Match Toast Payroll Categories to Your Accounting System's GL Codes

When it comes to syncing your accounting information from Toast, use these definitions to identify key terms that will be used here.

Pay group: In Toast Payroll, a pay group is a portion of your organization grouped together for the purpose of payroll payment processing. One payroll is run per pay group each pay cycle.
Location: In Toast Web, Toast Payroll, and xtraCHEF, a location is a specific place you have a business at. In QuickBooks Online, a location refers to a specific account.
GL code: In Toast Web, Toast Payroll, xtraCHEF, and QuickBooks Online, a GL code is a numerical identifier assigned to an account for quick reference and organization.
Payroll journal entry: In Toast Web, xtraCHEF, and QuickBooks Online, a payroll journal entry contains data to submit to the general ledger in QuickBooks Online.
Account type: In Toast Web and QuickBooks Online, an account type is a setting to dictate how QuickBooks Online classifies your data for financial reporting.
Chart of accounts: In QuickBooks Online, this is a list of financial accounts and reference numbers, grouped into categories, such as assets, liabilities, equity, revenue, and expenses. It is used to record transactions in the organization's general ledger.

With a better understanding of the terms used in accounting syncing, take a look at an outline of the Payroll Summary report in Toast Payroll and all the categories you will need to map:

Toast Category	GL Type	GL Mapping Examples
Earnings: These are the employee pay types. We commonly see things like Regular, Salary, Overtime, Tips Owed, etc.
Regular, Salary, Overtime, etc.	Expense	Wages, Salary, Payroll
Tips Owed, Tips Paid, Gratuity Owed, etc.	Other Current Liability	Tips, Gratuity
Tip Makeup	Expense	Wages, Salary, Payroll
Deductions: These are employee withholdings outside of taxes. We commonly see things like meal deductions, health care, 401(k), garnishments, etc.
401(k) - Non-Vestwell	Other Current Liability	401K
Garnishment - No Vendor Set Up	Other Current Liability	Employee Tax Levy & Loan, Alimony
Garnishment - Vendor Set Up in Toast Payroll	Bank	Employee Tax Levy & Loan, Alimony
Child Support - No Vendor Set Up	Other Current Liability	Child Support Garnishments
Child Support - Vendor Set Up in Toast Payroll	Other Current Liability	Child Support Garnishments
HSA/Medical - Vendor Not Paid By Toast	Other Current Liability	Insurance
SimplyInsured	Bank	Insurance
Benefits/Dental/Medical/Vision	Expense	Insurance
Life Insurance	Expense	Life Insurance
Taxes Paid (Employee Contributions): These are paid by your employees. These funds are deducted from employee wages each pay cycle.
State Withholding (if applicable)	Bank	Operating Account, Chase, BOA, etc.
SDI Withholding
Medicare
Federal Income Tax
FICA
Employee Taxes Deducted
Additional Medicare
Toast Category	GL Type	GL Mapping Examples
Employer Tax Expense: These are paid by the business as expenses on each pay cycle
Employer FICA Tax (Federal Insurance Contributions Act)	Expense	FICA
Employer Taxes		Employer Taxes
FUTA - FED (Federal Unemployment Tax)		FUTA, Federal Taxes
SUTA (State Unemployment Tax)		SUTA, State Taxes
Other Expenses: These include, but are not limited to, tax corrections, stop payments, setup feed, shipping, and software fees
Monthly SaaS Fees	Expense	Payroll Service, Software/Apps
Shipping Fee	Expense	Postage, Payroll Service
Payments: These are provided to employees via check, direct deposit, or Toast Pay Card
Checks	Bank	Operating Account, Chase, BOA, etc.
Direct Deposit (includes Toast Pay Card deposits)
Fees

Match Toast Payroll Categories to Your Accounting System's GL Codes

Question

Answer

Additional Information