Reimbursements and expenses (for admins)

1. Sign in to Gusto.
2. Click the People section.
3. Click the employee's name.
4. From the Pay tab, find “Recurring reimbursements” and click Edit next to the reimbursement you need to change. 
   
   • The following can be edited:
     
     • The reimbursement type
     • The reimbursement amount
     • The reimbursement name—this optional is only available if you selected "Other reimbursement" when setting up the reimbursement.
5. Click Save.

The next time you run payroll, the update will appear in the reimbursement field. You can edit the amount if needed before processing the payroll. 

Once processed, the amount will be seen as a separate line item on your employee's paystub. You can also run a payroll journal report to review totals for all of your recurring reimbursements. 

1. Sign in to Gusto.
2. Click the People section.
3. Click the employee's name.
4. From the Pay tab, find “Recurring reimbursements” and click Edit next to the reimbursement you need to change. 
5. Click Delete this reimbursement.

1. Sign in to Gusto.
2. Click the Settings section.
3. Select the Customization tab.
4. Click edit next to "Expenses" and toggle to Enabled.
   • This will only appear if you're on the Plus or Premium plan. 
5. Click Save.

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

1. Sign in to Gusto.
2. Click the Expenses section.
3. Select an employee from the dropdown.
4. Enter a date for the expense.
5. Select the expense category. 
6. Add a description.
7. Enter the dollar amount to be reimbursed.
8. Add a photo of the receipt or purchase confirmation being reimbursed in PDF, JPG, or PNG format (optional).
9. Click Save.

Once submitted, all pending expenses (whether submitted by an employer or employee) will show up on your Expenses home page until approved.

Approved expenses will pay out on the 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, add a personal note on the paystub.

Set up reimbursement rates 

1. Sign in to Gusto.
2. Click the Expenses section.
3. Click Settings in the upper-right corner.
4. Select the Reimbursement rates tab.
5. Click Create new rate in the upper-right corner.
6. Enter a name for the rate and the dollar amount per mile to use.
   • Refer to the IRS guidance to determine the appropriate rate to use.
7. Click Save.
8. Repeat the process to set additional rates if applicable.

Submit a one-time mileage reimbursement for an employee 

1. Sign in to Gusto.
2. Click the Expenses section.
3. Select an employee from the dropdown.
4. Enter a date for the expense. 
5. Select the Car and Mileage category.
6. Add a description.
7. Enter the mileage driven and select the reimbursement rate from the dropdown.
   • The total dollar amount will be automatically calculated.
8. Attach images of the odometer in PDF, JPG, or PNG format (optional).
9. Click Save.

Employees can learn how to submit reimbursement requests for expenses here—you’ll receive an email when an expense is submitted.

1. Sign in to Gusto.
2. Click the Expenses section.
3. From the Needs review tab, scroll to the expense you're looking for. 
4. Under the "Actions" column on the far-right, click the three-dot action menu.
5. Select to:
   • Edit (if available)
   • Approve
     • Approved expenses will pay out on the next payroll, you’ll see the amount as a separate line item on the employee's paystub.
     • If you'd like to leave a note about the expense reimbursement for your employee, add a personal note on the paystub.
   • Reject
     • Leave a note about why you're rejecting the expense and click Submit.
   • Delete
     • This action cannot be undone—click Delete expense to confirm you want to delete it.

Add custom expense categories

1. Sign in to Gusto.
2. Click the Expenses section.
3. Click Manage categories in the top-right corner.
4. Click +Add a new category.
5. Type in your new category in the popup screen.
6. Click Save.

Edit a previously created custom expense category

1. Sign in to Gusto.
2. Click the Expenses section.
3. Click Manage categories in the top-right corner.
4. In the list of "Custom categories", find the category you wish to edit.
5. Click the pencil icon.
6. Type in your new category name in the popup screen.
7. Click Save.

Delete a previously created custom expense category

1. Sign in to Gusto.
2. Click the Expenses section.
3. Click Manage categories.
4. In the list of "Custom categories", find the category you wish to remove.
5. Click the trash can icon.
6. Confirm your choice by clicking Delete.

Disable any expense category (custom or default)

1. Sign in to Gusto.
2. Click the Expenses section.
3. Click Manage categories.
4. Click the toggle in the "Active" column of the page to toggle active / inactive for a given category.

You can filter the list of expenses by category or by employee name.

Filter by categories

On the expenses page, you can now filter expenses by custom and/or default categories. To filter by categories, follow these steps:

1. Sign in to Gusto.
2. Click the Expenses section.
3. Click on the filter button.
4. In the popup, select the categories you want to filter.
5. Click Apply.

Your list of expenses will now be filtered by the selected categories.

Filter by employee name

1. Sign in to Gusto.
2. Click the Expenses section.
3. Click in the Search people… text box.
4. Type in the partial name of the employee(s) you want to filter on.

Your list of expenses will now be filtered by the text.

You can perform bulk actions on a list of expenses. This works in a filtered or unfiltered list of expenses (see the Filter your expenses section of this article).

Select a group of expenses

1. Sign in to Gusto.
2. Click the Expenses section.
3. Select expenses in one of the following ways (clicking the Clear all link unselects all expenses).
   • Click the checkbox of the expenses you'd like to perform a bulk action on.
   • Click the top-level check box to select all on the current page.
   • Click the Select all link to select all expenses, including those not on the current page.

Perform a bulk action

1. With your selected expense(s), click the Actions button on top to show the available bulk actions. Based on the status of the selected expenses, different bulk actions are available.
   • Needs Review
     • Approve: Approve expenses to be reimbursed during the next payroll.
     • Reject: Provide a rejection reason and reject expenses.
     • Edit: Update the category and/or description of expenses.
     • Delete: Permanently delete the expense.
   • Approved
     • Unapprove: Provide a reason the expense is unapproved and move the expense to the needs review state.