As an employer, you'll always need to edit the following information on an employee's behalf—the information may appear on federal and state tax documents so it's important to verify the information before making updates:
Head to the articles below to learn more about how to:
If you're an employee, see what information you can update on your own in this article.
When you onboard new employees, Gusto runs SSN verification checks against the information on file with the Social Security Administration (SSA). If the information in Gusto (name, birthday, and SSN) does not match what the SSA has on file, we'll let you know.
If you want to see an employee's full SSN, you'll need to run an employee information report—view and create reports following these instructions.
Troubleshooting SSN errors
If Gusto notifies you of an SSN error (or mismatch):
Correct an SSN
If you're a Gusto admin with the required permissions, you can edit an employee's Social Security number (SSN) by following the instructions below.
If you're an employee, reach out to your employer who can assist with the change.
If you offer health insurance with Gusto (including the broker integration) and the employee is enrolled in coverage, their SSN update will also be sent to their insurance carriers.
Previous year W-2 corrections
If a previous years' Form W-2 was filed with an incorrect SSN, please contact us from the Help section of your account to report the issue.
Past unemployment filings
In required states, Gusto files quarterly unemployment reports that contain an employee's name and social security number. If past unemployment filings have been sent with an incorrect SSN, contact the agency directly to inform them of the error. Gusto is unable to amend unemployment returns for an SSN update.
If you're an employee or contractor and need to update your home address, follow the steps in this article.
Admins can update an employee’s home address, and view home address history from the Personal tab of their employee profile in Gusto.
When a new employee is hired, the home address entered during onboarding becomes their current work address (unless changed), and their hire date will be the date shown as the “working here since…” timeframe in their profile.
To change the “working here since date”, you’ll want to:
If historical address information was changed, tax corrections may be needed—contact us from the Help or Priority support section of your account so we can assist. Let us know which employee you made the address changes for so our team can determine if tax corrections are needed.
The future home address will appear in the “Home address history” section, where you can edit the address or start date as needed.
If you offer health insurance with Gusto (including the broker integration) and the employee is enrolled in coverage, their name update will also be sent to their insurance carriers.
If you offer health insurance with Gusto (including the broker integration) and the employee is enrolled in coverage, their date of birth update will also be sent to their insurance carriers.
Head to this article for more information on how to convert employees to contractors, or vice versa.