With Gusto Time Tracking, you can track, review and approve your team’s hours in Gusto and then run payroll as usual—it’s all automatic. This feature is included in the Plus and Premium plans—you can upgrade at any time.
At this time, Gusto Time Tracking only available for hourly employees and salaried employees eligible for overtime.
If you'd like your employees to share their location when clocking in and out to track which employees are working from authorized workplaces, head to this article.
First, make sure that Time tracking is enabled.
Next, set up Time tracking.
To review or edit the start of workweek after setup is complete, navigate to the Payroll section and select Payroll settings. From there, head to the Pay schedule section.
Gusto Time Tracking is now enabled. If you have employees with multiple pay rates, review this article to understand how their hours will translate to the run payroll flow.
Important: At this time, approving hours is purely a visual-aid for admins to identify hours that are approved by a manager. Unapproved hours will still sync to payroll and it is up to an admin to overwrite/correct hours that are synced.
Ensure that all employees have the correct set of compliance rules assigned to them.
If you have employees in states with different overtime rules, assign the appropriate set of rules to them by following these steps:
Once you've set up Gusto Time Tracking, admins can add and remove employees, as well as assign overtime rules and managers for specific individuals.
For information on how employees enter hours, head to this article.
Once an employee has been added, they'll be able to track time, and edit hours their hours as needed—this can't be turned off.
When you go to Run Payroll, employee’s synced hours will appear. If you need to edit hours from the Run Payroll screen, you can do so but they will not be updated in the time tracking log for you or the employee.
Important: At this time, approving hours is purely a visual-aid to identify hours that have been approved. Unapproved hours will still sync to payroll and it's up to an admin to overwrite/correct hours that are synced.
Several states require that employees be given an unpaid meal break after working a certain number of hours each day. Make sure to check your state laws before creating break rules.
Note: Gusto currently only supports unpaid breaks, if you wish to add paid breaks instead, you'll need to use a manual workaround, such as customizing an additional pay rate to report the paid break separately.
To set up meal breaks:
You’ll see an alert on employee timesheets when they've reported too many hours worked without a break.
Domestic contractors must have an hourly rate (rather than a fixed wage) assigned to use contractor time tracking. Multiple rates for domestic contractors are not supported. Time tracking for International contractors is not supported at this time.
Contractors added will be able to track their hours worked right from their Gusto account. Once hours have been reported, you can sync your contractor hours by clicking the Payroll section and selecting Pay contractors.
If you’ve previously synced hours for a time frame but don’t want to issue a payment for the whole time frame, return to the Time tracking section, update the dates to only the ones you intend to pay for, and click sync hours to payments again.
Follow the steps below to disable Gusto Time Tracking.
Note: Disabling Gusto Time Tracking will affect all employees enrolled. If you're looking to remove an employee from time tracking, follow the steps in the manage employees dropdown above.
Q: Will employees and managers be notified about deadlines?
A: Employees will receive an email on the final business day of the pay period reminding them to get their time entered. Managers will receive an email the business day after the pay period ends reminding them to review hours.
Q: Can employees track breaks during their shift?
A: While Gusto doesn't account for time not worked during breaks, employees can indicate they were not working during that time.
Q: Can I use Gusto Time Tracking and Autopilot together?
A: Gusto recommends not using these features together to allow time for managers and admins to review and approve hours before processing payroll.
Q: How will Gusto Time Tracking affect an employee’s default hours?
A: Time Tracking will overwrite the default hours with the clocked hours.