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How can we help?

Set up a one-time reimbursement

The expenses feature is available to our Concierge customers. If you don’t have access to this feature, upgrade your plan

Reimburse your employees, approve expenses, or decline them with a note—all in Gusto. Remember that reimbursements are not taxed, and not reported as regular wages. If you’d like to set up a recurring reimbursement, rather than issuing it just one-time, follow these instructions

Give a one-time reimbursement on a payroll by following these steps: 

  1. Navigate to the Expenses tab.
  2. Click Add new expense.
  3. Select an employee from the dropdown.
    1. If you'd like to give more than one employee the same one-time reimbursement, you can use the bulk edit tool.
  4. Add in a photo of your receipt or purchase confirmation in PDF, JPG, or TNG 
  5. Enter a name for the expense, and the dollar amount to reimburse.
  6. Click Submit expense.

Keep in mind that only admins with run payroll permissions can one-time reimbursements on behalf of employees.

All pending expenses (both 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 reimbursement, you can add a personal note on the paystub.

Note: If you have payroll on AutoPilot activated you will need to run the payroll manually following the instructions above to add a one-time reimbursement, or approve all expenses before your Autopilot runs.

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