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Give a one-time expense reimbursement

If you have a Complete or Concierge plan with Gusto, you can now add expenses in the Expenses section by following these steps. For all other plans, add one-time expenses for reimbursement following the below.

If you’d like to set up a recurring expense reimbursement (instead of one-time) follow these instructions. Keep in mind that expense reimbursements are not taxed, and therefore not reported as regular wages.

To give a one-time reimbursement on a payroll:

  1. Go to the Run Payroll section.
  2. Click Run Regular Payroll.
  3. Next to your employee, click Reimbursement.
    • If you'd like to give more than one employee the same one-time reimbursement, you can use the bulk edit tool.
  4. Enter the dollar amount you'd like to reimburse.
  5. Finish running payroll.

Once processed, this amount will be seen as a separate line item on your employee's paystub. If you'd like to leave a note about what the reimbursement, add a personal note on the paystub.

Note: If you have AutoPilot activated for your payroll, you’ll need to run payroll manually to add a one-time reimbursement and following the instructions above, OR approve all expenses before your Autopilot runs.

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