including breaks if a policy is set up) by pay period or select a custom date range	Must be a Plus or Premium customer using Gusto Time Tracking to see this report.
W-2 and W-3 tax forms	View your employees W-2s and W-3s forms	N/A
Workforce costing	Workforce costing reports—also known as labor or job costing reports—are used to help you understand your labor costs. You can run workforce costing reports by project (Plus and Premium customers only), job, or department.	Set up projects, jobs, and departments first. Then run a payroll journal report and group the data by job, projects, and/or departments to see the costs of each. Project: Create projects in the Time tracking section of your account. Once your employees track their hours to projects, you can run reports to see the payroll expenses required to complete each project. Job: Assign employees to jobs. Departments: Organize your team by departments.
Year-to-date	This report shows total earnings, tax withholdings, and net pay for each employee.	Often used as a yearly overview. Based on year-to-date totals. Date range is always a standard calendar year. This report can be emailed if you have more than 100 employees at the company. This report may not be available if your company has greater than 500 employees and contractors (active or dismissed).

You may or may not see the reports below

Report name	Description	Additional information
Tax deferrals	Review taxes you've deferred. This report will only appear if: You've opted into the Social Security Tax Deferrals from your COVID-19 section.	Deferred taxes will be owed in the future. Typically, 50% of the deferred amount is due at the end of 2021, and 50% is due at the end of 2022.
Tax credits	Review tax credits you've used. This report will only appear if: You've opted into the Employee Retention Credit from your COVID-19 section OR; You've entered eligible COVID paid leave during payroll runs.	N/A
R&D tax credits	View all of your federal R&D tax credit claims.	Includes filing and credit savings summaries. Must be claiming the federal R&D tax credit to see this report.
Custom fields	See the custom information you've collected about your employees.	Must be a Plus or Premium customer using custom fields to see this report.
FICA tip credit	At the end of the year, you can run a report to show you FICA tip credits, which help fill out Form 8846. You can also reference this report throughout the year to estimate your credit.	The credit applies only to tips received by employees serving food and beverage. It's not applicable to other tipped employees.

Required permissions for each reporting field

We've recently updated the reports in Gusto—for some, this might mean you need to get new permissions to see certain fields when running reports.

If you need to run a report using one of the fields below and run into issues, reach out to your primary admin and have them update your permissions.

Reporting field name	Required permissions Full access admins have access to all reporting fields
Bonus	Must have at least one of the below permissions (roles) assigned to you: Run payroll View payroll reports and tax filings
Check amount	Must have at least one of the below permissions (roles) assigned to you: Run payroll View payroll reports and tax filings
Check date	Must have at least one of the below permissions (roles) assigned to you: Run payroll View payroll reports and tax filings
Commission	Must have at least one of the below permissions (roles) assigned to you: Run payroll View payroll reports and tax filings
Custom Fields	View and edit personal info, dismiss people
Date of birth	View and edit personal info, dismiss people
Department	Any admin
Dismissal reason	View and edit personal info, dismiss people
Double overtime earnings	Must have at least one of the below permissions (roles) assigned to you: Run payroll View payroll reports and tax filings
Double overtime hours	Must have at least one of the below permissions (roles) assigned to you: Run payroll View payroll reports and tax filings
Emergency contact email address	View and edit personal info, dismiss people
Emergency contact name	View and edit personal info, dismiss people
Emergency contact phone number	View and edit personal info, dismiss people
Emergency contact relationship	View and edit personal info, dismiss people
Employee additional medicare tax	Must have at least one of the below permissions (roles) assigned to you: Run payroll View payroll reports and tax filings
Employee bank account	Full access admin
Employee bank account (account_number)	Full access admin
Employee bank account (account_type)	Full access admin
Employee bank account (routing_number)	Full access admin
Employee compensation	Must have at least one of the below combinations of permissions (roles) assigned to you: Run payroll + View and edit documents and compensation View payroll reports and tax filings + View and edit documents and compensation
Employee compensation time period	Must have at least one of the below combinations of permissions (roles) assigned to you: Run payroll + View and edit documents and compensation View payroll reports and tax filings + View and edit documents and compensation
Employee current email address	Any admin
Employee current home address	View and edit personal info, dismiss people
Employee current home address (state)	View and edit personal info, dismiss people
Employee current home address (street)	View and edit personal info, dismiss people
Employee current home address (zip)	View and edit personal info, dismiss people
Employee current phone number	View and edit personal info, dismiss people
Employee current work address	Any admin
Employee current work address (city)	Any admin
Employee current work address (state)	Any admin
Employee current work address (street)	Any admin
Employee current work address (zip)	Any admin
Employee current work email address	Any admin
Employee End date	View and edit personal info, dismiss people
Employee federal income tax	Must have at least one of the below permissions (roles) assigned to you: Run payroll View payroll reports and tax filings
Employee medicare tax	Must have at least one of the below permissions (roles) assigned to you: Run payroll View payroll reports and tax filings
Employee risk class code	Must have at least one of the below permissions (roles) assigned to you: View and edit personal info Dismiss people
Employee social security tax	Must have at least one of the below permissions (roles) assigned to you: Run payroll View payroll reports and tax filings
Employee SSN	Full access admin
Employee SSN (last 4)	View and edit personal info, dismiss people
Employee Start date	View and edit personal info, dismiss people
Employee taxes	Must have at least one of the below permissions (roles) assigned to you: Run payroll View payroll reports and tax filings
Employer FUTA tax	Must have at least one of the below permissions (roles) assigned to you: Run payroll View payroll reports and tax filings
Employer medicare tax	Must have at least one of the below permissions (roles) assigned to you: Run payroll View payroll reports and tax filings
Employer social security tax	Must have at least one of the below permissions (roles) assigned to you: Run payroll View payroll reports and tax filings
Employer SUTA tax	Must have at least one of the below permissions (roles) assigned to you: Run payroll View payroll reports and tax filings
Employer taxes	Must have at least one of the below permissions (roles) assigned to you: Run payroll View payroll reports and tax filings
Employment type	View and edit personal info, dismiss people
First name	Any admin
Full name	Any admin
Gross earnings	Must have at least one of the below permissions (roles) assigned to you: Run payroll View payroll reports and tax filings
Gusto employee ID	View and edit personal info, dismiss people
Holiday earnings	Must have at least one of the below permissions (roles) assigned to you: Run payroll View payroll reports and tax filings
Holiday hours	Must have at least one of the below permissions (roles) assigned to you: Run payroll View payroll reports and tax filings
Home address (city)	View and edit personal info, dismiss people
Last name	Any admin
Learning and development time off earnings	Must have at least one of the below permissions (roles) assigned to you: Run payroll View payroll reports and tax filings
Learning and development time off hours	Must have at least one of the below permissions (roles) assigned to you: Run payroll View payroll reports and tax filings
Manager	Must have at least one of the below permissions (roles) assigned to you: View and edit personal info Dismiss people
Net pay	Must have at least one of the below permissions (roles) assigned to you: Run payroll View payroll reports and tax filings
Overtime earnings	Must have at least one of the below permissions (roles) assigned to you: Run payroll View payroll reports and tax filings
Overtime hours	Must have at least one of the below permissions (roles) assigned to you: Run payroll View payroll reports and tax filings
Paid time off earnings	Must have at least one of the below permissions (roles) assigned to you: Run payroll View payroll reports and tax filings
Paid time off hours	Must have at least one of the below permissions (roles) assigned to you: Run payroll View payroll reports and tax filings
Pay period end	Must have at least one of the below permissions (roles) assigned to you: Run payroll View payroll reports and tax filings
Pay period start	Must have at least one of the below permissions (roles) assigned to you: Run payroll View payroll reports and tax filings
Paycheck tips	Must have at least one of the below permissions (roles) assigned to you: Run payroll View payroll reports and tax filings
Payment method	View and edit personal info, dismiss people
Payroll type	Must have at least one of the below permissions (roles) assigned to you: Run payroll View payroll reports and tax filings
Primary job title	Any admin
Regular earnings	Must have at least one of the below permissions (roles) assigned to you: Run payroll View payroll reports and tax filings
Regular hours	Must have at least one of the below permissions (roles) assigned to you: Run payroll View payroll reports and tax filings
Reimbursements	Must have at least one of the below permissions (roles) assigned to you: Run payroll View payroll reports and tax filings
Sick time off earnings	Must have at least one of the below permissions (roles) assigned to you: Run payroll View payroll reports and tax filings
Sick time off hours	Must have at least one of the below permissions (roles) assigned to you: Run payroll View payroll reports and tax filings
Status	View and edit personal info, dismiss people
Total employee deductions	Must have at least one of the below permissions (roles) assigned to you: Run payroll View payroll reports and tax filings
Total employer contributions	Must have at least one of the below permissions (roles) assigned to you: Run payroll View payroll reports and tax filings
Total employer cost	Must have at least one of the below permissions (roles) assigned to you: Run payroll View payroll reports and tax filings
Total garnishments	Must have at least one of the below permissions (roles) assigned to you: Run payroll View payroll reports and tax filings
Total time off earnings	Must have at least one of the below permissions (roles) assigned to you: Run payroll View payroll reports and tax filings
Total time off hours	Must have at least one of the below permissions (roles) assigned to you: Run payroll View payroll reports and tax filings

Run Gusto's out-of-the-box reports

You can find the reports you can download from Gusto in your account or in the Overview of the types of reports you can download dropdown above.

Sign in to your Gusto admin account.
Click the Reports tab.
To find a report, you can:
- View recently used and recommended reports
- Search for the report name
- Browse different categories
- Scroll through all reports listed alphabetically
Once you open a report, you can typically pick extra details to include.
- These options change based on the type of report but include things like employee info, earnings breakdowns, tax breakdowns, deductions, and more.
You may be able to customizable certain fields (if available for that specific report):
- Pick the date range: Annually, quarterly, monthly, or a custom range.
  - Date range defaults to being based on pay date (rather than pay periods or payroll submission dates)
- Choose how to group data (by employee, state, department, etc.).
- Select the format: CSV or PDF.
  - Excel (available for some reports when you download).
When you're ready, click Generate Report to create it (you can print it later if needed).
- For some reports:
  - You may need to click Download to save the report.
  - You may be able to Save as a template or Schedule for the future.

Build custom reports—choose your data, save for later, and more

Use the dropdowns below to learn how to customize your own reports. To learn how to make the most of your custom reports, watch this demo video.

Build, save, and schedule custom reports

To learn how to make the most of your custom reports, watch this demo video.

After you build your report, it'll automatically:

Download to your device in the format you selected.
Save to the Report history tab in the Reports section of your account.

You'll only see the custom reports you've created—at this time, you will not see reports other admins have customized, or any reports our team may have helped build.

Run a custom report with custom data, filters, and dates

As you change the details of the report, the preview you're seeing will update in real time.

Sign in to your Gusto admin account.
Click the Reports tab.
At the top-right of the page, click New Custom Report.
At the top of the table, click Group by, and choose from:
- Payroll
- Employee
- Work address
  - Has full work address.
- Work address (state).
  - Has just the state.
At the top of the table, click Columns to add and remove the fields you want in the report. Once you've added all the fields you want, click Save.
- To add a field: Check the box next to the field name.
  - Use the search, scroll, or filter to find fields.
  - Some fields may require you to break down your report in a certain way. These are usually non-calculated fields like SSN, birthday, or check date.
    - Example: If you add "employee phone number" as a data point, you're required to break down the report by “Employee”.
  - If you add payroll-related data (e.g, net pay) or break down the report by "Payroll", we'll pull payrolls from the time period you set.
- To remove a field: Uncheck the box next to its name.
- To reorder columns once you've chosen your fields, drag and drop the column headers in the preview.
  - In some cases, certain columns cannot be moved.
At the top of the table, click Time Period. This will default to the last 30 days.
- You can choose to get information for:
  - Payrolls
  - Custom dates
    - Before, after, between two dates, or on a specific day.
  - Months, Quarters, and Years
  - Year-to-date
  - Last (day, week,month, quarter, or year)
  - All time
- The report will show based on payroll end date (the last day of the pay period), rather than pay dates. Click Change to update this to one of these options:
  - Payroll start date (the beginning of a pay period)
  - Payroll end date (the last day of a pay period)
  - Payroll pay date (the check date)
At the top of the table, click the Filter option to filter your report by the options below. Click Apply when you're done.
- Current department
- Dismissed date
- Employment status
- Employment type
- Payment method
- Specific employees
- Work address states
- Work addresses
At the top of the table, click View and choose between:
- Table: Traditional spreadsheet
- List: Easier to read
Click the caret next to a column title to sort a column amount by Highest or Lowest.
If you’d like to run this report again in the future, click Save as template, and give the template a name.
If you'd like to schedule the report to automatically run in the future, click Schedule.
Click Download, choose a file format, and the report will start to download. Format options include:
- CSV
- PDF
- Excel

Commonly run custom reports

Find commonly created custom reports below.

Topic	Description	Additional information
Payroll journal builder	Build a custom payroll report using details about your employee’ past earnings, deductions, and taxes	Once built, you can save the custom report as a template and reuse it in the future by clicking Reports > Custom reports.
Employment status	Build a custom report and add Employment status* as a column option. *Employment status options will differ between customers with Gusto-managed benefits and customers with third-party benefits.	Gusto-managed benefits customers will have a full range of statuses: full-time, part-time, active, and dismissed. All other customers will have active or dismissed as their options. Plus and Premium customers can use custom fields to add labels (e.g. full-time/part-time) to employee's profiles. Once added, these can be populated in custom reports. Note: If you use custom fields to label employment status, you're responsible for making sure those definitions are accurate for any other reporting purposes.
Dismissed employees	Filter your custom report by Employment status > Dismissed.	N/A
Employee data report	Build a custom payroll report using details about your employees.	Once built, you can save the custom report as a template and reuse it in the future by clicking Reports > Custom reports.

Schedule reports to automatically run in the future

For now, you can only schedule:

Custom reports
Payroll trend reports

If the schedule option is available for a report, here's how to find it:

Sign in to your Gusto admin account.
Go to Reports.
Build a new report to schedule, or click the Report History tab and find the saved report you want to schedule.
- If you go to a saved report, click the three-dot menu under the “Actions” column and select Back to custom report.
When viewing the report preview, above the table, click Schedule.
Name the report if it doesn't already have one.
Choose your delivery start date.
- This is the day you'd like to start getting the report.
Choose what frequency you'd like to get the report—how often the report will run:
- Daily
- Weekly
- Bi-weekly
- Monthly
- Quarterly
- Annually
Choose what format the report should be:
- CSV
- PDF
- Excel
Click Schedule.

On the delivery dates, we'll email you letting you know the report is ready. Follow the link in the email that takes you to the Report History section of Gusto, and download the most recent report.

Edit or delete a schedule

Sign in to your Gusto admin account.
Go to Reports.
Click the Report History tab and find the saved report you want to edit the schedule for.
Click the three-dot menu under the “Actions” column and select Back to custom report.
When viewing the report preview, above the table, click Schedule.
Edit any of the details, or click x Delete schedule.

Run reports by departments

Once you've organized your workers into departments, you can run a Payroll Journal, Benefits Report, Year-to-Date Report, or Contractors Report to see your information summarized by department.

To learn more about departments, click the Create a new department dropdown in this article to start setting them up. Then, click the Organize your team by departments dropdown to assign employees to departments.
Learn more about job costing reports—click the Run a workforce costing report accordion of this article.

Run a report by department

Sign in to Gusto.
Click the Reports section.
Under the "All reports" headline, choose one of the available reports.
Select any additional detail you'd like to include:
- Detailed employee info, employee earnings breakdown, employer tax breakdown, deductions and contributions, or detailed totals.
Select the Date Range and Year.
- Annually, Quarterly, Monthly, or a Custom Date Range.
- Note: Range is based on check dates rather than pay periods or processing dates.
Select what types of employees you’d like to include in the report.
- All, Hourly, Salaried, or Specific Employees.
- Select Pick Employees and add specific individuals to include in the report, then click Save & Continue.
Select to "Group By" Department.
- You may also group by Employees or Work Location.
Click Generate Report.
Download the report as a CSV or PDF.

Run a workforce costing report—project costing, job costing, department costing

Once projects have been created, and employees have tracked hours to them, you’ll need to process payroll for the applicable date range before running a workforce costing report for that timeframe.

At this time, Gusto Project Tracking is not compatible with pay schedules set up by "employee type".

Run the report after processing payroll(s)

Sign in to Gusto.
- Make sure you’re viewing your admin profile.
Click the Time & Attendance section and select Time tracking.
Click the Projects tile.
Click Generate report on the right-hand side.
Select the details you’d like in the report:
- What would you like to see in the report?
- What information do you want the report to contain?
- When and who should be included?
- The report will default to being grouped by project.
- What format you’d like the report in.
Click Generate report.
Click Download CSV in the top-right corner of the screen.

To run a new report grouped by project, but with different information, start the process again.

Run a time off balances report

Admins with the required permissions can run different reports to view their employee's time off information:

Paid Time Off Summary report: View employee time off hours taken for the year.
Time Off balances report: View your employees’ time off accrual, usage, and ending balances for a specific date range.
Time Off Requests report: View employee time off requests.

Important: Some states require employers to give their employees updated reports of their unused time off. You can meet this requirement by following the steps below to provide the time off balances to your employee(s) when you pay them, or give employees access to Gusto so they can locate this information themselves.

Certain states require time off balances to be paid when an employee leaves a company—learn more about dismissal requirements here.

View, download, and/or print the Time off Balances report

Sign in to Gusto.
Click the Reports section.
Search for "Time off balances" or scroll the report under the "All reports" header.
Select the Time off balances report.
The report will automatically include:
- Employee name
- Accrued time (will account for any time that was reduced at the beginning of the year due to max carryover rules)
- Hours used
- Ending balance
Check the Paid Time Off Liability total box to view the liability associated with PTO if it was to be paid out when the employee leaves the company.
Select the time period for the report:
- Annual, quarterly, monthly, or a custom date range.
  - Custom date ranges are only available for 2019 and beyond.
Select the employees to include in the report:
- All or specific employees.
Select how you'd like to group the report:
- By employee or department.
Click Generate Report.

Report FAQs

Q: When will a request show up in the report?

A: Time Off Requests report: A request will populate as soon as it's submitted. Time Off Balances report: A request will populate once the payroll it’s tied to has been paid out (on or after the check date). Manual adjustments will be displayed in the Time Off Balances report immediately.

Q: If the report is run with custom dates that overlap a policy rollover rule, how will accruals reflect?

A: Rollover accruals happen once payroll is run after the rollover day. If the report date range includes the day payroll is run, rollover balances will be displayed.

Q: How does the report treat employees who were removed from a time off policy?

A: Since the liability is no longer paid if an employee is removed from a policy, the employee will only show up in the report if the date range is for a period where the employee was on the policy. This same logic applies to dismissed employees.

Q: If I disable my policies, will I still be able to run historical reports?

A: Yes, as long as the policy was active during the date range you run it for historical data will populate.

Q: If an admin is given permissions for just PTO, will they be able to run reports for time off?

A: If an admin is given the permission “Manage Time Tracking and PTO”, they'll have access to run both the time off balances and time off requests report. However, they cannot populate outstanding liability (because this shows an employee’s pay rate information).

Run a cash requirements report

To locate this report, follow these steps:

Click the Pay section and select Pay history.
Hover over the check date and click View Details.
Click the Cash Requirements Summary link below the "Debited by Gusto" headline.

Total Payroll

Total Cash Remitted by Gusto
Total Check Payments
Total Liabilities

Summary

Debits - money debited from the company bank account

Total Direct Deposits
All money directly transferred to employees

Total Reimbursements

All tax-free money paid out in this payroll

Total Taxes

All taxes paid by both the employee and the company

Liabilities - money remaining in the company bank account that needs to be paid

Total Benefits (Employee And Company)

All deductions and contributions for benefits

Total Employee Garnishments

All money withheld from employees for wage garnishments

Total Other Deductions (Employee And Company)

All other money withheld

Checks

Total Check Payments

Checks that have been written and delivered to employees

Debit Details - these values are broken down by employee

Total Direct Deposits Summary

Total Reimbursements Summary
Total Taxes Summary
Total Unpaid Taxes Summary

Liability details - these values are broken down by employee

Benefits Liability Summary

Employee deductions
Company contributions

Other Deductions Liability Summary

Employee deductions
Company contributions

Garnishment Liability Summary

Employee deductions
Company contributions

Check details - these values are broken down by employee

Total Checks Summary

Workers' comp audit reports

A workers’ comp audit can happen when a policy expires or is canceled (both voluntarily or involuntarily). When the policy is audited, the carrier (ex. Hartford) will send a notice, either via email or mail, requesting specific documentation to confirm the actual payroll amounts run throughout the policy term.

Policy audits help determine:

If the company owes any additional money.
If the company needs to be refunded by the carrier.

Pay-as-you-go workers’ comp policies aim to reduce the likelihood of a lengthy audit by assessing the premium amounts based on actual payroll.

If you receive a notification from your carrier about an audit, Gusto can help access related documents and reports in your account, but we cannot legally respond to the audit or advise on how to complete the audit.

If you're a NEXT Insurance customer, log in to your NEXT Customer Dashboard, or reach out to [email protected] for additional guidance.

Documents and reports that can help

Quarterly tax forms (ex. 941s).
Run a payroll journal report for the applicable timeframe.
- Learn how to access and run a payroll journal report in the How to run a Gusto report or build a custom report dropdown above.

Benefit savings account reports

If your company offers a Flexible Spending Account (FSA), Dependent Care FSA (DCFSA), or Commuter benefits through Gusto, we'll email a disbursement report to your benefits administrator on the first of every month. The report lists all enrolled employees' approved claims and card transactions from the previous month.

This report will help you reconcile the MBI/Med-I-Bank debits on your company’s bank account. Each MBI debit on the company bank account is the total of approved claims and card transactions that were posted on the previous day. To reconcile the debit with the report, you'll need to add each transaction/claim with a "Settlement Date" of the day before the debit.

If you want the report at a different frequency, a one-off report, or a report with other information, contact us from the Support section of your account.

If you're unable to customize a report to what you need, let us know how we can improve our reporting feature.