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To run payroll in Gusto, open Pay, choose the current pay period, verify employee pay and hours, review the summary and withdrawal, then submit by the deadline shown in your account. The displayed run-by date and payday—not an assumed processing window—are the guide for each payroll. This walkthrough covers Gusto’s US employer workflow; pay schedules and legal requirements vary by jurisdiction.
Before you run payroll
For a first payroll, finish the account setup that applies to your business and the people you pay. Gusto’s employer onboarding guide includes company and federal tax details, a verified business checking account, a direct-deposit speed, a pay schedule, team-member setup, and payroll setup tasks. Employers sign Form 8655 to authorize Gusto to file and pay payroll taxes on their behalf. Unanswered document requests can keep onboarding incomplete and prevent payroll processing; requirements can differ by business type and payees.
Gusto lists weekly, biweekly, semi-monthly, and monthly schedules. Its setup guide advises hourly employers to leave at least four business days between the end of a pay period and payday to allow time to review hours and submit payroll. Check your state’s pay-period rules before choosing a schedule; the right schedule depends on applicable law and your circumstances.
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- Open the pay period. Sign in with an admin account that has payroll-processing permission. Select Pay, find the period, and choose Run payroll. Check the run-by deadline and payday displayed on the payroll tile. Gusto’s regular payroll instructions describe this workflow.
- Verify employee pay details. Review each person’s wages and pay-period hours. Synced hours and salary wages may populate automatically, but check them rather than assuming they are complete. Update hours and applicable details such as bonuses, commissions, corrections, custom earnings, reimbursements, and other pay items. Where time must be entered as a decimal, 1 hour 15 minutes is 1.25 hours.
- Confirm hourly time is complete. Make sure all hours for the pay period have been worked and accounted for. If the period ends after the payroll deadline, hours may still be missing when it is time to submit. A schedule should give the period time to end before that deadline.
- Review the summary and flagged changes. Select Review summary. Look at flagged pay changes or trends, then edit or dismiss them as appropriate. Check what will be taxed and debited, employee work and take-home pay, company costs, and the total withdrawal.
- Confirm funds are available. Have enough in the company bank account for net payroll and taxes by the applicable deadline. Gusto’s help information identifies 4 p.m. Pacific Time as the funding deadline. Its current instructions also state that insufficient funds can trigger a $100 processing fee and a processing block until an automatic re-debit clears; next-day and two-day speeds may be temporarily suspended. Verify the current terms in your account and Gusto’s processing overview.
- Submit by the account deadline. After checking the summary and funding, select Submit payroll. Use the deadline and payday displayed for that run as the authority for when to submit.
How deadlines, debit dates, and payday fit together
The check date is the day employees are paid; the debit date is when Gusto withdraws net payroll and taxes from the company account. The debit date depends on the check date and the account’s direct-deposit processing speed. Gusto’s overview describes standard speeds with debits one, two, or four business days before the check date. Those are general timing definitions, not a substitute for the dates and deadline displayed in your account.
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Submitting a regular payroll early does not move its scheduled debit date or payday forward. If you need to pay outside the regular schedule or change the pay-period dates, use an off-cycle payroll rather than expecting an early regular run to produce an earlier payday.
If you miss the run-by deadline
Gusto says payroll submitted after 4 p.m. Pacific Time will be processed the next business day. Do not assume it will still arrive on the original payday: check the options and updated dates available in your account. Faster payment may be available for some eligible late regular payrolls, but eligibility must be confirmed in Gusto.
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If a federal bank holiday affects processing
Gusto says payrolls and direct deposits do not process on federal bank holidays. When a holiday falls on a relevant processing day, submit on the prior business day and confirm the run’s dates in your account.
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- The selected pay period is the one you intend to pay, and the account shows the expected payday.
- Hourly time is complete; salary, overtime, one-time earnings, reimbursements, and other applicable details are correct.
- Flagged changes have been reviewed, and the summary and withdrawal amount make sense.
- The company account can cover net payroll and taxes by the required debit deadline.
- You can submit by the run-by deadline shown in Gusto, accounting for weekends and bank holidays.
Gusto’s product page describes regular payroll as taking eight minutes on average, attributing that figure to its customers; it is a vendor-published average, with no publication year stated, not a completion-time guarantee. Your actual time depends on payroll complexity and whether your records are ready.
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