Toast Payroll: Onboarding and Setup FAQ

In this Article:

Before you start
The onboarding process
Switching from a previous provider
Hiring employees in Toast Payroll
Employee onboarding issues
Pay and paycheck delivery
Taxes
Toast Web integration
Billing
Related articles

Before you start

What information should I have ready for onboarding?

Also asked as:

- What do I need before I start payroll?
- What should I prepare for Toast Payroll setup?

Before starting Toast Payroll onboarding, have the following ready:

Company code — The name of your account that you create during onboarding. Your company code is often interchangeable with your company name. It must be one word without spaces or special characters. Choose something broad and easy for all employees to remember.
Business legal name — The name your company is registered as with the IRS.
FEIN — Your Federal Employer Identification Number.
State tax account numbers — State tax account numbers for each state where you have employees.
Bank account information — The bank accounts you will use to pay employees and fund other payroll costs.
Jobs — The roles employees use to clock in and out.
Payroll frequency — How often you will pay employees (weekly, biweekly, semimonthly, or monthly).
Suggested first check date — Your first check date in Toast Payroll.
Employee information — Names, email addresses, pay rates, and job details for all employees.
Previous payroll provider reports (if switching) — Year-to-date wage and tax data.

For a complete walkthrough of the setup process, read Toast Payroll: Get Started With Onboarding and Implementation.

Can I use Toast Payroll without a FEIN or state tax account numbers?

Also asked as:

- Do I need an EIN to start?
- What if I don't have my state tax ID yet?

You need a FEIN to run payroll. If you do not have one, apply for a FEIN through the IRS before completing your Toast Payroll setup. To look up an existing FEIN, read How can I view or confirm my FEIN with Toast?

State tax account numbers are required for tax filing. If you need to register for state accounts, read Toast Payroll: Register for State Tax Accounts. You can also read Toast Payroll: State Tax Account Numbers for details on what numbers you need by state.

The onboarding process

How do I know what steps are left before I can run my first payroll?

Also asked as:

- How do I check my onboarding progress?
- What's left before I can process payroll?

Toast Payroll provides an onboarding checklist that tracks your progress through setup. The checklist shows which steps you have completed and which are still outstanding, including company information, tax setup, bank account verification, and employee onboarding.

For the full onboarding walkthrough, read Toast Payroll: Get Started With Onboarding and Implementation.

How do I log in to Toast Payroll for the first time?

Also asked as:

- Where do I sign in to payroll?
- How do I access Toast Payroll?

You will receive a welcome email from Toast Payroll with instructions to set up your account and log in. Follow the link in the email to create your password and access your account. See Toast Payroll: Employee Onboarding (Employee Guide) for each step you should take as a new Toast Payroll user.

For details on your security role and permissions, read Toast Payroll: Security Roles.

Switching from a previous provider

What if I had a previous payroll provider?

Also asked as:

- How do I switch to Toast Payroll from another provider?
- What do I need from my old payroll company?

During onboarding, the Toast Payroll team will ask for your prior provider credentials to export employee-related data and quarterly wage and tax information into Toast Payroll.

Important: Once you are live with Toast Payroll (you have completed your first payroll run), review any lingering services with your prior provider and cancel them. Navigate to Taxes in Toast Payroll to look for tasks Toast Payroll asks of you, including canceling tax filing services with your previous provider. Failure to end services with a prior provider could result in duplicate, inaccurate, or incomplete tax filings.

If you are switching mid-quarter, confirm how and when tax amounts due at the end of the quarter will be remitted. Toast Payroll will debit your payroll account within two weeks of your first payroll for both federal and state unemployment taxes (FUTA and SUTA) to ensure these are paid by the quarterly deadline.

For the complete onboarding process, read Toast Payroll: Get Started With Onboarding and Implementation.

Why do I need to add terminated employees to Toast Payroll?

Also asked as:

- Do I need to enter former employees?
- Why are terminated employees part of onboarding?

If you are switching providers mid-year, you need to add employees who were terminated earlier in the year so their year-to-date wages and taxes are included in your annual tax filings (for items such as W-2s). Toast Payroll needs a complete record of all wages paid during the calendar year to file accurate returns.

For details on employee termination records, read Terminate or Archive an Employee in Toast Web or Toast Payroll.

Hiring employees in Toast Payroll

How do I add a new employee in Toast Payroll?

Also asked as:

- How do I create a new hire?
- How do I set up a new employee?
- Where do I add team members?

To add a new employee:

Navigate to Team > Onboarding to access the New Hire Dashboard.
Select + Add team member to begin.
Enter the required employee information (see the next question for details).
The employee will receive an onboarding email to complete their paperwork.

For the full step-by-step process, read Toast Payroll: New Hire Employees (Employer Guide).

What information do I need before an employee can complete onboarding?

Also asked as:

- What do I fill out for a new hire?
- What fields are required when adding an employee?

When adding a new employee, you need to provide:

First name and last name
Email address
Employment details: employment type, job(s), and security role
Pay information: work tax location, overtime eligibility, and pay rate
W2 (SSN needed) or 1099 employee

You can also upload additional company documents for employees to sign, such as a company handbook or state-specific documents. Read Toast Payroll: Upload Documents for New Hires for instructions.

To assign employees to multiple jobs or locations, read Toast Payroll: Assign Employees to Multiple Jobs and/or Locations.

What if I don't have an email address for an employee?

Also asked as:

- Can I hire someone without an email?
- What if my employee doesn't have email?

An email address is needed for an employee to complete onboarding paperwork and log in to Toast Payroll. Without one, the employee cannot complete required steps such as Form I-9, Form W-4, and payment method setup.

You can still add the employee and enter their email address later. To add the email afterward:

Navigate to the employee's profile.
Select User Account from the Profile tab.
Enter the email address and resend the onboarding invitation.

For more details, read Toast Payroll: Employees Without Email Addresses.

What does an employee need to complete before they can get paid?

Also asked as:

- What do employees need to do for onboarding?
- What paperwork do new hires need to finish?

Employees must complete the following during onboarding before they can be paid:

Form W-4 (federal tax withholding)
Form I-9 (employment eligibility verification)
Payment method selection (direct deposit, Toast Pay Card, or paper check)
Any additional company documents uploaded by the employer

For the employee's step-by-step guide, read Toast Payroll: Employee Onboarding (Employee Guide).

How do I check which employees are set up for direct deposit?

Also asked as:

- How do I know if direct deposit is working for my employees?
- Where do I see direct deposit status?

To view direct deposit status:

Navigate to Settings > Payroll > Direct Deposit.
The top of the page lists employees with incomplete direct deposit information. You can send email notifications from this page to remind them.
The second section lists employees who are successfully set up for direct deposit.

For more details, read Toast Payroll: Get Help With Direct Deposit Accounts.

Employee onboarding issues

How do I resend the onboarding email to an employee?

Also asked as:

- How do I send the invite email again?
- My employee didn't get the onboarding email, how do I resend it?

To resend the onboarding invite email:

For one employee: Navigate to the Team page and select the envelope icon next to the employee's name.
For multiple employees: Select the checkboxes next to their names, then select Invite.

Important: The original "welcome" email cannot be resent. Only the "invite" email can be sent. If you do not see the option to resend, the employee has already logged in. In that case, the employee may need to reset their password.

For full instructions, read Toast Payroll: Resend New Hire Onboarding Email.

How do I check which employees have completed onboarding?

Also asked as:

- How do I see onboarding status?
- Where can I see who finished onboarding?

To check employee onboarding status, navigate to Team > Onboarding. The onboarding dashboard shows the current status for each employee, including which steps they have completed and which are still pending.

For details on the Team page, read Toast Payroll: Team Page.

What happens if an employee doesn't finish their onboarding steps?

Also asked as:

- What if my employee didn't complete onboarding?
- Can I still pay someone who hasn't finished onboarding?

If an employee does not complete their onboarding steps:

They cannot receive payment via direct deposit because their bank information is not on file.
Their tax withholding may not be set up correctly without a completed W-4.
Their employment eligibility is not verified without a completed I-9.

Follow up with the employee and resend the onboarding invite email if needed (see the question above). If the employee cannot complete their onboarding digitally, contact Customer Care for assistance.

What if an employee gets an error on their W-4 during onboarding?

Also asked as:

- My employee is getting a W-4 error
- W-4 won't submit during onboarding

If an employee encounters an error while completing their W-4 during onboarding, common causes include:

Required fields not completed (such as employer information or FEIN)
Browser compatibility issues — try using a different browser (Google Chrome on a desktop or laptop is recommended) or clearing the cache. Also try using a desktop or laptop rather than a mobile device
Session timeout — the employee should log in again and retry

If the error persists, contact Customer Care with the specific error message displayed.

Pay and paycheck delivery

When will my employees receive their pay?

Also asked as:

- When do employees get paid?
- How long until my employees see their paycheck?

As long as payroll processing guidelines are followed, employees receive direct deposits on the day listed as your check date. Submit payroll at least three business days before your check date to avoid shipping delays or other complications. Printed checks are typically delivered within 24 hours of submitting payroll.

For specific scenarios based on when payroll is submitted, read Toast Payroll: Get Help With When Employees Are Paid.

When will Toast Payroll debit my account for wages and fees?

Also asked as:

- When does money come out of my account?
- What is the debit schedule?

The debit date depends on when your payroll is posted. You can check your funds requirement in three different places, two of which can be used before submitting payroll.

For debit timing examples and how to check your funds requirement, read Toast Payroll: Manage Debit and Withdrawal Schedules.

What pay options does Toast Payroll offer?

Also asked as:

- How can I pay my employees?
- What payment methods are available?

Toast Payroll offers several pay options for employees:

Direct deposit — Funds deposited directly to the employee's bank account. Read Toast Payroll: Get Help With Direct Deposit Accounts.
Toast Pay Card — A pay card option for employees. Read Toast Payroll: Get Started With Toast Pay Card - Employer Guide.
Paper checks — See the next question for delivery options.

Employees select their preferred payment method during onboarding.

What are the paper check delivery options?

Also asked as:

- How do I get checks printed?
- Can I print checks myself?

To configure paper check delivery, navigate to Settings > Payroll > Paycheck Delivery. Toast Payroll offers three options:

Toast-printed checks — Toast prints and mails checks. Read Toast Payroll: Manage Toast-Printed Paycheck Delivery.
Self-written checks — You write checks yourself using payroll data. Read Toast Payroll: Manage Self-Written Paycheck Delivery.
Self-printed checks — You print checks at your restaurant. Read Toast Payroll: Use Self-Printed Paycheck Delivery.

For a comparison of all options, read Toast Payroll: Paycheck Delivery FAQ.

Taxes

How do I register for state tax account numbers?

Also asked as:

- How do I get my state tax ID?
- Where do I register for state taxes?

You need state tax account numbers for each state where you have employees. Toast Payroll provides a registration guide for each state with links to the relevant state agency websites.

Read Toast Payroll: Register for State Tax Accounts for instructions by state. For details on what numbers are needed, read Toast Payroll: State Tax Account Numbers.

Can I use Toast Payroll without a FEIN?

Also asked as:

- Do I need an EIN?
- Where do I find my FEIN?
- How do I look up my EIN?

No. A FEIN (Federal Employer Identification Number) is required to run payroll. If you do not have one, you must apply through the IRS before completing Toast Payroll setup.

To look up or confirm your existing FEIN, read How can I view or confirm my FEIN with Toast?

What taxes are withheld from employee pay?

Also asked as:

- What deductions come out of my employees' paychecks?
- What employee taxes does Toast Payroll handle?

Toast Payroll withholds the following from employee pay:

Federal income tax (based on the employee's W-4)
Social Security tax (employee share)
Medicare tax (employee share)
State income tax (where applicable)
Local taxes (where applicable)

For details, read Toast Payroll: Manage Payroll Taxes. For local tax information, read Toast Payroll: Local Taxes Guide.

What taxes does my business pay as an employer?

Also asked as:

- What are employer-side payroll taxes?
- What taxes do I owe on top of employee wages?

As an employer, your business pays:

Social Security tax (employer share)
Medicare tax (employer share)
Federal unemployment tax (FUTA)
State unemployment tax (SUTA)
Other state-specific employer taxes (where applicable)

Toast Payroll calculates and files these taxes on your behalf. For details, read Toast Payroll: Manage Payroll Taxes.

What is the Tax Center?

Also asked as:

- Where do I manage taxes in Toast Payroll?
- How do I see my tax filings?

The Tax Center is a hub in Toast Payroll that contains tasks to complete for successful quarterly tax filing. By frequently checking the Tax Center and completing tasks, you can plan for upcoming payroll tax filings and ensure Toast Payroll has everything needed.

To access the Tax Center, navigate to Taxes in the left-hand navigation of Toast Payroll. For more information, read Toast Payroll: Manage Payroll Taxes.

How do I set up a new FEIN or pay group?

Also asked as:

- How do I add a new payroll for a new FEIN?
- How do I get employees under a new FEIN?
- How do I set up payroll for a new entity?

If you are opening a new location or business entity that requires a separate FEIN, you will need to set up a new pay group in Toast Payroll. This ensures employees under the new FEIN are taxed and reported correctly. To begin with a new FEIN in Toast Payroll, contact Customer Care.

To confirm or look up your FEIN, read How can I view or confirm my FEIN with Toast? For work tax location setup, read Toast Payroll: Work Tax Locations.

Toast Web integration

How does Toast Payroll work with Toast Web?

Also asked as:

- Does Toast Payroll sync with Toast POS?
- How do I connect payroll and Toast Web?

Toast Payroll syncs employee information with Toast Web so you do not need to enter the same data in two places. Employee details, jobs, and locations are shared between the two systems.

For details on how the integration works and what data syncs, read Toast Payroll: Sync Information With Toast Web.

Billing

How am I charged for Toast Payroll?

Also asked as:

- What does Toast Payroll cost?
- Where do I see my payroll invoice?

Toast Payroll billing includes a base fee and per-employee charges. Your invoices are available within Toast Payroll.

For details on pricing, invoices, and billing schedules, read Toast Payroll: Invoice and Billing Information.