Toast Payroll: Run Your Payroll

In this Article:

• Prepare to Run Payroll
• Steps to Run Payroll
• Troubleshoot Your Payroll Run

Prepare to Run Payroll

In order to most efficiently process a payroll, you should take a couple steps before beginning. This includes approving timesheets (if applicable), preparing tips, and making personnel updates such as job or pay changes. See the full list of preparation steps and a recommended timeline in Toast Payroll: Prepare to Run Payroll.

Note: If you are not yet using your Toast POS devices and handhelds, you must post payroll four days before your check date. Once you are live on Toast POS, this date becomes more flexible, but before going live, this deadline must be enforced for security reasons.

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Steps to Run Payroll

For a quick walkthrough of the steps you should take to review and complete a payroll run, watch this shorter video.

If you'd like a more in-depth look at the steps for a successful payroll run, check out this longer video complete with troubleshooting steps towards the end.

1. If you use Toast Tips Manager, ensure that you before approving timesheets (if applicable). Any tips added after timesheet approval will require unapproving the timesheet(s), reverting or unsending the tips, making the corrections if not completed yet, resending the tips, and reapproving the timesheets.
   1. If multiple timesheets are created due to delayed tip submissions, manually approving them is necessary to process the tips correctly.
2. Before you start to run payroll, you may need to approve timesheets for your staff. Navigate to Time and take note of the toggle at the top. If it's enabled, the time entries from Toast Web will automatically appear on the Employee Earnings step of payroll (step 5 below). If the toggle is disabled, we strongly recommend filtering the page to the current pay period to approve timesheets (use the drop-down menu above the Payroll column). See  to learn more.
   1. Whether you have the automatically approve timesheets feature enabled or disabled, you should always review the time entries in Toast Web for accuracy so you can make any necessary adjustments prior to payroll. To do this, open Toast Web and navigate to Reports > Labor > Labor summary. Set the date range to match your pay period. If any , do that here in Toast Web rather than in Toast Payroll. This way, the reporting will be correct in both systems since this data immediately syncs to Toast Payroll upon saving.
      
      
      
      
3. To open payroll, select Payroll from the left navigation rail or select View payroll from the tile on the main dashboard.
   
   
   
   
4. Select Preview to start a payroll from the beginning.
   1. The badge indicated by the orange arrow below gives you quick insight into what steps need to be taken before running this payroll. Until the highlighted badge says Ready to Run, follow the steps outlined in the section above.
      
      
      
      
5. You will be brought to the . In the Action Item card, you can review the list of action items you need to complete before processing the payroll. You will see three types of action items (), depending on your settings, along with any missing information. You may also view hours versus last pay period and recent activity of previous actions taken (, , and ) relating to this payroll run. Select to advance.

Troubleshoot Your Payroll Run

Still have questions? Check out or . Additionally, we highly recommend viewing the short overview video or the longer, on-demand Toast Classroom video .

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.