Manage your team's expenses (for managers)

If an admin turned on Expenses and gave you permission, you can approve and edit expenses for your direct reports.

Heads up: You will not get emails when expenses are submitted.

Web browser

To manage expenses for your direct reports in your web browser:

  1. Sign in to your employee Gusto profile.

  2. Go to the Expenses section.

    • Submitted expenses needing review also appear on your Home page.

  3. Click the Team expenses tab.

    • To approve multiple expenses from different people, check the boxes next to names, then click Actions.

  4. To view an expense's details, click its "Description".

  5. To take action, click the three-dot menu in the "Actions" column:

    • Edit (if allowed)

    • Approve—these will be paid on the next payroll and shown on the paystub. You can add a note separately (if needed).

    • Reject—leave a reason and click Submit.

    • Delete—this cannot be undone. Click Delete expense to confirm.

    • Add receipt (if missing).

Mobile app

To manage expenses for your direct reports in the Gusto mobile app:

  1. Open the Gusto mobile app and sign in.

  2. In the bottom-right corner, tap More.

  3. Select Expenses.

  4. At the top, tap Team Expenses.

  5. Tap on the expense to review the details. From here, you can either:

    • Tap Reject, leave a reason, and tap Reject again.

    • Tap Approve.