Toast Payroll: Get Help With Timesheets

In this Article:

• Missing Hours on a Timesheet
• Timesheet Display and Visibility
• Multiple Timesheets for One Employee
• Duplicate and Blank Timesheets
• Payroll Synchronization Issues
• General Timesheet and Reporting Issues
• Additional Resources

Missing Hours on a Timesheet

• Unclocked Hours: If hours are missing because an employee didn't clock in, you can manually add the time entries.
  • In Toast Web, navigate to Reports > Labor > Time entry management.
  • Use the + Add entry button to input the missing hours.
  • See Edit Employee Time Clock Entries if you have additional questions about this report or process.
• Incorrect Position or Earnings Code: If this is a newer employee or one who recently had a job/position change, ensure positions and earnings types are correctly assigned.
  • Verify their Toast Payroll position is set for the specific location with the appropriate employer identification number (EIN).
  • Check the Salary Type and Default Earning Type fields on the employee's Position Detail page.
• Unapproved Timesheets: If hours don't appear on a payroll, verify and approve all pending timesheets on the Time page or turn on automatically-approved timesheets. The Preview Payroll step will flag any unapproved timesheets when the automatically-approved timesheets feature is disabled.

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Timesheet Display and Shift Visibility

• Missing Days: Check/reset any filters on the Time Entry Management report or Time page to ensure all days appear.
• Sync and Cache Issues: For employees or time entries that aren't displaying correctly or at all on the Time page:
  • Try logging out and logging back into Toast Payroll.
  • If the error still persists, clear your cookies and cache.

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Multiple Timesheets for One Employee

If you have multiple timesheets for the same employee, you do not need to consolidate time entries onto one payroll; the end result will be the same if they were consolidated or not. The important thing is to approve all applicable timesheets that contribute to an employees hours and earnings (tips) and to not approve any timesheets for future payrolls.

In all cases, each applicable timesheet will need to be approved to continue. However, it's best to investigate the cause to understand why it happened and what could be done to avoid it next time:

1. If only one employee has multiple timesheets in the same pay period, this could be the result of: 
   1. Approving timesheets before the end of the pay period: This is the most common reason and can occur for one or many employees at once. Toast Payroll recommends only approving timesheets right before you begin to run payroll. You might even decide to turn on the automatically approve timesheets feature to avoid this from happening.
   2. Additional tips added after approving timesheets: In Toast Payroll: Prepare to Run Payroll, we recommend reviewing tips prior to timesheets. This way, any changes made to tips will appear on timesheets before they're approved.
   3. Incorrect mapping: Navigate to an employee's profile and check the POS Mapping tab in the lower-left corner. If it has a warning sign next to it, select POS Mapping to sync the employee's Toast Payroll profile with their Toast Web profile.
   4. Position changes: If an employee has a position change mid-pay period, this can result in two different timesheets.
2. If multiple employees have more than one timesheet in the same pay period, check out the following:
   1. Approving timesheets before the end of the pay period: This is the most common reason and can occur for one or many employees at once. Toast Payroll recommends only approving timesheets right before you begin to run payroll. You might even decide to turn on the automatically approve timesheets feature to avoid this from happening.
   2. Check frequency changes: If your company changes check frequencies between pay periods, the system will adjust to match the new frequency, sometimes splitting up a longer period into shorter periods. In this case, make sure you're only approving the relevant timesheets for the new check frequency.
3. Lastly, employees who work in two different pay groups are expected to have two timesheets since different pay groups always associate with different payrolls. You'll approve one timesheet for each of the positions/pay groups the employee registers hours and/or tips in each pay period.

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Duplicate or Blank Timesheets

• Duplicate timesheets: These can arise from manual additions or transitions in payroll schedules. We recommend deleting duplicate entries directly from the timesheet.
• Blank Timesheets: This could involve tips not being sent or being unsent from Toast Tips Manager.

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Payroll Synchronization Issues

• Missing Timesheets Linked to Payroll: If you know the timesheet exists, but you do not see it on the Time page:
  • In Toast Payroll, navigate to the employee's profile > Pay History > Timesheets.
  • Select the timesheet in question
  • Select the appropriate payroll from the drop-down menu.
• Shifts at Multiple Locations: Employees working at multiple locations during a single pay period will have distinct timesheets per location. Similarly, transitioning from weekly to biweekly payroll may create multiple timesheets per employee.

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General Timesheet and Reporting Issues

• Incomplete Shift Reviews: If a shift is left open or a shift review is not completed, the time entry will not show up on the Time page in Toast Payroll.
• Timesheet Updates and Payroll Filtration: Select the View Timesheets tile on the dashboard. Filter by specific payrolls for streamlined approval processes. Alternatively, enable automatically approved timesheets at the top of this page.

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Additional Resources

• Toast Payroll: Manage Timesheets
• Edit Employee Time Clock Entries

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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.