Toast Payroll: Seasonal Employees

• How should I manage the employee profiles of seasonal employees in Toast Payroll?
• How do I pay a salaried employee who only works part of the year?

When a seasonal employee is in-season, consider the following as a way to pay them. Note: Recurring earnings must be added or updated before you select Preview on a payroll.

1. Note: Toast Payroll's SALARY earning assumes the employee works the full year. If a salaried employee only works part of the year, replace their salary recurring earning with one that pays the amount you calculate for each pay period.
2. Divide the total pay for the season by the number of pay periods in the season. For example, a season that runs three months on a semi-monthly schedule has six pay periods.
3. In Toast Payroll, navigate to the Team page and select the employee.
   1. When you select Team in Toast Payroll, you should see a URL that begins with payroll.toasttab.com. Visit Navigate Toast Payroll Within Toast Web to learn how the new Toast Payroll navigation works.
4. Select Recurring from the left side of the screen.
5. End-date or delete the employee's existing SALARY recurring earning so Toast Payroll stops calculating an annual salary.
6. Select Add+ and add a new salary earning.
7. Enter the per-pay-period amount you calculated, and set the Start Date and End Date to match the season.
8. Select Save. The employee is paid the amount you entered on each payroll during the season, instead of an amount based on a full-year salary.

Ultimately, it is up to you on how you would like to manage seasonal employees in Toast Payroll when they're out of season. Options include:

• Terminate Employee Profile
  • Process a termination for the employee when out of season and rehire them when they are going to return. This will keep active reports accurate and ensure that their information is up to date when they are rehired.  You can add an additional reason to your termination template for seasonal employees if you like.
• Put the Employee on a Leave of Absence
  • If you don't want to terminate the employee's profile, you can also put the employee on a Leave of Absence (LOA) through the Status Change page. Only employees who have an employment status of Active on the first check date of the month will contribute to the PEPM charge.
• Leave Employee as Active
  • You can leave the employee profile as Active in the system.
  • If your Toast Payroll subscription is based on active employees each month (per employee per month or PEPM), these employees will be included in your invoicing even if they aren't paid in that month. All active employees automatically populate on the Employee Earnings step, but whether they have earnings or not does not affect the PEPM charge if they are active at the time of the first check date of the month.

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.