Export hours to Gusto or ADP

Who sees it. Payroll export is in the left menu, under Reports, for your agency's administrators and your office (Office / scheduler). A nurse supervisor and your professionals do not see it, and the server refuses them too: money stays with the administrators and the office.

The pay period. Pick a period at the top. Your pay periods are the pay week your team already works on in each client home (weekly or every two weeks, and the first day of the week); the one most of your team is on decides, and a team with none set is weekly, Monday to Sunday. The page opens on the last period that has ended; the period still running is marked Still open, because its hours can change. Each shift belongs to the day its clock-in falls on in your agency's time zone, the zone most of your client homes run on, shown under the period.

Whose hours. Every professional who works for your agency, with only the shifts they worked through your agency, from closed shifts (clocked in and clocked out) in every client home. A professional who also works on their own in a home keeps that work to themselves: their own shifts are never on this page or in any file. A shift still on the clock is left out until it is clocked out.

Regular and overtime. Overtime is every hour over 40 in a workweek, counted across all your client homes together, shift by shift in the order they were worked: exactly 40 hours is all regular. A period of two weeks is two workweeks, never pooled. A 1099 contractor has no overtime; every hour is a plain hour. State daily overtime rules, such as California's over 8 hours in a day, are not computed: check those in your payroll before you run it.

W-2 or 1099. Each professional's line says W-2, 1099 or Not set, and where that came from: a Form W-4 or an I-9 in your agency file means W-2, a Form W-9 means 1099. If the file holds both, or neither, it reads Not set until you choose. Open a professional's line to choose W-2 employee or 1099 contractor yourself; your choice wins over the file.

The payroll ID. Open a professional's line and type their ID in your payroll system once: Gusto's employee ID, ADP's Employee ID (RUN) or File # (Workforce Now). It is saved for your agency and used in every file after. ADP needs it to match the hours to the person; Gusto matches by the ID or by name. A professional who is not on your Team list yet is counted, but a payroll ID can only be saved once they are on Team.

The pay rate. Optional, and only your agency's own rate: what you pay the professional per hour, typed on their line. It appears only in the plain CSV. Leave it empty and every file carries hours only, and your payroll uses the rate it already has. The family's invoice rate is never used and never in a file.

Held days. A day the pay release held for the family's review is flagged on the professional's line with its date. Its hours are in the files, because hours worked are always owed; look at that day in the client home before you run payroll.

The Gusto files. Gusto pays employees and contractors separately, so there are two. Gusto: employees (W-2) has these columns: last_name, first_name, title, gusto_employee_id, regular_hours, overtime_hours, double_overtime_hours. Upload it in Gusto under Run payroll, Import hours; Gusto shows its column matching before anything is entered. Gusto: contractors (1099) has contractor_type (Individual), first_name, last_name, hours_worked and memo (the period's dates); upload it under Pay contractors. Gusto's own template has more columns (bonus, tips, reimbursement); they are left out, and a blank cell in Gusto changes nothing.

The ADP RUN file. RUN's Time Sheet Import layout: row one is ##GENERIC## V1.0, row two the titles IID, Pay Frequency, Pay Period Start, Pay Period End, Employee Id, Earnings Code, Pay Hours, Dollars, Separate Check, Worked In Dept, Rate Code, then one row per earnings code: REG for regular hours and OVT for overtime, the pay frequency W or B, dates as MM/DD/YYYY, Separate Check 0 and Rate Code BASE. It holds W-2 employees with a payroll ID; RUN pays contractors apart from the time sheet. Type your RUN company code (IID) once under ADP company codes on the page. If your RUN account uses different earnings codes, check them on RUN's Earnings Codes report.

The ADP Workforce Now file. A paydata batch with the columns Co Code, Batch ID, File #, Reg Hours and O/T Hours: your company code (typed once under ADP company codes), the batch as the period's last day (YYMMDD) and each W-2 employee's File #. If your ADP setup expects its own file name for paydata imports, rename the file before you upload it.

The plain CSV. Everyone, every column, for any other payroll or a spreadsheet: Last name, First name, Payroll ID, Worker type, Credential, Period start, Period end, Regular hours, Overtime hours, Total hours, Workweek 1 hours, Workweek 2 hours, Shifts, Client homes (how many), Held days and Pay rate.

Who each file leaves out. Under each download, Leaves out lists who is not in that file and why: a 1099 in an employee file, a W-2 without a payroll ID in an ADP file, or someone whose W-2 or 1099 is not set. Fix their line and download again.

Exported on. Every download is recorded with the period, the file, how many rows and hours, who and when. The period then reads Exported on the date, by the name of the person who downloaded it, and Exports of this period lists every download. Downloading the same period again is allowed and is recorded again.

What is never in a file. No Social Security number or tax ID, no health detail, no client's last name or address, and no family invoice amount. Nothing is sent to Gusto or ADP from ExpressAgain: you download the file and upload it to your payroll yourself.