Toast Payroll: Assign or Change Employee Jobs or Locations

All secondary positions and jobs must be added in Toast Payroll. These additions will sync over to Toast Web within 30 minutes. For more information on Toast Web and Toast Payroll syncing, visit Toast Payroll: Sync Information with Toast Web.

In this Article:

Jobs and Positions Overview
When to Add a Secondary Position Versus Another Job (Locations)
Add a Job to an Employee's Profile
Change an Employee's Job
Remove a Job From an Employee's Profile
Add a Secondary Position
Remove a Secondary Position
Update Pay Rates for a Secondary Position Versus a Job

Toast Payroll Jobs and Positions Overview

Job: In Toast Payroll, jobs (roles) are how the restaurant classifies an employee's work. For example, Host, Bartender, BOH, Dishwasher, etc. These jobs in Payroll control an employee's ability to clock in and out of specific jobs on a Toast device. They also specify which rate an employee should be paid at for each job they work under.
Position: A position is a set of attributes such as if an employee is part-time or overtime-eligible, or which time away from work tier or benefits tier they belong to, etc.
Secondary Position: This is the same as a position but is needed if an employee is working in more than one pay group. The secondary position would contain the employee attributes for the position worked in the secondary pay group.
Pay Group: Pay groups can be understood in two ways: portions of your organization grouped together for the purpose of payroll payment processing OR groups of employees that share a common pay date, frequency, and/or method. Pay groups are most often used when two or more FEINs are processing payments.

When to Add a Secondary Position Versus Another Job for Toast Payroll (Locations)

A secondary position controls which pay group(s) an employee will be paid out of, so they should only be added if your account has multiple pay groups and employees will be paid out of more than one pay group. You have one pay group for each payroll your company runs (for example, management weekly, staff bi-weekly). When staff members work at a new location, they may need both a new secondary position and a new job added to their profile.

Here are some example scenarios:

Note: When transferring employees between locations, be aware that pay rates and job permissions do not transfer automatically. These must be created and adjusted manually. Additionally, attempting to keep all hours in a single pay group for an employee working across locations with different tax jurisdictions may cause tax discrepancies and Form W-2 inaccuracies.
Scenario 1: An employee has multiple jobs, works at multiple restaurants, or needs to be transferred to a new location.
- These are paid out of the same pay group, so add a job in Toast Payroll and assign the employee to the job.
Scenario 2: Employee works at multiple locations or needs to be transferred to a new location.
- These locations are paid out at different pay groups, so add a secondary position.
Scenario 3: Employee works at multiple locations and multiple jobs with these locations.
- These locations are paid out of different pay groups, so add a secondary position for each pay group you intend to pay out at and add jobs under those positions. The secondary position allows them to be paid out of the pay group while the job tracks their time. See the instructions here.

When employees work across multiple locations:

Each location may have different tax jurisdictions and reporting requirements.
Use separate pay groups for accurate tax calculation and Form W-2 reporting.
Avoid manually moving hours between pay groups as this may cause tax compliance issues.

Toast Payroll: Add a Job to an Employee's Profile

If you're looking to add a new job into your Toast ecosystem, follow these instructions to add a job into Toast Web. The new job will sync to Toast Payroll almost immediately.

When an employee has multiple roles within the restaurant, you will add a job for each role under the pay group they will be paid out from (scenario 1 above).

For example, the employee below has the ability to clock in as either a cashier or training manager at the Chicago location. This employee earns $16 per hour as a cashier and $22 per hour as a training manager. In Toast Payroll, the job specifies which rate the employee earns for which role.

To add a job (role), navigate to an employee's profile. Scroll down and select + Add job.
Complete the required fields and select Save to finalize
1. The Export ID field is not typically used.
2. If you don't see the job you would like to add, it can be created in Toast Web. Use Create and Edit Jobs (Roles) for Toast POS to learn more.
This job will sync to the employee's Toast Web profile right away.

Toast Payroll: Change an Employee's Job

In Toast Payroll, navigate to the employee's profile and select the > caret icon to the right of the job you'd like to update.
Select the edit pencil for the position containing that job. If you have more than one position, you can identify which one to select by comparing the Level 3 - Job field.
Add a Reason at the top. Position Update works well here.
Update the Job field in the middle of the page and select Submit towards the bottom. If the employee's pay should change as well, visit Toast Payroll: Make a Pay Change.

Toast Payroll: Remove a Job From an Employee's Profile

Navigate to the employee's profile and select the Jobs tab from the Employment page.
Select the trashcan icon for the job (role) you'd like to remove from this employee. Select Delete in the pop-up.
1. If the job you'd like to remove is the one tied to the primary position (the first job here), we will need to edit the position first. Navigate to the Position tab on the left.
2. Select Edit on the following page.
3. Add a Reason at the top. Position Update works well here.
4. Update the Job field in the middle of the page and select Submit towards the bottom. If the employee's pay should change as well, visit Toast Payroll: Make a Pay Change.

Toast Payroll: Add a Secondary Position

Note: Secondary positions should only be added if your account has multiple pay groups and employees will be paid out of more than one pay group.

If an employee works at a location or in a role that is paid out of a separate pay group, a secondary position must be added. This secondary position gives the employee the ability to be paid out of this new pay group (scenario 2 above). This typically happens when the employee is part of two different FEINs under the same company code.

For example, the employee below can be paid out of the Management and the Chicago Too pay groups.

To add an employee to a new pay group, a secondary position must be added to their profile. Navigate to the employee's profile and select the > carat icon to the right of their primary job.
Select Add+ on the following page. If you do not see the Add+ button, chat with us via the blue chat dot in the lower-right corner of the page.
Complete the required fields and select Save. For a guide on completing these fields, read Toast Payroll: Update Positions.
Keep in mind that secondary position information is not displayed on the Jobs page; only the employee's primary position information is. The Jobs page is what communicates to Toast Web whereas the Position Detail page details allow us to match the job(s) to the proper pay group (Toast Payroll uses the FEIN of the jobs to properly match to the FEIN listed on the Position Detail page).

If the employee works under multiple FEINs with different jobs, like in scenario 3 above, you will need multiple positions and multiple jobs:

Begin by adding a secondary position for the alternate FEIN/pay group.
If the employee also needs the ability to clock in or clock out at a new location, you will want to add a new job. Navigate to the employee’s profile > Jobs tab > Add+. You will want to add a separate job for each role the employee works at under this new location.

Toast Payroll: Remove a Secondary Position

If an employee has more than one position, but they will not be working out of a secondary location/pay group any longer, you may wish to deactivate their secondary position. Primary positions cannot be deactivated.

Navigate to an employee's profile and select the > carat icon to the right of their primary job.
Select the yellow Edit button for the appropriate position (cannot be the primary position).
You always need to enter a Reason when making changes to this page. Position Update may work best in this situation.
Immediately under the Reason drop-down menu, select the checkbox labeled Deactivate Position.
Press Submit at the bottom of the page.

Update Pay Rates for a Secondary Position Versus a Job for Toast Payroll

Pay rates for a primary job (i.e. the first job on an employee’s profile) must be changed using the Pay Change tool. Pay rates for all secondary jobs can be changed directly on the Jobs tab. Change these rates by editing the relevant job and updating the new rate.

See Toast Payroll: Make a Pay Change for updating multiple employee rates or secondary rates.

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.