This article is written for US Deputy users with System Administrator access and a valid Gusto account. We will cover:
Connecting to Gusto
This video summarises the Gusto connection and configuration process which is also described in the steps below.
Begin by reading Connecting New Integrations for an introduction to connecting to third party systems.
When you select Gusto, you will see the following screen. Enter your password to continue.
On the next page, click Authorize to allow Gusto to connect to Deputy.
Syncing from multiple Gusto accounts at the same time
Deputy currently does not support syncing with multiple Gusto accounts at the same time. It is a feature that we are actively looking into. If you would like to indicate your interest in this feature to be added to our Gusto integration please use the in product feedback options detailed here.
Syncing employees from Gusto to Deputy
To add employees from Gusto to Deputy, please ensure that the Gusto integration is connected.
Select the Gusto integration, and then click Activate on New Gusto Employee > Add to Deputy.
What this integration does:
-
Create employee profiles in Deputy for any existing employees in your Gusto account.
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Create new employees in Deputy when a new employee is added in Gusto.
What employee data will sync into Deputy:
-
First name
-
Last name
-
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. Click on Hire a new person and follow the prompts to add a new employee.
This new employee will automatically be created in Deputy within 15 minutes.
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, ensure you are connected to Gusto and then Activate the New Deputy Employee > Add to Gusto integration.
What this integration does:
-
Create new employees in Gusto when a new employee is added in Deputy.
What employee data will sync into Gusto:
-
First name
-
Last name
-
Email
-
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, please read Leave Balance and to learn more about setting up leave entitlement in Deputy read Leave Management.
First, ensure you are connected to Gusto and then Activate the Import Leave Balance > Sync Leave Balance integration:
What this integration does:
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Syncs leave balances from Gusto into Deputy employee profiles.
What data will sync into Deputy:
-
Leave Policy Name
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Leave Balance (in Hours)
Note: The integration looks for leave types in Gusto setup to use Hours balances/accruals. Day-based leave types are not supported in this integration. Policies which are setup under the Custom Time Off Policy feature of Gusto are also not supported in this integration due to a limitation with the Gusto data connection.
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:
Note: Custom Paid Time off policies are not supported as this information is not available for Deputy from Gusto.
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 |
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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 |
|
Jury Duty |
Jury Duty |
Exporting to Gusto using Payrate Library Rates
Before Exporting to Gusto
1. You must have assigned a US Labor Law payrate to your team members:
In order to export regular and overtime hours, you must assign a US labor law pay rate to each of your employees.
2. Approve the timesheets
Before exporting to Gusto, please ensure that you have approved the relevant timesheets. If you changed any team member's pay rates AFTER approving timesheets, then you'll need to go back and unapproved the timesheet and reapprove them for the new pay rates to be applied.
3. Gusto pay run needs to be set up before you export.
Gusto should automatically have the pay run setup for you at the time of the export, however, please double-check before exporting.
Exceptions for exporting
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You cannot export contractors to Gusto.
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We do not support exporting of any non-default leave types.
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.
What pushes into Gusto
-
Job type
-
Number of hours
-
Employee ID
-
Overtime Hours
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PTO
-
Personal Leave
Running the export to Gusto
On 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.
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, click on the item in the list and select View original item.
Once you are ready to export, please click Export Selected Items.
The Gusto account you are currently connected to will be displayed. If this is the correct Gusto account you wish to export timesheets to then click Export.
If it is not the correct Gusto account, you will need to click Disconnect and then click Connect to reverify your identity and connect with the correct Gusto account to Export.
Pay by area in Gusto
If you use Gusto for payroll, you can now use Pay by Area to modify the hourly rates of an employee prior to export. If pay by area is enabled, pay sent to Gusto will be adjusted depending on the area in which an employee worked - allowing you to pay an employee more if they occasionally work a different role, or the same role under different conditions.
Steps - Setup
- Create an area within Deputy - and set the export code to be the Gusto Job Title that you would like to apply when an employee works in this area.
- For each employee that will be working in a given area, ensure that the associated Gusto Job Title is added as an additional job in the compensation section of their Gusto Profile.
- Within Deputy, navigate to an employee’s profile and ensure a pay rate or USA Federal and State Labour Law is listed in their employee details.
- Set up pay by area as defined here
- A warning message will appear on export if pay by area is enabled and at least one employee's pay rate has been modified.
- Within Gusto, you will be able to see the different pay rates that an employee has worked under by viewing their pay stubs from within the employee's profile.
Frequently asked questions
I have multiple Gusto accounts and only want to connect one to my Deputy account - how do I do this?
Deputy has recently started a BETA of the strict mode from Gusto which allows you to choose a specific Gusto company when connecting the integration. Please contact our support team to have your installation enrolled into this BETA.