Last updated: Mar 24, 2026, 11:20 AM
When a federal employer identification number (FEIN) is closing or ending services with Toast Payroll, we need certain information to finalize this process and successfully deactivate the account in Toast Payroll. Read this article to learn more about how to fill out the FEIN deactivation form. Then send the form and your POS access code to us via the blue button in the lower-right corner of any Toast Payroll page. Failure to return this form to Toast Payroll will result in a continuation of monthly service fees and payroll tax filings. Toast Payroll can be deactivated by using the Subscriptions page in Toast Web as well.
Note: Deactivation of an FEIN with Toast Payroll is separate from your Toast Point of Sale (POS) contract. Please indicate in your email if you would like assistance with your Toast POS contract.
It is important to keep in mind the timing of sending us the removal form. It must be fully filled out and sent to us prior to the last day of the quarter in which you process your final payroll of that FEIN in the Toast Payroll system.
| Last Payroll In | Deadline |
|---|---|
| Jan/Feb/Mar | March 31 |
| Apr/May/Jun | June 30 |
| Jul/Aug/Sep | September 30 |
| Oct/Nov/Dec | December 31 |
If the form is not provided by the deadline of the applicable quarter, Toast Payroll monthly fees will continue to be charged and Toast Payroll will continue to file payroll tax filings on your behalf. If your business is not closing, this may result in duplicate and/or incomplete tax filings for your business. The form helps ensure a smooth transition of business processes.
Toast Payroll will process the with your selections. After the last filing, Toast Payroll will deactivate the FEIN in your Toast Payroll system. Employee information and reports will remain available in Toast Payroll and we highly recommend that you gather all the data you'll need before losing access.
If your business is fully closing, Toast Payroll will file all quarterly and applicable annual payroll returns through the end of the calendar year and provide Form W-2s for employees in Toast Payroll for the indicated FEIN.
On the fourth quarter payroll filing, Toast Payroll will indicate to tax agencies the final filing for your business. This does not constitute a closure of your tax account with tax agencies. You should contact tax agencies to handle these accounts as needed and consult with a tax professional accordingly.
If this is the only FEIN operating in Toast Payroll, access to the system will be maintained for 60 days into the year following the business closure. Additional access can be purchased on a monthly basis beyond this 60 day period.
Note: If you do reopen/begin operations with the FEIN again during the year with another provider, it is imperative that you inform us of the change of status. Failure to do so will result in duplicate/incorrect tax filings.
If you are still operating under this FEIN with a different payroll provider, indicate on the how you would like Toast Payroll to handle tax filings.
Toast Payroll handles full quarter filings, meaning all payrolls for the quarter must be processed in the Toast Payroll system to be filed. The chart below indicated the last payroll filing that will be handled based on the last check date:
| Last payroll check date in Toast Payroll... | ...and first payroll check date with new provider | Last quarterly filing done by Toast Payroll |
|---|---|---|
| March | April | First quarter filings |
| June | July | Second quarter filings |
| September | October | Third quarter filings |
| December | January | Fourth quarter filings AND annual filings, including Form W-2 filings and provision to employees via the Toast Payroll system |
If you are switching providers mid-quarter and thus not running the entire quarter's check dates in Toast Payroll, indicate No to the question "Should Toast Payroll pay/file the quarterly payroll taxes for the quarter of your last check date with Toast Payroll?" on the FEIN deactivation form. In this case, and if your account has no outstanding payroll liabilities, collected but unpaid taxes will be returned to your company within approximately 4-6 weeks of processing the form.
If you are terminating operations of all FEINs in Toast Payroll, your access to the system will be removed after 60 days. Additional access can be purchased on a monthly basis for a fee.
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.