Review, edit, and approve Gusto Time tracking hours (for managers)

Make sure the worker is enrolled in time tracking under Time tracking settings. You can approve and edit hours at any time until payroll for that pay period has been run. 

1. Sign in to Gusto.
2. Click the Time tracking tab.
3. Select either My employees or My contractors, depending on which direct report(s) you’d like to view.
4. The next steps differ for employees and contractors.

For employees

1. Confirm the pay period selected is the one for review, or select the correct pay period from the drop-down.
   • Occasionally, for HR-related purposes, one or more employees who report to you may be in an “off-cycle” payroll. In this case, their hours will be in a separate section than your other direct reports’. If hours in an off-cycle payroll require your review and approval, you’ll see an additional active pay period with the label “off-cycle” in the payroll dropdown. 
2. Employee's total hours will appear for review. Click View timesheet for additional details about the time reported.
   • Identify notes and alerts for any changes that need to be made.
   • If an employee was assigned to a break policy, review any break policy violations, marked by a warning icon and a number next to the Break details within a shift. Click Breaks to reveal more details about the time, duration, and type of breaks the employee took. 
3. If you need to make any changes, click Edit next to the hours you wish to change.
4. Toggle to Approved when hours are confirmed. This can be done in the top-right corner of the employee pay period timesheet view, or from the main page.
5. You can approve and edit employee hours at any time, until payroll for that pay period has been run. Once payroll has been processed, employee timesheets and hours cannot be edited. 

For contractors

1. Select the time range that you’d like to view hours for.
2. Contractors’ total hours will appear for review. Click View timesheet for additional details about the time reported.
3. If there's an issue with a contractor timesheet, contact the contractor or your payroll admin to make a correction.
4. Contractor timesheets can be viewed at any time, but as a manager, you will not be able to edit or approve them. You can view changes made to contractor timesheets within “version history” on the timesheet.
5. Once an admin submits contractor hours for payment, the relevant timesheets will be locked from additional edits by the contractor or admin.

Edit approved hours

To revise employee hours that had previously been approved, but before payroll is processed, simply follow the same steps above and click Edit next to the hours you wish to change. Once hours have been processed on payroll, they cannot be edited.

Review edit history

You can view what changes have been made to an employee’s timesheets and by whom in two different ways:

1. If edit alerts are enabled, navigate to an employee’s timesheet and click View changes next to the “Edits made” alert on an individual shift.
2. View all edits made for an employee during a pay period by scrolling to the bottom of their timesheet for a given pay period and click the Version history drop-down.