Toast Payroll: Manage Timesheets

In this Article:

• Timesheet Management
• Automatically Approve Timesheets
• Approve Timesheets in Toast Payroll
• Unapprove, Reopen, or Edit an Approved Timesheet in Toast Payroll
• Remove or Delete a Timesheet
• Open Punches in Toast Web
• Fix a Time Entry in Toast Web
• Add a Time Entry in Toast Web
• Individual Timesheets for Salaried Employees
• Additional Resources

​Timesheet Management

Employee hours sync over from Toast POS and appear in Toast Payroll on the Timesheets tile on the main dashboard. Select View timesheets from this tile.

Here, you can see employee hours automatically attach to the corresponding payroll indicated in the Payroll column. Toast highly recommends viewing this page per payroll, especially when approving timesheets (if necessary). Select the All drop-down menu to filter to specific payrolls.

Note: Time entries cannot be edited in Toast Payroll (timesheets can, but this will not sync over to Toast Web and thus is not recommended for accurate reporting). If you need to make changes to an employee's time entry, break, or tips, this must be done in Toast Web. Refer to the Fix a Time Entry in Toast Web section below for instructions. Also, if expected timesheets are missing, begin by reviewing if an employee has duplicate profiles in Toast Web or duplicate profiles in Toast Payroll (if there's duplicate profiles in Toast Payroll, Contact Customer Care). If this is not the case, check the mapping of the profile between the two systems.

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Automatically Approve Timesheets

Toast Payroll lets you decide if you want to skip the manual timesheet approval step of payroll. This process allows time entries made by employees (that appear in Toast Web) to be automatically approved and sent to a payroll run once a payroll has been started or opened. Navigate to Time in Toast Payroll. At the top, you'll see a banner:

Before making a decision, select the ? icon to view common questions about this feature. You can also select the time entries link to visit the Time Entry Management report in Toast Web where you can review or make edits to employee time entries before they automatically appear on a payroll run (see Edit Employee Time Clock Entries). We encourage you to do this whether you have the toggle on or off. 

If you'd like to start automatically approving timesheets, an HR+ user can change the toggle on this page from Off to On. This can be undone at any time, but will only apply to payroll runs that have not been started.

• Once the toggle has been changed to On, the Approve buttons will disappear from this page and any hours in Toast Web will be applied to their respective pay periods and payroll runs once a payroll has been started.
• All timesheets will be approved automatically when you start payroll, so you won't need to approve them manually each time.
• If hours on an auto-approved timesheet are incorrect, you can reset payroll (if necessary) and edit employee time entries in Toast Web (learn more: Toast Payroll: Reset a Payroll).
• If an employee forgets to clock out and auto-approved timesheets are enabled, their timesheet will be flagged for review when you preview your payroll. Anyone who was automatically clocked out will also be flagged in Time Entry Management (a report in Toast Web).

You can change the auto-approve timesheets setting at any time. Timesheets will either be automatically approved or remain unapproved based on your selection. If you decide you no longer want the auto-approve timesheets setting on while you're processing payroll, first reset the payroll. Then navigate back to Time and disable the toggle. Then refresh the page and the timesheets will appear with the option to Approve them.

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Approve Timesheets in Toast Payroll

If you do not have the auto-approved timesheets feature turned on, this is one step of preparing to run payroll. In order to pay out hours to employees, timesheets must be approved in Toast Payroll before the associated hours will appear on a payroll run. It is best practice to review each timesheet and its hours before approving it or before beginning payroll.

To approve individual timesheets, select the green Approve button. To approve multiple timesheets, follow these steps:

1. It is a common mistake to approve timesheets that are not tied to the payroll in question (doing this will create a second timesheet for the employee). Remember to always select the All drop-down menu above the Payroll column to filter to only the appropriate timesheet(s).
2. Select the box next to each appropriate employee. Otherwise, to select all timesheets, select the box to the left of the Last Name column header.
3. Select Approve All at the bottom of the page.
   1. If you have multiple timesheets for the same employee, this can be the result of syncing, additional tips, position changes, approving timesheets before the end of the pay period, or other factors. We encourage you to review them closely for any overlaps or errors. You do not need to consolidate time entries onto one payroll; the end result will be the same if they were consolidated or not.
      
      

1. In Toast Payroll, navigate to an employee's profile > Pay History > Timesheets.
2. Select Re-Open for the approved timesheet. You can now make changes to time entries that will sync to this timesheet.
   1. If payroll has already been started, timesheets cannot be reopened or edited until the payroll is reset.
   2. If you need to update the job on a time entry, that can be done after reopening the timesheet in Toast Payroll. In Toast Web, navigate to Reports > Labor > Time entry management. Locate the time entry and select it so you can update the Job field in the sidebar. Once you select Save changes, the timesheet will immediately update in Toast Payroll. You may need to refresh the Toast Payroll page.
      
      
       
3. The employee's time entries can now be adjusted. Find directions for editing a time entry or adding a time entry in Toast Web.
   1. If a time entry shows up in Toast Web, but not in Toast Payroll, it will just need to be resubmitted. Open Toast Web and navigate to Reports > Labor > Time entry management. Locate and select the time entry to open the sidebar. You simply need to select Save changes and the information will resync with Toast Payroll.
   2. If this employee's timesheet has time entries under the wrong/incorrect location, the time entries could be under the wrong profile or the job/position could be tied to the wrong location. In the lower-right corner of any Toast Payroll page, select the blue chat button to contact Toast Payroll Customer Care for assistance with this.
   3. Note: There is an option to edit time entries directly on Toast Payroll timesheets, but changes made to a Toast Payroll timesheet will not sync to Toast Web time entries. These changes will cause reporting inaccuracies and possibly other consequences depending on your setup. If you'd like to enable time entry changes to Toast Payroll timesheet, an HR+ user can navigate to Settings > Timekeeping > Settings and toggle Make Timesheets Read Only to No.
4. Once the edits or additions to time entries have been made, you can return to Toast Payroll and approve the updated timesheet. Time entry edits and additions will immediately sync from Toast Web to Toast Payroll.

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Remove or Delete a Timesheet

Note: Deleting a timesheet works whether or not auto-approve timesheets is enabled.

When a payroll has passed, any unapproved timesheets associated with that payroll will remain on the Time page. If you'd like to remove these from the page (approval is not necessary):

1. Select the hyperlink in the Timesheet column.
2. You'll now be able to select the trashcan icon for each individual time and tips entry.
3. Once each entry has been removed from this page, navigate back to Time and you'll see a Delete button where the Approve button used to be.
4. Select Delete to permanently remove this timesheet from Toast Payroll.
   1. You may need to scroll your screen to the right to see the trashcan icon or Delete button, especially if you're using a mobile device.

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Open Punches in Toast Web

Timesheets cannot be approved if there are open punches. Employees flagged with Open Punches have an open shift and must clock out prior to their timesheet being approved.

When viewing the timesheet details, red entries indicate the shift the employee did not clock out of. If an employee forgot to clock out, this will need to be addressed in Toast Web prior to approving the timesheet.

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Fix a Time Entry in Toast Web

If you notice an incorrect clock in or clock out time, an automatic clock out (Locate Auto Clock Out Time Entries), or an open punch on a Toast Payroll timesheet, you'll need to fix this in Toast Web.

• If you use the automatic timesheet approval feature, do this before selecting Preview for your payroll on the Pay Cycle Dashboard.
• If you do not use the automatic timesheet approval feature, do this before approving the associated timesheet in Toast Payroll. If a Toast Payroll timesheet with the incorrect information has already been approved, it will need to be reopened and reapproved before any changes will sync to it.
• If payroll has been started in either case, reset your payroll first (Toast Payroll: Reset a Payroll). Note: Resetting a payroll will remove any manual changes you've made.

1. From Toast Web, select Reports > Labor > Time entry management.
2. Choose the correct date range and location from the drop-down menus at the top. You might also select an employee.
   
   
   
   
3. Make any edits to the Time in, Time out, or Cash tips decl. (declared) fields directly on this page. Select the checkmark to save your work.
4. To resubmit a time entry, edit an employee's job, or delete the time entry entirely, select it from this list to open the shift details. The Job field can be edited here and the Delete button lives here as well. Select Save changes to finalize any Job edits or resubmit this time entry.
   
   
   
   
5. Any changes will push to Toast Payroll instantly; you may need to refresh the Timesheets page in Toast Payroll to see the updated changes.

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Add a Time Entry in Toast Web

In order for this new entry to appear on a timesheet, its associated payroll must not be started and the timesheet cannot be approved (if applicable).

1. In Toast Web, select Reports > Labor > Time entry management.
2. From this report, select + Add Entry in the upper-right corner of the screen.
3. Select an Employee from the drop-down menu and follow the prompts to enter the correct Job, Time in and Time out fields, and Cash Tips Declared/Breaks (if applicable).
   
   
   
   
4. Select Save entry to finish. This update will sync to Toast Payroll immediately; you may need to refresh the Time page in Toast Payroll to see the updated changes.

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Individual Timesheets for Salaried Employees

Salaried employees are paid out under the SALARY earning code. However, while viewing the Pay History > Timesheets page of a salaried employee’s profile, you may notice a REGULAR earning code attached to one or more of their timesheets. This is done to align with the data that exists in Toast Web and to allow salaried employees to easily be made non-exempt (if necessary). However, this is non-problematic. These employees will still be paid out using the SALARY earning code.

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Additional Resources for Timesheets

• Toast Payroll: Get Help With Timesheets
• Toast Payroll: Prepare to Run Payroll
• Edit Employee Time Clock Entries
• Locate Auto Clock Out Time 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.