Master Payroll with Gusto: Essential Guide for Assisted Living
Jan 28, 2025
Running payroll for an assisted living facility can feel overwhelming. You’re juggling schedules, taxes, and employee satisfaction—all while ensuring residents get the care they deserve. That’s where Gusto comes in! This all-in-one payroll platform makes paying your staff easier and keeps you compliant with tax laws.
Let’s break down how to use Gusto for your payroll needs and why it’s perfect for assisted living businesses.
Check out the video, too:
Why Gusto Works for Assisted Living Payroll
Gusto is designed to handle payroll for small to mid-sized businesses. It’s a great match for assisted living facilities because it:
- Automates Tax Calculations: No more manual math! Gusto calculates and files your payroll taxes for you.
- Supports Direct Deposit: Employees get paid on time, every time.
- Handles Unique Pay Scenarios: From overtime to reimbursements, Gusto has you covered.
- Simplifies Compliance: Keeps you in line with federal and state labor laws.
Step 1: Logging Into Gusto
- Go to Gusto: Use your email or Google credentials to log in.
- Find the Payroll Tab: On your dashboard, locate and click the “Payroll” section.
- Run Payroll: Click “Run Payroll” to get started.
Step 2: Choose Your Payroll Type
Gusto offers flexible options for different payroll needs:
- Regular Payroll: Your standard paycheck schedule.
- Bonus Payroll: Perfect for holiday bonuses or one-time rewards.
- Off-Cycle Payroll: Use this if someone needs a mid-pay-period advance.
- Final Paychecks: Ensure smooth payouts for departing employees.
- Corrections: Fix benefit payments or adjust PTO balances.
Step 3: Running Regular Payroll
- Add Employee Hours: Enter regular, overtime (1.5x pay), and double-time (2x pay) hours for each worker. Gusto automatically calculates their wages.
- Include Bonuses or Tips: Add any bonuses, commissions, or tips. Be sure to report taxable earnings.
- Process Reimbursements: If staff buys groceries or supplies for the facility, add those amounts here. Reimbursements aren’t taxed.
Step 4: Review and Finalize
Before you hit submit, double-check everything:
- Employee Hours: Make sure the numbers are accurate.
- Deductions: Verify benefits like insurance or retirement contributions.
- Bonuses and Tips: Confirm these are entered correctly.
Once everything looks good, click “Finalize Payroll.” Payments will be processed via direct deposit or checks, depending on employee preferences.
Step 5: Stay Organized with Gusto’s Features
Gusto doesn’t just handle payroll—it helps you stay organized.
- Bulk Edits: Update pay methods for multiple employees in one go.
- Detailed Records: Keep track of all payments, taxes, and deductions in one place.
- Employee Self-Serve: Staff can log in to access their pay stubs and tax documents.
Why Gusto is Ideal for Assisted Living Facilities
Running an assisted living facility means managing caregivers, nurses, and administrative staff—all while ensuring residents get the best care. Gusto simplifies payroll so you can focus on what matters most.
- Reduce Errors: Gusto’s automated tax calculations ensure accuracy.
- Save Time: Spend less time on paperwork and more on residents.
- Improve Staff Satisfaction: Timely paychecks build trust and loyalty among your team.
Final Thoughts
With Gusto, payroll doesn’t have to be stressful. Its intuitive features and automation make paying your staff a breeze, giving you more time to focus on your assisted living facility's day-to-day operations.
Try Gusto today and see how it can transform your payroll process. Your employees—and your residents—will thank you!
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Show full transcript 👇
Transcript
00:00:00
have you ever wondered how to run payroll in gusto in today's video i'm going to give you a full tutorial on how to do that what the process is like so join me and let's learn together hi everybody i'm brandon gustafson i own and operate two assisted living facilities and i created this channel to help people just like you learn the ins and outs of investing in assisted living welcome to assisted living investing [Music] all right in my last video we got into how to add an employee in gusto give you
00:00:34
a full tutorial on that process so if you need to add employees make sure you go and watch that video and comment down below if you ran into any issues or if you found any tricks or tips and you're getting that process in place and adding those employees into gusto in today's video we're going to get into how to run payroll in gusto and give you a kind of a full tutorial on that process so the first thing that i want to do before i jump into the tutorial is just to remind you to sign up for a free account in gusto
00:01:02
using the link below i'll put it in the bio make sure you go and use that link and go sign up for it i'll get a gift card a visa gift card but so will you it's going to help both of us out it's a pretty cool perk there um so make sure you get in there sign up for that free account and give it a shot you don't have anything to lose so uh with that said let's get into the tutorial for today's video all right so let's jump into the tutorial on um running payroll in gusto so the first
00:01:26
thing you need to do again is going to be sign in so go ahead and sign in again i i use my login info here just with google so i'm going to click on google now you know you've logged into your your company logged into your profile in gusto you've got logged in what you're going to do here is go to the payroll tab and on payroll we're going to go into run payroll now paying contractors is a separate option on here i'm not going to get into how to pay contractors it's very very
00:01:55
similar to what you do as you are getting into running payroll so i'm just going to do the run payroll portion of it just know that paying contractors is pretty much the exact same thing you're going to have a lot of the exact same options so we're going to click on here run payroll we'll get in here and there are a few different options for you in here so i'm going to run through these really quick for you so you know what they are and and then we'll get into how to run
00:02:22
payroll so a bonus payroll is you know you you're doing a christmas bonus or a gift or paying commission or something like that um you would run a bonus payroll right here if you have to run an off cycle payroll i've had to do this actually for an employee in the past where they needed me to run payroll for them because um they were just in a bad financial situation they needed to get a payment so that they could um you know make their car payment or the house payment or buy groceries or
00:02:50
whatever it was i can't remember what the circumstances were but we were able to run an off-cycle payroll for them so you could click on this and all of this looks very similar to running a regular payroll so that's why i'm not going to show you every single option here just going to give you an overview of what they are if you needed to adjust or cancel a recent payroll you can do that in here so say i go in i click on payroll um i i go in to adjust it and um what i found you know oh crap i made a mistake i go
00:03:18
in here and i can adjust and or cancel that payment um right here on here if i am dismissing an employee i can do that through this portion right here it lets me put in the last hours that they worked put in a dismissal date you can also do this i believe it's up through here if you like go into a person click on your team members and then click into that person and do a dismissal you can run it through there as well this is a non-gusto payroll so just something outside of gusto um if you needed to run something um you can do
00:03:52
that in here i think you can actually like report payrolls that you have run outside of it um you can report it in here i think is another tool that you can do on that and then this is um benefit corrections so if you needed to adjust payroll or you know benefits whether that's insurance or it could be something like pto or something like that you can go back in here you can make the adjustments on it and it will track it in here for you so that's the overview of those things let's jump into now the
00:04:24
running a regular payroll so i'm gonna click on run regular payroll okay so what this option right here is is a bulk edit so if i click on that and i do bulk edit and i can i have a few different options in here so i can do a payment method which you know regular hours bonus hours something like that if i'm trying to do just everybody really quick and easy i know exactly what they are i'm going to do a payment method on here it's a direct deposit and i could update it here so it just
00:04:49
lets me do a bulk edit on a bunch of everybody you know pay by direct deposit or whatever it is that i need to do i can click on a few different people in here and make adjustments bulk at it for the people that i've selected as well so on here what i would do um is i've got the person here um i can edit a personal note so i can put in here a personal note that says you know thanks for all your hard work whatever this is a personal note um for kenisha i believe this one actually goes on their pay stub
00:05:23
i could be wrong on that but i think this one goes to them and they could they could actually see i think there's a way for you to um put a personal note on here that is just for you but maybe that's what it is for each so i go in here and i can create an edit a personal note i can add something there um on the regular hours rh stands for regular hours so let's just say 40 hours and you can see over here it adjusted the amount based off of this pay rate right there so so i put in the 40 hours on the
00:05:51
regular hours and it adjusts the pay rate there and then i could do overtime which is time and a half so let's just say they did 10 hours there and dot is double time over double overtime um so let's just say there's five hours there so it takes that pay rate and would multiply that by two this takes that pay rate multiplies it by one and a half and this is regular hours now i can run a bonus and say yep they got a 500 bonus do they have any cash tips no because we're assisted linings and get any cash
00:06:22
tips but you do need to report this information if somebody is getting a cash tip so say you're a restaurant or something like that you still need to report this because taxes need to be paid on it and then this is other earnings so did they earn a commission is there a correction page you know do we need to correct a payment on their um and paycheck tips um so if anything else that i need to put in there i could put it up you know i could adjust it um and then i can also do a reimbursement check so i can put in a
00:06:51
description so i've had this happen with my administrator who had bought groceries with a personal card before so i would put in here groceries um you know with a little note that says see attached form so i actually have created a form a reimbursement form that allows us to kind of track those things um that i just put in the amount these items right here that are reimbursements they are not going to be taxed on so they just go directly to the employee without it so i can do that and then i
00:07:22
can pay by check or direct deposit we direct direct deposit for all of our employees if they have benefits i can look at their benefits i can edit any deductions they have or i could have them skip a payroll once i am finished with entering this information in here i'm going to hit save and continue and from there i will have the option to just kind of review everything um on here make sure everything is is good make sure everything is where what i would expect it to be and then i will just kind of finalize my payroll
00:07:55
run after i've done everything on there make sure it's good to go i'm not actually going to do it because this is a live business i don't want to make any adjustments on here just yet because my administrator is going to run payroll on it actually today so i need to not touch that and so yeah that's we're going to leave it as as is but if i click on save and continue to take me to the next screen which then allows me to go in and say yep those are correct ah crap i need to make an
00:08:23
adjustment here um and then i click on finalize my payment my payroll and um that's how you run payroll in gusto it's very simple a very really slick way to kind of just go in and adjust those hours rh again is regular hours ot is overtime that's one time and a half and then dot is double overtime so you're paying double hours on that basically but they do the calculations for you they calculate the taxes that they have to pay on it that's how you do save continue just a few clicks really really simple really
00:08:56
easy way to run payroll i do hope that this tutorial was helpful to you if you have questions or comments or or need assistance in doing this again just make sure you reach out to me on assistedlivinginvesting.net i'd love to help you out with that thanks for watching the tutorial i hope that was really helpful for you and just kind of learning the process of how to go in and run that payroll um and and get things sent off and if it was helpful make sure you comment down below let me know if there if you learned
00:09:24
anything as you went through the process maybe i missed something let me know so we can improve the videos and make things a little bit better for you in our next video we're going to get into should i hire a consultant to start my business it's a little bit scary to think about but should you do it we're going to start getting into that a little bit in the video and i just kind of share my experience i have a little bit of a secret to share with you about that process so make sure you watch the
00:09:47
next video and uh see what see what i had to do let's see what i learned through this process to learn more about investing in assisted living make sure you visit me on assistedlivinginvesting.net i've got some free content resources over there uh you can also set up a consulting call with me you can have a chat and help you through things like gusto just like we've been doing the last few videos and don't forget it doesn't take a lot just a little bit just keep making progress step by step
00:10:12
by step if you are consistent you do it every single day i promise you that you are going to be successful thanks for watching and have a great day [Music]
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