Employee mapping connects a user in dealr.cloud to the employee in Gusto. This means that any employee you want to pay through Gusto should also be a user in dealr.cloud. You can also add users that have "No Login" access, in case you don't want them to have access to dealr.cloud.
Employees will attempt to auto-match when you open the Employees tab based on a matching email or a matching first and last name. If the match is incorrect or doesn't fill, it's easy for you to select the dropdown and change the mapped employee in Gusto.
If you've added a new user to dealr.cloud, you can also create an employee in Gusto easily! Go to Manage > Users, click into the employee, and click Create in Gusto.
Once the user is mapped to a Gusto employee, the button will change to View in Gusto for easy updates.
The Account Mapping tab is an essential step to getting your integration working correctly. You can go through each payroll item and map it to a certain account. Check out this video to learn how to set up accounts initially.
When initially setting up mapping we provide a Recommended Account that makes it easy to quickly map each category by creating or selecting the account for you with one click. If you don't know much about payroll, you can take this route or talk to your accountant for a more specific answer for your business.
Expense vs Liability
Generally, benefits will have both an expense and a liability mapping. This is because the expense gets recorded immediately, but you may not pay it until later.
Take health insurance, for example. Let's say the premium is $500 and the employer covers 70%. There's an expense to you, the employer, for the health insurance, but also to the employee for their 30%. Then, the full amount ($500) is a liability to the health insurance company which will bill you for it later.
The specifics aren't too important, but it is important to know that you need to pay for the amounts you get billed for benefits (health insurance, dental, vision, 401k, etc.) using the selected liability account for the benefit.
Wages include salaries and hourly time. They should be categorized into expense accounts.
Commissions and Bonuses
Commissions and bonuses should get categorized into expense accounts; however, they may get re-allocated when paying payables using the accounting integration, so the account isn’t always used.
Reimbursements are generally business expenses returned to an employee who performed any transaction on behalf of the company. An example would be if the employee bought office supplies from the store.
You can also use reimbursements, combined with a deduction, for pay advances.
Deductions are primarily used to garnish an employee's wage, which Gusto generally handles for you directly. They can also be used to withhold wages if an employee performed service on a vehicle that they need to pay for, or for pay advances.
PTO and Sick Time
PTO and Sick time are considered expenses and, while they can be recorded in the standard wages account, are generally recorded against a PTO or Sick time account to track expenses for time off on the Profit and Loss.