All Categories
Company Setup
Gusto: Extraction and Required Data Guide

Gusto: Extraction and Required Data Guide

Guide Gusto setup by adding admin, extracting data, formatting files, and importing reports.

This guide walks you through how to access Gusto, extract the required data, and format files so you can complete your setup successfully.

Overview Checklist

Access

Data Extraction

Data Formatting

 

Access Walkthrough

  1. Log in as the Primary Administrator on the Gusto account.
  1. Click Settings.
  1. Under Gusto Admins, click Add or Edit Admin
  1. Click Add New Admin toward the top-right of the page.
  1. Enter the following details:
      • Employment status → Not an employee
      • Who are they? → Accountant
      • What will they help you with? → Provide advisory services
      • Name → Payroll Setup
      • Role → Full Permissions
  1. Click Add Admin
🚨

If not going through Checks embedded setup process DO NOT use the setup@checkhq.com email. Use an email that you have access to.

Data Extraction Steps

Employee/Contractor Demographics

Deductions

Historical Payrolls

Company Tax Information

Tax Returns

Employee Demographics

💡 Workplace, Withholdings, and Earnings Rates will be found on the Employee Summary report.

To pull a report with employee demographic information:

  1. On the Main Menu on the left, Click Reports → Employee Summary
  1. Employee Status = All
  1. Report Format = CSV
  1. Generate Report
  1. Download

🚨 Employee Summary Report will not surface if Full Permission was not granted.

Contractor Demographics

  1. On the Main Menu on the left, Click Reports → Contractor Details

🚨 Contractor Detail Report will only surface if there are contractors.

📝

Employee/Contractor reports pull all employees (active, terminated, leave of absence, etc.) Filter out employees terminated in prior years before saving the final file.

Deductions

  1. Click Reports
  1. Click Benefits Template
    1. Check all boxes for Active benefits
    2. Click Continue
  1. Filter → Zero values → Hide rows and columns with zero values
  1. Columns → uncheck ant that have “total”
  1. Time Period → Custom Date (This should be the last check date the company processed)
    1. Other time period options may sum amounts together instead of providing per pay period amount.
    2. If unable to select a custom date
      1. Show data based on → Payroll pay date
  1. Generate Report in CSV

Direct Deposit

  1. On the Main Menu on the left, Click Reports → New Custom Reports (top-right)
  1. Filter
    1. Employment Status = Active
    2. Columns = Unselect All
      1. Then Select only the following
        1. Bank Account
        2. Bank Account (account number)
        3. Bank Account (routing number)
        4. Bank Account (type)
    3. Save
    4. Download as PDF

🚨 Bank columns will be greyed out if Full Permission was not granted.

Historical Payrolls

  1. Click Reports
  1. Click Contractor Payments

🚨 Contractor Payments will only surface if there have been paid contractors.

  1. Click Reports
  1. Click Payroll Journal
  1. Reports Section → Summary and individual payroll details
  1. Select the following boxes:
    1. Employee earnings breakdown
    2. Employer tax breakdown
    3. Employee tax breakdown
    4. Deductions and contributions
    5. Detailed totals
    6. Reimbursements
  1. Date Range → Quarterly
  1. Quarter → Select the current open Quarter
  1. Select employees → All employees
  1. Group by → Employee
  1. Generate Report in CSV
  1. Click Reports
  1. Click Payroll Journal
  1. Reports Section → Summary and individual payroll details
  1. Select the following boxes:
    1. Employee earnings breakdown
    2. Employer tax breakdown
    3. Employee tax breakdown
    4. Deductions and contributions
    5. Detailed totals
    6. Reimbursements
  1. Date Range → Quarterly
  1. Quarter → Select a closed quarter (Q1, Q2, Q3)
    1. Repeat steps 1- 6 for each closed Quarter
  1. Select employees → All employees
  1. Group by → Employee
  1. Generate Report in CSV

🚨 We are not able to import historical data as 1 lump sum. Each closed quarter HAS to be imported separately.

  1. Click Reports
  1. Click Subject Wages
  1. Year → Select current Year
  1. Generate Report
  1. Download CSV
📝

If you have a Minnesota employee, you will need to pull the subject wage report to confirm the tax amount for Minnesota Workforce Development Fee. Gusto combines the Minnesota Additional Assessment tax with the Minnesota Workforce Development tax

Company Tax Information:

  1. To view all Tax IDs and Rates
    1. Click Taxes & compliance tab on the left.
    2. Click Tax setup
📝

Screenshot to record critical Tax IDs, Rates, and more for setup.

Tax Returns:

  1. Click on Taxes & Compliance on the left hand side
    1. Select Tax documents
    2. Click on the Federal tab
    3. View and download documents for each closed quarter in current year
    4. Click on the State tab
    5. View and download documents for each closed quarter in current year
      • If starting in Q1, pull the prior quarter's return (Q3 or Q4) to confirm tax information.
      • If starting mid-year, pull every closed quarters return in the current year.
🚨

Obtaining closed quarter(s) tax filings is required and will allow you to tie out each quarter to ensure balancing with the transfer of historical data.

Tax documents serve dual purpose for setup:

  • Allows you to tie out closed quarters in the current year when importing the historical data.
  • Provides required information to complete the Tax Parameters.
 

Data Formatting

Refer to Help Article - Data Formatting for details on how to format reports for a smooth import experience.

 
Did this answer your question?
😞
😐
🤩
Square: Extraction and Required Data Guide Paylocity: Extraction and Required Data Guide