Report a missing payroll processed outside of Gusto

Keep in mind: Only administrators with permission to process payroll can report a payroll processed outside of Gusto or manage incomplete non-Gusto payrolls. This is important to ensure accurate tax withholding and W-2 reporting for all your current and past employees this calendar year. 

If you haven’t paid taxes on a non-Gusto payroll from this quarter, run an off-cycle payroll and set the check date to the applicable date in the current quarter. 

To record a historical contractor payment that was processed outside of Gusto, head to this articleIf you’re still setting up your account, you can enter this information in the onboarding process

Enter a non-Gusto payroll

  1. Click the Payroll section and select Run payroll.
  2. Scroll to the “Other Payroll Options” headline and click Non-Gusto Payroll.
    • If you’ve already started a payroll, we’ve saved the details. Click Continue to edit the details of the payroll.
  3. Before you enter new payroll details, make sure you’ve added any employees that may not be in Gusto yet. 
  4. Gather your employee earning reports from a previous provider or paystubs associated with this payroll. Here’s what you’ll need:
    • Pay (work) period
    • Check date
    • Gross wages
    • Employee federal, state, and local taxes
    • Liability status for taxes–you'll enter one of the following options:
      • Already paid
      • Gusto needs to pay
    • Employee benefit deductions
    • Employer federal, state, and local taxes
      • If you're reporting multiple local taxes, separate the tax amounts by each local tax name.
    • Employer benefit contributions
  5. Click Report Non-Gusto payroll.
  6. Let us know if your team has already been paid.
  7. Let us know how many non-Gusto payrolls you need to add.
    • If you're adding more than one: to calculate taxes as accurately as possible, you need to enter payrolls in chronological order, starting with the oldest check date.
  8. Enter the work period that appeared on your employees’ paystubs.
    • If you don’t have a work period, enter the start and end dates that best apply to the payment.
  9. Enter the check date of the payroll.
  10. Add the employees who were paid on this check date.
    • Employees who were employed on the check date are shown to select. If you don’t see them, you may need to update their hire date to sometime before the check date.
    • If you're entering a payroll for the prior year, Gusto is unable to correct or create original W-2s for employees if Gusto didn't create the original W-2s for in that year. You'll receive a warning message if you select an employee that does not have an original W-2 for the applicable year.
  11. Click Save and continue.
  12. Enter the following details about the payroll–don’t worry, if you forget something, you can come back to this step:
    • Regular hours
    • Gross earnings
    • Additional earnings (if applicable)
    • Emergency leave (if applicable) 
    • Deductions (if applicable)
  13. Click Save and continue.
    • We’ll calculate the taxes for this non-Gusto payroll based on your payroll history. 
  14. Take a look at the amounts listed and edit them if you need to.
    • To edit tax amounts: Click Edit tax amounts—you can find this option under the headlines “Tax types and amounts” or “Employee taxes and contributions”.
  15. Click Looks good.
  16. Choose which taxes still need to be paid–then click Continue.
    • Heads up–if the due date for any of these taxes has passed, you may be liable for penalties and interest. The tax agencies will notify you if that’s the case, and you’ll need to make those payments directly.
  17. Confirm the debit amount of the payroll.
    • Click the drop-downs What was taxed and What your employees worked to review all payroll details.
  18. Click Submit payroll.

The payroll will appear in your payroll history once it's processed. If you made tax edits, added leave, and/or entered a payroll for the prior year, the payroll will first need to be reviewed by a member of our support team before it is processed.

Still need help?

If you can't enter the details in Gusto, contact us through the Help section of your account.