Connecting to Gusto

Please ensure that you have a valid Gusto account before proceeding.

To connect to your Gusto account, go to Location Settings for the location you would like to link.

Click the 'Payroll' tab and click 'Connect to Gusto'.

You will see the following screen. Enter your password to continue.

On the next page, click 'Authorize' to complete the connection.

You will then be redirected to the Payroll tab in your Location Settings, which will confirm the connection between your Deputy and Gusto account.

Syncing Employees from Gusto to Deputy

To add employees from Gusto to Deputy, please ensure that the Gusto integration is turned on, as per the instructions above.

Go to Location Settings for the location you would like to link, and navigate to the Notifications & Integrations section. Select the Gusto integration, and then choose the New Gusto Employee>Add to Deputy integration:

What this integration does:

  1. Create employee profiles in Deputy for any existing employees in your Gusto account.
  2. Create new employees in Deputy when a new employee is added in Gusto.

What employee data will sync into Deputy:

  1. First name
  2. Last name
  3. Email

How often this integration runs:

Every 15 minutes - Deputy will check for any new employees in Gusto and if any are found, will create a new employee profile in Deputy.

To add new employees to your Gusto account which will sync into Deputy, follow these steps:

Once you have configured the integration, log into your Gusto account, then click the 'People' tab.

Now click the 'Hire' button'.

Then click 'Add an Employee'.

Now follow the prompts to add your employees.

Syncing Employees from Deputy to Gusto

You may want to first enter new employees into Deputy, and then have those employees synced into Gusto. In this case, you can use the New Deputy Employee>Add to Gusto integration.

Go to Location Settings for the location you would like to link, and navigate to the Notifications & Integrations section. Select the Gusto integration, and then choose the New Deputy Employee>Add to Gusto integration:

What this integration does:

  1. Create new employees in Gusto when a new employee is added in Deputy.

What employee data will sync into Gusto:

  1. First name
  2. Last name
  3. Email
  4. Date of Birth

How often this integration runs:

Every 15 minutes - Deputy will check for any new employees in your Deputy account and if any are found, the integration will create a new employee in your Gusto account.

Importing Leave Balance from Gusto to Deputy

To import your Gusto leave balances into Deputy, use the Import Leave Balance>Sync Leave Balance integration. To learn more about leave balances in Deputy, look here.

Go to Location Settings for the location you would like to link, and navigate to the Notifications & Integrations section. Select the Gusto integration, and then choose the Import Leave Balance>Sync Leave Balance integration:

What this integration does:

  1. Syncs leave balances from Gusto into Deputy employee profiles.

What data will sync into Deputy:

  1. Leave Policy Name
  2. Leave Balance (in Hours)

Pro Tip: The integration looks for leave types in Gusto setup to use Hours balances/accruals. Day-based leave types are not supported in this integration.

How often this integration runs:

Once Per Day (at 2:00 AM, local time, for your Deputy account) - Deputy will check for any new leave balances in Gusto, and if any are found, the integration will update the balance in Deputy.

How this integration matches leave types from Gusto to Deputy:

There are two hardcoded values for the leave type mapping:

Gusto Leave Policy Name

Deputy Leave Policy Export Code

Vacation Hours

dp_annual_leave

Sick Hours

dp_sick_leave

For any other leave policies in Gusto, the integration will apply the following logic to try to map them to a Deputy leave policy:

  1. Check the Gusto leave type name and look for a match with the Deputy leave policy export code. An example of this logic:

Gusto Leave Policy Name

Deputy Leave Policy Export Code

PTO

PTO

Jury Duty

Jury Duty

2. If no match is found between Gusto leave policy name and Deputy leave policy export code, the integration will try to match on the Deputy leave policy name. An example of this logic:

Gusto Leave Policy Name

Deputy Leave Policy Name

PTO

PTO

Jury Duty

Jur Duty

Exporting to Gusto

Before Exporting to Gusto

To export to Gusto, you'll need to be a System Administrator or Location Manager. If you aren't, you will not see the option to "Export Timesheets". Before exporting to Gusto, please ensure that you have approved the relevant timesheets.

Gusto should automatically have the pay run setup for you at the time of the export, however, please double-check before exporting.

Pro tip: Employee Matching for the Payroll Export:

Gusto's export matches the employee's name in Deputy. Please make sure that the names match between the two. The matching is case-sensitive.

Please note that you cannot export contractors to Gusto.

What Pushes into Gusto

  • Job type
  • Number of hours
  • Employee ID
  • Overtime Hours
  • PTO
  • Personal Leave

Matching Job Codes to Deputy Area Export Codes

To ensure a successful export, you will need to make sure the job code within Gusto matches the employee's Area Export Code within Deputy. You can match the Gusto job code to Deputy, or vice versa, but preference is given to the Area Export Code in Deputy. You will need to extract the matching job ID for each area. If none are found, use the first one for the employee.

Running the Export to Gusto

Please navigate to the Timesheets tab and select "Export Time Sheets". Select the date range for the export from the date selector at the top of the screen.

Please select the employees to export on the left-hand side. To quickly select all employees click "Select All". The details will then be displayed on the right-hand side. If you need to edit an item, please click on the item in the list to the right and select "View or edit original item". Once you are ready to export, please click "Export Selected Items"

In the pop-up box, please select either Gusto or Gusto Demo, depending on your Gusto account. You will then see a "Connect" button. Please click it and choose the relevant account.

You will now be asked to connect to your Gusto account. Please log in, then click "Authorise" to allow Deputy to export to Gusto. You will now be redirected to Deputy.

Next, please select the overtime rules that apply to your company.

Finally, please click "Export" to send the timesheet data to Gusto.

Please note: We do not allow exporting of any non-default leave types.

Exporting Custom Award Rates

Our Custom Awards Library now exports to Gusto. We currently export the following awards:

  • California Labor Laws
  • FLSA

To do this, simply apply these award rates to your employees. To learn how to do this, click here.

Pro tip: Please note that if you have changed any employee rates, that you will need to unapprove and then reapprove and relevant timesheets.

Now click 'Group by Pay Rate'. The export code must exactly match the earning type/pay rate title in Gusto.

The export codes can be one of the following (but not limited to):

  • REGULAR - For Regular rates
  • DOUBLE - For any Double-Time pay rates
  • OVERTIME - For any Overtime pay rates
  • MEAL BREAK - For any breaks
  • [Any code] - To match the job role in Gusto

When exporting your employees, in the dialog box, select 'Utilise a Custom Award from Deputy's Award Library' under the 'Export Rule' option.

You can also still export via the previous method:

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