Edit company details (for admins)

You can add a DBA name in Gusto, but businesses are required to use the company name and FEIN on file with the IRS as your legal/official name to prevent filing issues.

While you can add a "Doing Business As" (DBA) or trade name in Gusto, businesses must use their legal company name and Federal Employer Identification Number (FEIN) as registered with the IRS for official tax filings and other legal purposes. Learn more from the IRS. Using only a DBA for official IRS filings can lead to significant issues.

Add or update your DBA name

1. Click the Settings section.
2. Under the "Company" tab, click Details.
3. Click Edit next to your company name.
4. Add your DBA in the "Trade name" section and click Save. 

Your DBA name will appear:

• Across your Gusto profile, and;
• On reports run from the Reports section of your account, and;
• On paystubs for team members

If you've changed your legal business name, or need to correct it, follow the steps below:

1. Submit your name change to the IRS and relevant state agencies (if you haven't already).
2. Confirm with the IRS if this also requires a new Federal Employer Identification Number (FEIN).
   • If you're receiving a new FEIN, find the next steps for updating your FEIN with Gusto here. 
   • If you're using the same FEIN, message us from the in your account and send the required* supporting documentation from the IRS and state agencies showing this company name change.
     • *IRS proof is required (e.g., a copy of CP-575 or Letter 147C) before we can update your account—you cannot submit only state agency documentation.

Once we receive your request, and the related IRS and state documentation, we'll update the company name in your Gusto account. 

Troubleshooting company name issues

If we reach out about an error with the name you're using in Gusto, it's likely because we're using your DBA (doing business as) name instead of the official name that's on record with the IRS. To fix the issue:

1. Message us from the in your account and attach the correspondence from the IRS showing your current official company name.
   • If you want to use a DBA in addition to your official name, just include both your official name and your DBA in the email.
2. We'll review and update the company name (and DBA, if applicable) in your Gusto account.

A change to your FEIN can have serious tax implications. We'll work with you to help keep your tax reporting accurate, but it can sometimes take several weeks to fully account for a change to your FEIN.

Changing your Federal Employer Identification Number (FEIN) has significant tax implications and can take several weeks to fully process and reflect accurately in your tax reporting. To keep tax filings accurate under both your old and new FEINs, you'll need to create two separate Gusto accounts—one for each FEIN. Follow the steps below to set up your new company profile with the new FEIN.

Click the dropdown below that best represents your issue to find next steps.

For more information on the different entity types, check out our blog.

If you've changed your company type, here’s what to do next:

1. Check with the IRS to see if this requires a change to your company's Federal Employer Identification Number (FEIN)—if so, click here for the next steps on how to update your FEIN with Gusto.
   • Important: When your FEIN changes, your state, and local tax account numbers typically change too (but not always)—contact all of your state and local tax agencies to see if you need new state or local account numbers. Once you have them, add them to the new company profile in Gusto that you’ll set up using the new FEIN.
     • Your original state and local account numbers that were associated with your old FEIN should remain as-is in the old Gusto company profile (that has the original FEIN).
2. If your Federal Employer Identification Number (FEIN) did not change, you can change your company type in your existing company profile by following the steps below:
   • Click the Taxes & compliance section and select Tax setup.
   • Next to “Federal Tax Setup”, click Edit.
     • Certain permissions are required to update company details.
   • Under “Company Type”, make your new selection.
   • Click Save.

Heads up: You may be asked to make additional updates in your account based on the change, or provide additional documentation of proof of the entity change. 

• Example: If your company becomes an S-Corporation, you’ll also need to identify your firm’s 2% shareholders.

A company location can be any address where your employees work (or live, for employees working from home), your legal filing address, or your legal mailing address. If you've added a new company location, enter it in Gusto.

Important reminders

• If you do not enter employee work locations during onboarding, and only have PO-box locations, we'll eventually ask for a company work location that's not a PO box (for taxation). 
• Legal or mailing address changes—be sure to notify the IRS of your legal or mailing address change. You’ll also need to notify the states (where you've previously registered) so they can update your legal or mailing address on file.
• If you’ve never registered with the state agencies where you now have employees working, you’ll need to register your business in the new state. 

If you do not let the IRS and state agencies know before making updates in Gusto, it may result in failed payments or filings.

At this time, you'll need to contact us from the in your account to request a phone number update.

The company signatory is responsible for electronically signing all government forms Gusto creates and is generally a member of the partnership/business.

Each time a signatory is added or updated in Gusto, we’ll have to file a new Form 8655 with the IRS—your signatory must be authorized by the IRS to give Gusto the “Reporting Agent Authorization” we need to file and pay your taxes.

Important reminders

• Changing the signatory will block payroll until your new signatory has re-signed company forms—make sure they're ready to sign them before making the change.
• If your signatory is changing, you should notify the IRS by completing Form 8822-b.
• The company signatory and person who signs benefits-related forms (benefit-signatory) are different, or can be.
  • If you need to change your benefits signatory, contact us from the in your account and we'll start the process.

Authorized signers by entity type:

• Sole proprietorships.
  • The individual owning the business.
• Corporation—including a limited liability company (LLC) treated as a corporation.
  • An officer having legal authority to bind the corporation,
  • Any person designated by the board of directors or other governing body,
  • Any officer or employee on written request by any principal officer, and
  • Any other person authorized to access information under section 6103(e).
• Partnership (including an LLC treated as a partnership) or an unincorporated organization.
  • A member of the partnership.
• Single member LLC treated as a disregarded entity.
  • The owner of the LLC.

Step 1. Delete the current signatory

You must be the primary administrator to complete the steps below:

1. Click the Settings section. 
2. Below the "Company" header on the left, click Details. 
3. Next to Company Signatory, click edit.
4. Scroll to the bottom of the pop-up, and click Delete this signatory.

Step 2. Assign a new signatory

Once this signatory is deleted, add the new signatory.

1. Click the Settings section. 
2. Below the "Company" header on the left, click Details. 
3. Next to Company Signatory, click Assign a signatory.
4. Select if you're the signatory.
   • If you are the new signatory, enter your information.
   • If you are not the new signatory, enter their email address so that we can send them a notification to fill out their information.

Once the new signatory is added, they'll be prompted to electronically sign a few forms by clicking the Documents section.

Go to this article to learn how to add, change, or remove a bank account.

If your state or local tax account numbers were changed or updated, check with the IRS to determine if your FEIN (Federal Employer Identification Number) also needs an update. If you’re issued a new FEIN, here’s how to handle FEIN changes with Gusto. 

Update a state or local tax account number (if your FEIN has not changed)

Carefully review any information you’re updating, and all supporting agency documentation (e.g., notices, online portal screenshots, etc)—entering incorrect information can result in notices, penalties, and extra cost and time to correct historical payments and returns.

When one thing changes, others may too—you should check to see if any other important tax details are changing (e.g., state unemployment insurance tax rate changes, or deposit schedule changes for withholding taxes).

1. Click the Taxes & compliance section and select Tax setup.
2. Scroll to the applicable “[State] Tax Setup” headline. 
3. Click Manage taxes. 
4. Click Edit next to the account number you need to update.
5. Update the number, and click Save—this new account number will be used on all payments and filings that are created after the update was made.
   • If you change your account number in January, April, July, or October (the months that quarterly filings are generated and due), message us from the in your account. There’s a chance that the upcoming payments or filings will be sent with your old account number—if this happens, there could be tax implications. 

If we’ve already made payments and filings to an incorrect account number, you’ll need to fix this with the tax agencies directly (outside of Gusto). Learn how to find your historical tax payments and tax returns in Gusto below.

• Heads up: Correcting payments or filings sent to the wrong account number can be tricky—we recommend working with a tax advisor for help, or using our partner directory to find one. 

Find historical tax payments made to the incorrect account number

1. Head to the Reports section of your account. 
2. Find and select the “Agency payments” report. 
3. In the “Sort by” field, select Date (newest) to see the most recent deposits made.
4. Choose the report format, and click Generate report. 
   • The report will not show the account number each payment was paid to, but all payments listed will have been made to the account number Gusto had on file on the date listed in the report. 
5. For the agency where a new account number was issued, confirm the “effective date” of the new number and identify all past payments that were made to the incorrect account number (based on the new number’s effective date).
6. Contact the agency and ask that they transfer the identified payments to the correct account number. 

Correcting payments or filings sent to the wrong account number can be tricky—we recommend working with a tax advisor for help, or using our partner directory to find one. 

Find historical tax returns filed with the incorrect account number

1. Head to the Taxes & compliance section and click Tax documents. 
2. Toggle to the State tab. 
3. To find historical tax returns made to the incorrect (old) number, click the column headers to filter by:
   • State, or;
   • Time frame
4. Find all filings that have been “Sent” (according to the “Status” column) using the incorrect account number—this should be based on the new number’s effective date.
5. Contact the agency and ask that they transfer the identified tax returns to the correct account number. 

Correcting payments or filings sent to the wrong account number can be tricky—we recommend working with a tax advisor for help, or using our partner directory to find one.

State agencies send out notices with your assigned state unemployment insurance tax rates—you'll get one when you first register your company as an employer with the unemployment agency in the state. 

• Some states may refer to the agency as a Department of Labor, Workforce, etc.
• Learn more about SUI in this article.

You’ll also receive a new tax rate notice with each new year that includes your rate for the upcoming year. Depending on the state, these are often mailed out between November of the prior year through March of the effective year.

Add a new SUI rate

If you get a new rate assigned to you for the current or future periods, update your SUI rate in your company profile by following these steps:

1. Click the Taxes & Compliance section and select Tax setup.
2. Click Manage Taxes under the applicable State Tax section.
3. Scroll to "State Tax Settings" and click edit next to "Unemployment Tax Rate"—this may also have other names like "SUI rate" or "Experience rate" based on the state.
   • Updating your rate only works in states where you currently have active employees.
   • Here you can also view the past rates you've had in your account.
4. Click Add a new rate.
   
   • If the rate you're entering was effective during an already closed quarter, and you're adding it after the quarter ended, you'll likely get a notice for taxes owed (if underpaid) or a refund (if overpaid).
5. Enter the number shown on the notice as a percentage rate.
   • Example: If your notice says you have a rate of .055555, enter 5.5555%.
     • For information about how to enter your rate correctly for your specific state, go to the state-specific registration article in the Help Center.
       • Click the Register a company with state agencies or Find your account number and rate info dropdowns, scroll to the applicable unemployment section, and enter the rate(s) as detailed.
6. Set the "Effective Date" as the effective date listed on your notice.¹
   • In most states: The effective date will be January 1.
   • New Jersey, Tennessee and Vermont: There are a few states that change their rates mid-year, and you should enter an effective date of July 1.
   • New Hampshire can change their rate effective any quarter, so pay close attention to these rate notices. Enter:
     • January 1 if the rate takes effect for the period Jan 1 - Mar 31.
     • April 1 if the rate takes effect for the period April 1 - June 30.
     • July 1 if the rate takes effect for the period Jul 1 - Sep 30.
     • October 1 if the rate takes effect for the period Oct 1 - Dec 31.
7. Click Save.
   • Important: If the update is being made after the deadline listed on the notice, agencies may assess penalties and/or interest for underpayments. These are the employer's responsibility to pay. 

Correct your SUI rate or effective date and review rate history

Some tax agencies provide Gusto with "rate exchanges", and you may receive a notification that we’ve already updated your rate. This is a courtesy that's intended to help you pay the correct taxes each quarter. There may be circumstances when we're unable to confirm your current rate with a tax agency, so your company must still confirm that the correct rates are in your company tax profile.¹

If you realize that you previously entered an incorrect rate or effective date, update the information in Gusto as soon as you have the correct information.

1. Sign in to Gusto.
2. Click the Taxes & Compliance section and select Tax setup.
3. Click Manage Taxes under the applicable State Tax section.
4. Scroll to "State Tax Settings" and click edit next to SUI Rate.
   • Updating your rate only works in states where you currently have active employees.
   • Here you can also view the past rates you've had in your account.
5. Click Make a correction. 
   • Before the end of each quarter, Gusto performs a reconciliation payroll to identify any differences between your most current SUI rate and previously used rates. If a discrepancy is found, Gusto will either debit your company for any underpaid SUI tax amounts or issue a refund for over-collected amounts.
   • If the rate you're entering was effective during an already closed quarter, and you're changing it after the quarter ended, you'll likely get a notice for taxes owed (if underpaid) or a refund (if overpaid). 
     
     • Gusto does not amend unemployment returns for rate updates retroactively made for an already closed quarter—you can simply pay the agency any amount owed (if you've underpaid), or accept the refund (if you've overpaid).
6. Enter the number shown on the notice as a percentage rate.
   • Example: If your notice says you have a rate of .055555, enter 5.5555%.
     • For information about how to enter your rate correctly for your specific state, go to the state-specific registration article in the Help Center.
       • Click the Register a company with state agencies or Find your account number and rate info dropdowns, scroll to the applicable unemployment section, and enter the rate(s) as detailed.
7. Set the "Effective Date" as the effective date listed on your notice.1 
   • In most states: The effective date will be January 1.
   • New Jersey, Tennessee and Vermont: There are a few states that change their rates mid-year, and you should enter an effective date of July 1.
   • New Hampshire can change their rate effective any quarter, so pay close attention to these rate notices. Enter:
     • January 1 if the rate takes effect for the period Jan 1 - Mar 31.
     • April 1 if the rate takes effect for the period April 1 - June 30.
     • July 1 if the rate takes effect for the period Jul 1 - Sep 30.
     • October 1 if the rate takes effect for the period Oct 1 - Dec 31.
8. Click Save.
   • Important: If the update is being made after the deadline on the notice, agencies may assess penalties and/or interest for underpayments. These are the employer's responsibility to pay. 
     • Gusto does not amend unemployment returns for rate updates retroactively made for an already closed quarter—you can simply pay the agency any amount owed (if you've underpaid), or accept the refund (if you've overpaid).

If you need help adding a rate, message us from the in your account. 

1 Failure to timely update or confirm your State Unemployment Insurance rate may result in additional taxes and penalties being imposed on the taxpayer by the taxing authority or agency.

Admins with the required permissions can now change the transaction description that appears on employee’s bank statements. 

There are three description options to choose from—the description will default to "GUSTO" if no changes are made.

Change the direct deposit bank description

1. Click the Pay section and select Pay settings.
2. Next to Bank descriptor, click edit.
3. Choose between the three options:
   • GUSTO
   • Your company’s name
   • Custom
     • If custom, enter the description you’d like employees to see on their statements.
4. Click Save.

1. Go to Settings.
2. Under "Company", click Details.
3. Find the "Details" section, and click Edit.
4. Add or update your company's website.
5. Click Save.