Gusto is an effective HR tool for managing time-off requests and streamlining the process for both employees and managers. After administrators establish time-off policies and protocols, you can request them directly through your online payroll or employee account.

After your manager approves the request, the platform automatically calculates your time off, notifies you of PTO accrual, and syncs the hours with payroll and calendars. Let us now explore how to request time off in Gusto.

Getting Started With Time Off Requests In Gusto

Gusto offers both mobile and desktop apps, allowing you to request time off from either your computer or phone. Here's a breakdown of the types of time-offs you can request:

  • Full Days: For each business day requested, eight hours will be submitted (weekends are not included)
  • Partial Days: If you need fewer than eight hours, specify the exact number of hours from the default eight hours you wish to take off
  • Paid Holidays: Add holidays as designated by your employer
Pro Tip
If you are requesting time off for a date that has already passed, contact your administration for assistance.

Let’s see how you can request time off in Gusto using a computer.

Requesting Time Off On Computer

Here is how to apply for time off in Gusto, step-by-step, on a computer:

  1. Start by signing into your Gusto payroll account using employee credentials
  2. Click the ‘Time Off’ tab on the left-hand side of your screen
  3. If your administrator has set multiple time-off policies, select the one you wish to request time off from. Contact your employer if you need unpaid time off, and it’s not offered
  4. Click ‘Request Time Off’
  5. Select the day(s) you want to take off (business day(s), partial days, and holidays)
  6. You can optionally add a note for your employer about the request you have made
  7. Click ‘Send Request’ to submit your time off request

Once submitted, your payroll administrator or manager will be notified by email. You will also receive an email notification after your request is approved or declined. Your time-off balance will also be updated accordingly.

Requesting Time Off On Mobile App

In the mobile app, take the following steps to apply for time off requests:

  1. Start by opening your Gusto Wallet mobile app
  2. Go to the ‘Time/Work’ tab
  3. Select ‘Request Time Off’
  4. Choose the policy from which you wish to request time off. Contact admin if unpaid time is not offered, but you need to take it
  5. Select the day(s) you want to request time off for (business days, partial days, and holidays)
  6. You can optionally add a note to your manager about the time-off request
  7. Click ‘Submit Request’ to submit your time-off application

After you submit your request, your payroll administrator or manager will receive an email notification. You will also get an email update once your manager has processed your request. Additionally, your time-off balance will be adjusted accordingly.

Pro Tip
During step 2, if you don’t see the 'Time Off' tab on the mobile app homepage, contact your employer to confirm if your company offers this feature through Gusto.

Cancel Time Off Requests In Gusto

You can always cancel your time off request(s) as long as it has not been processed through payroll. If you notice any discrepancies (such as incorrect time, date, or policy), you can edit the request. If you no longer need time off, you can delete the current request(s) and create new one(s) to accommodate your new schedule.

Here’s how to do it

  1. Sign in to Gusto
  2. Click the ‘Time Off’ tab
  3. Select ‘Request Time Off’
  4. Click on the policy you wish to cancel a request from
  5. Select the day(s) you want to request time off for (business days, partial days, and holidays)
  6. This will take you to your pending time off request(s). Click 'View' on the one you want to delete
  7. Click ‘Delete Request’
Pro Tip
The ‘Delete Request’ portion will not appear if your paid time off has been processed through payroll. In that case, contact your payroll administrator to make the necessary adjustments.

View Your Time Off Requests Balance In Gusto

While Gusto automates your PTO with your payroll, it's important to keep tabs on your time off requests balance. Follow these steps to manage and view your time off request history:

  1. Sign in to Gusto, either through your mobile or desktop app
  2. Click the ‘Time Off’ tab
  3. Click on the policy you wish to cancel a request from
  4. This will take you to your pending time off request(s). Click 'View' on the one you want to delete
  5. Click ‘Delete Request’

Here, you can view your:

  • Available Hours: These are the remaining time off hours that you can use as your PTO
  • Requested Hours: This includes the total number of your used time off hours (pending requests plus approved requests)
  • Earning Policy: This shows you the rate at which you earn time off, set by your employer
  • Maximum Hours: This tells you about the maximum number of hours you can get per year, set by your employer
  • Pending Requests: This tab shows all of your pending requests that are yet to be processed by your manager
  • Approved Requests: Here, you will see your time off requests approved by your manager but not yet paid or processed in payroll
  • Declined: Your rejected or declined time off requests will be shown here
  • Past Vacation/Sick Time: You can view all of your approved time off requests that have been processed and paid in payroll here

Following these steps to request time off in Gusto will better equip you to manage your schedule, payroll, and PTO efficiently. This will further help you stay organized, ensuring a smoother workflow and a more balanced work-life routine.