Toast Payroll: Employee Onboarding (Employee Guide)

I just got hired. How do I add my social security number, complete my Forms I-9 and W-4 paperwork, and set up direct deposit?

Congratulations on your new job! Watch this short video or follow the steps below to complete the new hire checklist in Toast Payroll. If you have already completed this checklist and you're looking for something else, check out toast.help/employees.

1. You can begin when you receive the "welcome" email from noreply@toasttab.com. Its subject line is Welcome to the Team! and it contains a link to register for Toast Payroll. Select Log in.
   1. If you do not see this email right away, check your Spam/Junk folder. Otherwise, your management team can resend the email if necessary.
      
      
      
      
2. Enter a unique password and confirm it. The password must include one letter, one number, one special character, and must be at least 8 characters long. Select Register and keep this password in a secure location for later use.
   
    
   
   
3. Proceed through any steps presented to you to create your Toast login credentials (email and password). If you are not automatically directed to log into Toast Payroll after completing any necessary steps, navigate to payroll.toasttab.com to log in and continue with the directions below.
   
    
   
   
4. You will now need to complete your profile using the new hire checklist on the main dashboard. These steps must be completed in order to get paid. The Create your account step was completed when you signed in with your credentials. The next step is Add your personal info, so select that tile.
   
   
   
   
5. Enter and/or verify your personal information including Date of birth, Contact Info, and Home Address. Select Save Changes to advance. 
   1. Note: Add your Social Security Number (SSN). Without an accurate SSN, Toast Payroll may receive errors when attempting to file for a Form W-2. See this article for more information on SSNs.
   2. Individual tax identification numbers (ITINs) cannot be accepted since Toast Payroll does not file Form W-7s.
   3. 1099 contractors do not need to enter an SSN since Toast Payroll does not file year-end tax documents for 1099 individuals.
      
      
      
      
6. Scroll to the top of the page and select Return to dashboard to continue entering new hire information.
   
   
   
   
7. Now select Fill out your I-9 from the checklist to complete and sign Section 1 of the Form I-9. You must do this no later than the first day of employment. Form I-9 instructions are available at the top of the form in the link. Only employees should fill out or edit their Form I-9. Select Next to continue.
   1. Note: If you are unsure of your citizenship or immigration status, do not make a selection until you have confirmation on your status.
8. Next, complete your tax information by selecting Fill out your tax forms from the checklist on the dashboard.
   1. Any applicable forms will appear here. Employees must complete federal and state (if applicable) W-4 forms in order to have the proper amount of taxes withheld from their earnings. Toast cannot advise on how to fill out these forms or what information should be entered.
   2. Upon completing W-4 information, you will see a page asking you to Return to dashboard to continue with the new hire checklist.
      
      
      
      
9. Open the next step by selecting Sign documents. There may be company documents such as an employee handbook or company policies to read and electronically sign, but not all restaurants use company documents. Select Back to Dashboard once these are reviewed and signed, if applicable.
   
   
   
   
10. The final step for employees to compete is Set your payment method, so select that tile. If you'd like to be paid via paper check, you do not need to take any action on this page.
11. If you'd like to be paid via direct deposit, select the Direct deposit tile and then select + Add bank account.
12. Select Verify when you're asked to confirm your identity. A six-digit code will then be texted to the phone number on-file with your Toast account. Enter this six-digit code into the pop-up in Toast Payroll. Note: Toast representatives will never ask you for this code, so do not provide this code to anyone.
    1. If you do not see the pop-up, you may need to disable your ad blocker and retry this action. You can re-enable it once you're done with these instructions.
13. You will be led through a series of steps by a modal named Plaid. Plaid is an industry leader in bank account validation. To use Plaid, you will need your login credentials to your online bank account. If you do not use an online banking portal or if your bank is not currently integrated with Plaid, contact your employer so they can add your direct deposit account information manually. Both methods are described in Toast Payroll: Get Help With Direct Deposit Accounts.
    
           
    
    
14. Well done! All steps are complete. You have a couple optional steps at this point:
    1. From the Dashboard, select Hide Checklist if you wish to remove the checklist on your dashboard.
    2. Tell your manager you've filled out Section 1 of your Form I-9 so they know it's time to fill out Section 2.
    3. Use Toast Payroll: Employee Resources to answer questions you have about the Toast Payroll system. Employees are encouraged to ask their manager or HR team if they have questions that the article does not answer.
       
       

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.