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Reimburse your team for expenses

Concierge customers can reimburse employees for expenses using the Expenses section. To take advantage of this feature, you can upgrade your plan at any time. For all other customers, set up one-time or recurring reimbursements using the articles linked.

Through the Expenses section, administrators with permission to run payroll can add one-time expense reimbursements for employees, approve submitted expenses, or decline expense requests with a note. Keep in mind that expense reimbursements are not taxed, and therefore not reported as regular wages. If you’d like to set up a recurring expense reimbursement (rather than a one-time approval) follow these instructions.

To reimburse employees for a one-time expense, follow these steps: 

  1. Go to the Expenses section. 
  2. Click Add new expense.
  3. Select an employee from the dropdown.
    • Note: If you'd like to reimburse more than one employee the same for a one-time expense, you can use the bulk edit tool.
  4. Add in a photo of the receipt or purchase confirmation being reimbursed in PDF, JPG, or TNG format.
  5. Enter a name for the expense, and the dollar amount to be reimbursed.
  6. Click Submit expense.

Once submitted, all pending expenses (whether submitted by an employer or employee) will show up on your Expenses home page until approved. When you run your next payroll, you’ll see the amount as a separate line item on your employee's paystub. If you'd like to leave a note about the expense reimbursement for your employee, you can 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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