Gusto to Rippling Migration Runsheet

When you need this

You have decided to move from Gusto to Rippling and you want a calm January 1. The guide on this site gives the eight-week spine. The runsheet turns it into something a team works through, with an owner on each line and a sign-off before the next week starts.

Inside the runsheet

• An owner and a sign-off deliverable for each of the four roles: project, payroll, benefits and IT. Nothing moves to the next week until the deliverable is signed.
• The week-by-week spine, built for a January 1 go-live. Decide and extract in week eight, configure in week six, money and states in week five, the first parallel run in week four, freeze in week two, go-live in week zero.
• Parallel-run reconciliation steps with a place to record variances. Gross, then deductions, then employer liabilities, then net, at employee level, with an owner and a fix date on every difference.
• Benefits and deduction checks against the last Gusto register. Carrier feeds initiated and test files exchanged, deduction codes mapped plan by plan, elections reconciled to the last register.
• The internal hours to plan, weighted to the weeks that matter. The runsheet budgets 40 to 80 hours of internal time, weighted toward weeks six to two.

How to use it

1. Fill in the four owners before kickoff. If one name appears in two columns, that is the first risk on the sheet.
2. Pull the full Gusto export in week eight: journals, year-to-date figures, filings, elections, balances and garnishments. Paystub history and punch-level detail do not come with you, so export them before you cancel.
3. Treat the parallel runs as the gate. Every variance gets an explanation or the cutover moves, and the second parallel in week two has to come back clean before the freeze.
4. Freeze changes in week two and send the three employee emails: the microdeposit deadline, an annotated example of the new paystub, and where old W-2s now live.
5. Time the cancellation for after Gusto’s last run. You are switching providers, which is different from stopping payroll.

One thing to get right

Let the calendar pick the date. Only one provider can file a given quarter’s return, so January 1 is the clean cut and a quarter start is the fallback. A mid-quarter move forces a hand-reconciled split, and someone has to confirm in writing who files that quarter.