Admins can learn how to record a payroll or payment made outside of Gusto. This keeps taxes and W-2s accurate. Includes information about current, past, and prior-year payrolls
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When to use a non-Gusto payroll
Admins with the right permissions can report payrolls that were processed outside of Gusto. This keeps your tax withholding and W-2 reporting accurate for all employees.
- If you're still setting up Gusto, you’ll add this information during onboarding. Non-Gusto payroll reporting is only available after your first Gusto payroll.
- If the payroll is from the current quarter and taxes have not been paid yet, run an off-cycle payroll with the correct check date.
- If the payroll is from a previous quarter or year, you must enter it as a non-Gusto payroll.
⚠️ Important: If Gusto did not create the original W-2s for that year, we cannot create or correct them. A warning will appear if you select employees without an original W-2.
For historical contractor payments processed outside of Gusto, see our contractor article.
What to expect
- Non-Gusto payrolls will show in your payroll history, but do not generate Gusto paystubs.
- You’ll need earnings and tax reports from your previous provider or old paystubs to enter details correctly.
Enter a non-Gusto payroll Make sure all employees are added to Gusto (including former employees or new hires).
- Sign in to Gusto.
- Go to the Pay section.
- On the right side of the page, click See more options → Record non-Gusto payments.
- If you've already started a payroll, click Continue to edit.
- Review what to expect, then click Report Non-Gusto payroll.
- Answer a few questions, and get what you'll need ready:
- Collect paystubs or employee earning reports from your previous payroll provider (if any)
- To calculate taxes as accurately as possible, you need to enter payrolls in chronological order, starting with the oldest check date.
- Make sure all employees on these payrolls have been added to Gusto
- Make sure all employee addresses are up-to-date in Gusto
- Click Continue.
- Enter the pay period (start and end dates).
- Enter the check date. The check date determines which quarter the taxes are due.
- Select the employees who were paid on this payroll. If you do not see their name listed, it’s because their hire date is after the check date. Go to their profile if you need to update their hire date.
- Click Save and continue.
- Enter hours and amounts from paystubs:
- Net earnings and hours
- You can also enter additional earnings like: Bonuses, cash tips, commission, and paycheck tips
- Gross earnings and hours
- You can also enter additional earnings like: Bonuses, cash tips, commission, and paycheck tips
- Deductions
- Reimbursements
- Click Save and continue.
- Review the tax amounts calculated. If you need to change them, click View/Edit employee tax amounts.
- Click Looks good.
- Choose which taxes still need to be paid—we'll pay them for you.
- Click Save and continue.
- Review and submit. If you still need to pay taxes, choose a debit date so we can collect the money and pay taxes on your behalf.
- ⚠️ Since this payroll is backdated, your tax payments may be late. If you elect for Gusto to debit and pay the taxes entered in this Non-Gusto payroll, those payments may also be delayed. By submitting this payroll, you are agreeing to the responsibility of any penalties and interest and will need to work directly with the agency to resolve those amounts.
- Click the dropdowns What was taxed and What your employees worked to confirm the details before you submit.
- Click Submit payroll.
What's next
FAQs Q: What is a non-Gusto payroll?
A: It’s a payroll or payment you record in Gusto that was processed outside the system. It shows in your payroll history, but does not generate paystubs.
Q: Can I run a non-Gusto payroll for the current quarter?
A: No. For current-quarter payrolls where taxes haven’t been paid, run an off-cycle payroll with the correct check date.
Q: Can Gusto create W-2s for prior-year non-Gusto payrolls?
A: No. Gusto cannot create or correct W-2s if we did not generate the original W-2s for that year.
Q: What details do I need to enter a non-Gusto payroll?
A: Pay period, check date, wages, employee and employer taxes, deductions, and contributions.
Q: Do non-Gusto payrolls affect taxes?
A: Yes. Gusto calculates taxes based on what you enter, and you’ll need to confirm which taxes still need to be paid.
Q: What if I enter payrolls late?
A: You may owe penalties or interest if tax deadlines passed. Agencies will notify you directly, and the company is responsible for paying them.
in your account.