Toast Payroll: Review Common Payroll Reports

In this Article:

• Quarterly Employee Payroll Audit Report (QEPAR)
• Per Pay Period Employee Payroll Audit Report (PEPAR)
• Hours / Earning by Date Range
• Payroll Summary Report
• Employee Detail Report
• Team List

Quarterly Employee Payroll Audit Report (QEPAR)

This report can generate quarterly and year-to-date (YTD) earning, deduction, and tax information for each employee. The QEPAR is a long report with lots of data if all data fields are selected. Utilize this report for auditing over a long time period. It can be filtered by FEIN and year, but only one of each may be selected at a time.

Once you have the file, here are some tips for reading the different columns on this report:

• Tax: Offers the type of tax (Federal, State, SUTA, etc.).
• YTD: Shows the year-to-date (YTD) amount of the tax that was withheld.
• Q1, Q2, Q3, Q4: Breaks the YTD amount of taxes withheld out by quarter.
• Subject Wages: Shows the amount of earnings YTD that were considered for that tax (gross minus pre-tax deductions).
• Subject Wages Q1, Q2, Q3, Q4: Breaks down the YTD subject wage amount by quarter.

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Per Pay Period Employee Payroll Audit Report (PEPAR)

This report is best for viewing pay period data for calculated and submitted payrolls including demographic, earning, deduction and tax information for the payroll(s). The PEPAR is another long report with lots of data if all data fields are selected, but this can be adjusted prior to running the report. When setting up this report, you may select multiple pay periods by holding the Ctrl/command key when you select each pay period.

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Hours / Earnings by Date Range

If your business is tracking timekeeping or details over a time period, this is a useful report. This report can be customized for summarized or detailed information in five different ways. You may also set an exact date range here.

• Summary - Group Employees by Earning Code by Date: This report will break down hours, rates, and total wages per day and per Job (not per employee).
• Summary - Group Employees by Earning Code: This report displays hours, rates, and total wages per Job only (not per day or per employee). This is the most compact report.
• Summary - Expand by Employee: This report shows hours, rates, and total wages per employee (not per Job or per day) within the specified time period.
• Detail - Expand by Employee: This report gives info on hours, rates, total wages, and approved timesheets per employee per day (not per Job). It even breaks regular and overtime hours apart for easy timekeeping tracking.
  • If the auto-approve timesheets feature is enabled, timesheets will appear on this report once the payroll they're associated with has been started.
• Detail - Expand by Employee with Punch Info (if available): This report details each employee per day and their exact time punches, whether they were adjusted and by whom, and if the timesheet was approved. This is the most detailed timesheet report available.
  • If the auto-approve timesheets feature is enabled, timesheets will appear on this report once the payroll they're associated with has been started.

A couple additional notes about the Hours / Earnings by Date Range report:

• We recommend leaving Include Deleted Historical Updates setting at No. This will give you a more accurate look at your data.
• This data is extracted from timesheet data and not submitted payroll data. Any adjustments made to employee hours or earnings on the Employee Earnings step of payroll will not be reflected in these reports. To locate that information, it's best to use a report specific to your payroll. These can be found on the payroll confirmation page or by navigating to Payroll > Past Payrolls > View > Reports tile.

At this time, Toast Payroll does not have a report that provides an average number of hours worked. However, you can pull the Hours/Earnings by Date Range report and then manually calculate the average number of hours worked during that period. 

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Payroll Summary Report

This report is generated after you calculate and submit a payroll. HR+ users can find each pay period's summary report under Payroll > Past Payrolls tab > View > Payroll Summary Report. This report is great for seeing a breakdown of where all payroll monies will be used. View this report to determine payroll costs, live (paper) check and direct deposit totals, tax breakdowns, and more. To view multiple payrolls within one report, search for the Consolidated Payroll Summary Report under Reports > Standard.

You can also try using Toast IQ to present your Payroll Summary data in different ways. For instance, you might ask "What is the total amount of all the Uniform deductions last year?" or tell it to "Consolidate my [insert pay group] payroll summary reports for the last 90 days." Toast IQ AI Assistant Overview offers more information about using Toast IQ.

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Employee Detail Report

This report is also generated after calculating and submitting payroll and can be found by HR+ users under Payroll > Past Payrolls tab > View > Employee Detail Report. Each employees's paystub appears on this report on one page, so it can quickly determine if employee's hours, earnings, deductions, and net pay amounts are correct before submitting a payroll.

To review the other payroll reports next to the Payroll Summary Report and the Employee Detail Report, check out Toast Payroll: Review Payroll Reports.

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Team List

The Team List offers a summary of employee information, such as their position(s), wage rate, hire date, birthday, direct reports, and more. It does not contain contact information, but is helpful for a quick look into basic statistics.

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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.