Once your company sets up the Expense feature, you can submit expenses for reimbursement in Gusto.
If you do not see Expenses in your left-menu (if you're using the web), your employer may not have this feature set up.
If you’re on your phone, scroll to the mobile instructions below, or go to a different article to see all that you can do using Gusto's Mobile App. (Note: Receipt scanning is only available when you submit expenses through the mobile app.)
Reimbursements will be processed by your employer either on your regular pay schedule or as a separate payment.
This feature is not available to contractors. If you're a contractor and need to submit an expense for reimbursement, reach out to your employer.
Submit a new expense for reimbursement from the web or the Gusto mobile app.
If you're using the web, here's how to add an expense from your profile:
Click the Expenses section on the left-hand side menu.
If you do not see this, your employer may not have this feature set up—contact your employer for further guidance.
Click Add an expense in the top-right corner.
Add a photo of the receipt or purchase confirmation being reimbursed in PDF, JPG, or PNG format.
Select a category and add a description for the expense.
Complete the details for the total amount to be reimbursed.
If you select the Car and Mileage category, and your employer has set up mileage reimbursement rates, enter the mileage driven and select the appropriate reimbursement rate from the dropdown.
The total dollar amount will be automatically calculated.
In the “date” field, enter the purchase/transaction date for the expense.
The date reflected for the expense in the Expenses Page will be the date of transaction, not the date of submission.
The date of submission can still be viewed by clicking View under the Expense column.
Click Save.
Once you submit your expense, your employer will be notified. Once approved and applied to payroll, you’ll see the amount as a separate line item on the paystub titled “one-time reimbursement”.
To add another expense, just follow this process again—you can add as many items as you need. Your awaiting review, approved, rejected, and paid expenses will show up in the associated tab on your Expenses home page.
To add an expense for reimbursement in the mobile app:
Open the Gusto mobile app and sign in.
At the bottom of the screen, tap More.
Select Expenses.
If you do not see this, your employer may not have this feature set up. Contact your employer for guidance.
Tap Add expense.
If you have a receipt, take a photo of the receipt or upload an image from your device.
File requirements: Accepted files are PDF, JPG, or PNG. The max file size is 15MB.
The expense's amount, date, and description are automatically filled in using your receipt. If the details cannot be read clearly, you can enter them manually.
If you do not have a receipt: Add the expense information manually then proceed to the next step.
Select a category for the expense.
If you select Car and Mileage and your employer has set up mileage reimbursement rates, enter the mileage driven. Select the appropriate reimbursement rate from the dropdown. The total dollar amount is calculated automatically.
Tap Save.
Once you submit your expense, your employer is notified. Once approved and applied to payroll, you’ll see the amount as a separate line item on the paystub titled “one-time reimbursement.”
To add another expense, just follow this process again—you can add as many items as you need. Expenses that are awaiting review, approved, rejected, and paid expenses will show up in the associated tab on your Expenses page.
Update the details of an expense you already submitted, from the web or the Gusto mobile app.
Click the Expenses section on the left-hand side menu.
Click View next to the expense that needs to be changed.
The following things can be changed by clicking on them:
Description
Category
Merchant
Date
Amount
Click Save.
If you need to change the receipt for an expense, delete the expense and create a new one with the correct receipt.
To edit an expense on the mobile app:
Open the Gusto mobile app.
At the bottom of the screen, click More.
Click Expenses.
Click the three dots next to the expense that needs to be changed.
Click Edit.
Make your updates.
Click Save.
Remove an expense you no longer need reimbursed, from the web or the Gusto mobile app.
Click the Expenses section on the left-hand side menu.
Click View next to the expense that needs to be deleted.
Select Delete expense.
Confirm you want to remove this expense by selecting Delete expense.
To delete an expense on the mobile app:
Open the Gusto mobile app.
At the bottom of the screen, click More.
Click Expenses.
Next to the expense you're deleting, click the three dots icon.
Select Delete.
Click Delete expense to confirm you want to remove this expense.
Filtering expenses is only available from your web browser.
On the expenses page, you can filter expenses by custom and/or default categories. To filter by categories, follow the steps below.
Click the Expenses section on the left-hand side menu.
Click on the filter button.
In the popup, select the categories you want to filter.
Click Apply filters.
Your list of expenses will now be filtered by the selected categories.