Welcome to Gusto! Use the dropdowns below to complete account set up. Be sure to first check out our Onboarding Overview article.
Employees have different steps to set up their employee profile.
If you have any questions, contact us through the Help or Priority support section of your account.
Continue this process until all company addresses have been entered.
There are three main steps to adding an employee in Gusto when you're setting up your account. The way you set up each employee will determine their taxes.
If you've already set up your account and you're hiring new employees down the line, reference this article.
Optional: If you'd like to set up a time off policy, use the links provided to get started. Then apply the policy to your new employee.
Optional: If the employee has any special tax considerations, this can be selected from the dropdown menu. You'll be able to select specific tax exemptions within "Tax Elections" if onboarding the employee yourself, or after the employee completes self-onboarding.
Once your employee has been added, search for members of your team in the employee search bar to be taken directly to their employee page.
If your employee’s start date is in the past, we won’t ask your employee to complete Form I-9 since this is a new hire form. Make sure to fill out Form I-9 and keep it for your records outside of Gusto if this document hasn't been completed for your employee.
If your employee’s start date is in the past, we won’t ask you to select any welcome options since your employee has already begun working.
What's next? After your employee has finished entering their information, you’ll receive a to-do item on your Home page as well as an email notification to review and approve their details. If you added newly hired employees, you’ll be notified to complete their Form I-9 details on their start date.
Note: If you don't want your employees inputting their own information, simply unselect Invite this employee to enter their own details. You'll then be able to enter all of your employee’s personal, tax, and payment details to bring them on board. We’ll still generate Form W-4 and the authorization form for direct deposit, but you’ll need to fill out Form I-9 outside of Gusto.
Note: We will default your account to a semiweekly deposit schedule and 941 form filing. If you would like to change these settings, you may do so by clicking the Company section and selecting Company details after your account has been set up.
If you want to add or change a bank account after you’ve entered one, click the Add, change, or remove a company bank account (after onboarding) dropdown of this article.
Credit payments, credit cards, and savings accounts are not accepted—the account must be linked to a checking bank account in the US.
If your bank is not eligible for Instant Bank Verification, or you've decided not to use IBV, you'll need to enter the two test transaction amounts in Gusto. To do so, follow the steps below.
What's next? Add your pay schedule to Gusto.
Q: What if I don’t get the test transactions?
A: Either the account information was entered incorrectly or the transactions were entered incorrectly in Gusto. If the verification doesn't work, you'll be emailed with a request to make changes to your account details for proper bank setup.
Q: Can I add multiple company bank accounts?
A: Yes—you can add multiple bank accounts and individually select which bank account to use on payroll(s) and contractor payments.
Q: What is Instant Bank Verification (IBV)?
A: IBV is an easy way to instantly connect your bank account to Gusto. We use the same technology that banks use to keep your account information safe so everything you provide is protected.
Q: Does Gusto support alphanumeric bank accounts?
A: Yes. We allow users to use bank accounts with both letters and numbers.
You can securely connect your bank account to your Gusto account using instant bank verification (IBV). We use a third party service called Plaid to instantly verify your bank account. We don't store your bank account’s username and password, and your bank credentials are encrypted.
Connect your bank account with IBV
After you've entered your routing and account number, you have the option to instantly verify your bank account.
Set up your pay schedule(s) with Gusto so we know when to pay your employees. We support the following pay schedule frequencies: weekly, biweekly, semimonthly, monthly, quarterly, and annual schedules.
For advice about what schedule(s) would work the best for your company, check out our blog post.
When adjusting your pay schedule, you might have to run a special transition payroll. If so, it’ll be waiting for you on your Home page. To edit your pay schedule(s) in the future, follow the instructions in this article.
If you're entering previous payrolls during the setup of your Gusto account, you'll need a few documents first—click the Documentation needed to report previous payrolls dropdown in this article to learn more.
If you've already run payroll with Gusto, record the missing payroll through the non-Gusto payroll flow.
What's next? E-sign forms in Gusto.
You need to e-sign a few forms to authorize Gusto to debit your bank account and file your payroll taxes. Without a signature on these forms, Gusto won't be able to file or pay taxes for your company.
*Your signatory should be an officer, owner, general partner or LLC member manager, plan administrator, fiduciary, or an authorized representative. An officer is the president, vice president, treasurer, chief accounting officer, etc. Learn more here.
We'll email the signatory to fill out their personal details in Gusto and sign the company forms. If you're the payroll administrator and the signatory, you can move forward by clicking Sign Form next to all required documents.
Unpaid tax liabilities are the employer and employee payroll taxes that haven't yet been paid to the state and federal agencies.
If you're switching over to Gusto mid-year, you may have some outstanding tax liabilities you'd like us to pay. We'll calculate the amounts you may owe based on your payroll history and allow you to select what you'd like us to pay on your behalf.
Q: How do I find out which tax liabilities still need to be paid?
A: Call your payroll provider and ask for your outstanding tax liabilities. Ask them about every tax liability that you see on Gusto's Pay Previous Tax Liabilities screen. Here are some things you can ask, depending on when you join with us:
Q: What if the amounts shown don’t match the amounts from my previous payroll provider?
A: Select Amount Not Available. You'll be prompted to contact our Success team at [email protected] so we can help you figure out why there are any discrepancies in the data.