How do I record offline payments made to employees?

Easily account for payments issued outside regular payroll when using GoCo's embedded payroll

Sometimes, you may make payments to employees outside of the regular payroll process—such as issuing gift cards, short-term disability (STD) payments, or one-time bonuses. This article walks you through how to record these offline payments so they’re properly accounted for in your payroll records.

Step 1: Notify Us of Your Offline Payment

To record an offline payment, please email our team at embeddedpayroll@goco.io with the following details:

• Employee’s Name and ID: The employee’s information helps us confirm the right records.
• Payment Type: Describe the payment type (e.g., STD payment, gift card, bonus).
• Amount Paid: Specify the amount paid.
• Date of Payment: Include the date the payment was issued.

Once we receive your email, we’ll ensure the offline payment is added to your records.

Common Use Cases for Offline Payments

Offline payments are often used in the following scenarios:

• STD Payments: If you are processing payments for short-term disability benefits separately from payroll, they can be recorded as an offline payment.
• Gift Cards: When employees receive gift cards as incentives or rewards, you can use this process to reflect the amount.
• One-Time Bonuses: For any ad hoc bonus payments made outside of your regular payroll schedule, you can record these with our team’s help.

When This Process Doesn’t Apply

This process is only necessary for payments made entirely outside of payroll and not already included in GoCo. If you’ve already recorded these payments as part of a previous payroll run, there’s no need to follow this process again.

For further questions or support, feel free to reach out to us at embeddedpayroll@goco.io.