In this Article:
Payroll Processing FAQ
Before Running Payroll
When do I need to submit payroll?
Toast recommends submitting payroll no later than 3 business days before the check date. This way, any potential check shipping delays, weekends, and/or federal holidays have less chance to affect when your employees will be paid.
What should I do before running a payroll?
Prior to running a payroll, use Toast Payroll: Prepare to Run Payroll as a guide or follow these quick steps:
How do I know if payroll is ready to be processed?
The payroll will have a badge labeled Ready to Run when the above is complete.
How do I access my upcoming or previous payroll(s)?
Access upcoming payrolls via the Payroll tab in the left navigation rail or by selecting View payroll from the tile on your homepage. This will bring you to the Pay Cycle Dashboard with your current payroll(s) and from here, you can also access previous payrolls from the Past Payrolls tab.
One of my payrolls in the past disappeared and I didn't complete it. Where did it go and how can I get it back?
If you don't see a payroll and its check date is in the past, it's likely that Toast is clearing this space for your upcoming payroll. Only one payroll per pay group can appear at a given time. Instead of running an off-cycle for this reason, simply contact Customer Care via the blue chat dot in the lower-right corner of any Toast Payroll page to bring this payroll back onto the Pay Cycle Dashboard.
During Payroll
How do I start a payroll?
If you have already completed the preparation steps, you can begin processing a payroll by selecting View payrolls from the homepage to access the Pay Cycle Dashboard. Select Preview for the appropriate pay group. To continue running a payroll, choose Continue for the appropriate pay group. Then use Toast Payroll: Run Your Payroll to follow along with the rest of the steps.
For a quick walkthrough of the steps you should take to review and complete a payroll run, watch this shorter video.
If you'd like a more in-depth look at the steps for a successful payroll run, check out this longer video complete with troubleshooting steps towards the end.
I have spreadsheets that need to be uploaded into payroll. Can I do this?
Yes. Toast Payroll allows you to add custom imports to your payroll run. These are most commonly used for importing tips, prior payroll information, bonus amounts, and other files containing mass earnings.
What are these notifications for unreceived tips and/or unapproved timesheets?
On the Preview Payroll step of a payroll, Toast will let you know if you are missing information that should be on this payroll run. Under the Action Items card, you can select either the link or the caret icon to learn more about what is missing.
You can elect to have Toast Payroll automatically approve your timesheets. Even with this turned on, we highly recommend reviewing each one as you normally would, but this can save a step on the Time page. Read Toast Payroll: Manage Timesheets to see how this feature works.
How do I make adjustments to payroll?
Most, if not all, of your payroll earnings and deductions will come through automatically (or via your custom imports), but sometimes one-off adjustments may be needed. These adjustments are made during the
Employee Earnings step of the payroll process.
How do I confirm a payroll is accurate prior to finalizing?
Once the Employee Earnings step is accurate, select Next. This action will not submit your payroll, but give you a chance to review it first. We highly recommend selecting any potential Highlights and Exceptions links to scan the employees in those categories. Prior to submitting payroll, browse the payroll reports and other data carefully with a particular eye towards questions like:
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- Are the number of employees on payroll in line with my expectations?
- Are the number of hours on payroll in line with my expectations?
- Are the total payroll expenses in line with my expectations?
- Are tips present, if applicable?
- Is anyone receiving tip makeup?
- Have any one-off adjustments I need on this payroll been entered and reviewed?
How do I submit payroll?
Once you have double-checked your payroll for accuracy, use the Submit button on the Review & Submit step to finalize and submit payroll. Please note that this action is final. If any issues are discovered after submitting, they will need to be corrected with future payroll activity (e.g. voids, off-cycles, future payroll adjustments, etc.)
What does this "ACH authorization" pop-up mean?
If you are submitting your very first payroll or you have recently changed your bank account on file, you'll receive a message indicating that Toast Payroll needs your authorization. This allows us to perform ACH credits and debits with your bank account. After checking the box and selecting Post payroll, this message will not appear again unless the company bank account is changed in the future.
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What happens after my payroll is submitted?
Once payroll is submitted, Toast Payroll will:
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- Collect and remit certain payroll liabilities on your behalf, including but not limited to, direct deposits, taxes, and garnishments.Record all payroll activity in employee profiles for use in the quarterly and annual payroll filings.Display the Estimated Payroll Withdrawal. Use this to gain visibility about funds needed to cover this payroll and other funds that the business is responsible for. This information will be present on the Review step. Please note that this information is only an estimate until the payroll gets swept, at which point the page will populate with verified amounts and will be renamed the Toast Payroll Withdrawal Receipt.
- Calculate Hawaii state-mandated disability insurance (HI SDI), New York family leave insurance (NY FLI), and NY SDI in employee checks:
- Toast does not debit for nor pay for calculated NY SDI and NY FLI funds, nor have we paid in the past. Additionally, Toast has never collected or paid any calculated HI SDI funds.
- For more information about NY SDI and FLI and how your company complies with this New York requirement, please see the state's Worker's Compensation Board website.
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- If you've selected Toast-Printed as your paycheck delivery option, Toast will print and ship checks for employees not receiving direct deposit or using Toast Pay Cards. UPS tracking numbers become available until around 7 pm CST on the day payroll was submitted. Selecting a tracking number allows you to view the package's details. Tracking numbers are not available for FedEx or bike couriers.
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- If you've selected the Self-Printed paycheck delivery option, Toast will deliver a PDF for employees using the paper check method.
What is the Connect to QuickBooks button for?
This button indicates you can take part in a limited beta feature to integrate Toast Payroll and QuickBooks Online and sync your payroll data directly into journal entries. If you do not see this button, stay tuned for when Toast releases this feature to more customers.
What can I do if I mistakenly left an employee off of a payroll run?
Toast recommends three different ways to calculate, report, and pay owed wages to an employee. Take a look at Toast Payroll: Missed Employee or Missed Pay on Payroll for more information.
When will my employees receive their paycheck?
This depends on a couple circumstances. Read Toast Payroll: Get Help With When Employees Are Paid for all the details.
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Paystub FAQ
Can Toast Payroll add a company's phone number to the paystub?
Yes. Some states require employers to display a company phone number on each employee's paystub. To request this, contact us via the blue chat dot in the lower-right corner of any Toast Payroll page. Include the correct phone number in your request.
Can Toast Payroll add Time Away From Work (TAFW) balances to the paystub?
Yes. Contact us via the blue chat dot in the lower-right corner of any Toast Payroll page with this inquiry and specify whether this is for hourly employees, salary employees, or both.
Can Toast Payroll add an employee's tip-out percentage to the paystub?
No, this feature is not available at this time.
Will employees elected into direct deposit receive paper paystubs with the check package?
Not by default, but if a customer is set for Toast-Printed paycheck delivery or Self-Printed paycheck delivery, this can be toggled on or off by chatting with us via the blue dot in the lower-right corner of any Toast Payroll page.
Will my employees be notified when they receive a paystub?
Not by default, but this setting can be enabled. Select the blue chat button in the lower-right corner of any Toast Payroll page and specify whether you would like employees to be notified via their email on file, an employee to-do, or both.
Additional Resources
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This content is for informational purposes and is not intended as legal, tax, HR, or any other professional advice. Please contact an attorney or other professional for advice.
