Toast Payroll: New Customer Onboarding FAQ

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Toast Classroom - Getting Started with Toast Payroll

In this Article:

• New Customer Onboarding FAQ
• Payroll/Pay Related FAQ
• Employee Management FAQ
• Tax FAQ
• Toast POS and Toast Payroll Integration

New Customer Onboarding FAQ

What information should I have readily available as part of onboarding?

• • Company code: This is the name of your account that you'll create during onboarding. In some cases, you and/or your employees may use this to log into Toast Payroll. Your company code is often interchangeable with your company name. We recommend using something broad and easy for all employees to remember. A company code must be one word without spaces or special characters.
  • Tax account details: FEIN & state tax account numbers
  • Business legal name: The name your company is registered as with the IRS
  • Jobs: the roles that employees use to clock in and out with
  • Payroll frequency: How often you will pay employees (weekly, bi-weekly, semi-monthly, or monthly)
  • Suggested first check date: Your first check date in Toast Payroll
  • Bank account information: You will need to let us know which bank accounts you will use to pay your employees and fund other payroll costs

How do I know what steps are left to take before I can go live and run my first payroll?

The onboarding process for Toast Payroll starts with setting up your restaurant account on the Implementation Dashboard and ends with showing you how to submit your first payroll. Once you've completed the Implementation Dashboard and set up your business with us, Toast Payroll uses a Setup Checklist to guide you through different payroll settings and to request specific information from you. This checklist is used by you and your Onboarding Consultant together, so not all tasks will be your responsibility. Visit for a complete walkthrough of the onboarding process.

What if I had a previous payroll provider before Toast Payroll?

During onboarding, the Toast Payroll Team will ask you for your prior provider credentials in order to access the provider. We will then export all of the employee-related data in order to add new employees and their quarterly data into the Toast system.

Once you are live with Toast Payroll (you have completed your first payroll run), review any lingering services you may have with your prior provider and ensure you are taking steps to end the relationship with these providers as you begin with Toast Payroll. You'll want to regularly navigate to Taxes to look for , including one for cancel tax filing services with your previous payroll provider.  Failure to end services with a prior provider could result in duplicate, inaccurate, and/or incomplete tax filings in future quarters.

If you are switching to Toast Payroll from another provider mid-quarter, confirm how/when tax amounts that are due at the end of the quarter will be remitted to you. 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 we can pay these on your behalf by the quarterly deadline.
 

How do I receive my login information for Toast Payroll?

Your login information will be provided in the Welcome to Toast Payroll email and your password will be setup by you in Step 1 of .
 

How does Toast Payroll work with Toast POS/Toast Web?

Many data points automatically sync between the two systems. If you have both Toast POS and Toast Payroll, read to see where to enter specific information in the two systems.
 

How will I be charged for Toast Payroll? What are the fees?

Fees to operate Toast Payroll will depend on your subscription and the actions your company takes. Check out to find more answers.

What is the Tax Center and how can it help me?

The Tax Center is a hub in Toast Payroll which contains tasks to be completed to help enable a successful quarterly tax filing. By frequently checking the Tax Center and completing these tasks, you can plan for upcoming payroll tax filings and ensure Toast Payroll has the items necessary for your payroll tax filings. Navigate to Taxes in the left-hand navigation of Toast Payroll. Visit for more information.

Payroll/Pay Related FAQ

When will my employees receive their pay?

As long as payroll processing guidelines are followed, employees will receive direct deposits on the day listed as your check date. We recommend submitting payroll three business days prior to your check date to ensure there are no shipping delays or other complications. Printed checks will typically be delivered within 24 hours of the time that you submit payroll. See  for scenarios on when employees will be paid depending on when payroll has been submitted.

When will Toast Payroll debit me for the payroll wages and fees? How much should I have in my bank account for payroll?

The debit date also depends on when your payroll was posted, but you can check the examples in to learn more. The same article gives you three different places to check your funds requirement; two of them can be used prior to submitting payroll.

What options does Toast Payroll offer for how employees receive their pay?

• Direct Deposit: To view or update current direct deposit information, review  for instructions on how to do so.
• Toast Pay Card: For more information on Toast Pay Cards and PayOuts, visit .
• Paper Check: If paper check is chosen, see the next question for more details.
   

When employees select paper check, what options do employers have for generating a check?

Navigate to Settings > Payroll > Paycheck Delivery to make your selection.

• • Toast-Printed: These checks contain employee net amounts and are shipped via UPS for an additional charge. Learn more via .
  • Self-Written: Pay employees in cash, hand-write checks from your business's checkbook, or use a combination of methods. Visit  for more details.
  • Self-Printed: Print checks anywhere you have a printer.  has more information.

Which paper check delivery option is right for our business?

For a list of pros and cons and additional information on paycheck delivery options, read .
 

Employee Management FAQ

How do I access an employee's record to make changes?

Type an employee’s name into the Search employees bar in the upper right-hand corner of any screen. Select their name to be taken to their profile.
 

How do I hire a new employee into the system?

Navigate to Team > +Add Team Member. See the whole process in .
 

How do I terminate an employee in the system?

Navigate to the employee's record using the Search employees bar. Select the carat icon > in the upper-right corner of the Status tile to begin the termination workflow or follow the Toast Payroll steps in .

Where can my employees find assistance using the system?

Please direct all employee questions to toast.help/employees or (it's the same page). This page contains several topics and step-by-step directions written specifically for employee users of Toast Payroll.
 

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

On the Direct Deposit page under Settings > Payroll > Direct Deposit, you can view the employees with and send an email notification to alert them about . The second half of the report lists each employee who is successfully set up.
 

Tax FAQ

How do I register for state tax account numbers? Where do I find the numbers I've already registered for?

Visit the chart in  to find links to register for each state's withholding account number (if applicable), unemployment account number, and SUTA rate. The agency's website can typically help locate any misplaced tax account numbers.
 

Can I use Toast Payroll if I don't have a Federal Employer Identification Number (FEIN) or state tax account numbers?

You must obtain an FEIN from the IRS in order to utilize Toast Payroll. You may run payroll without having registered for state tax account numbers, but this should be used temporarily only since it may cause late payments to corresponding tax agencies along with possible penalties and fees if the numbers aren't received by the end of a quarter. Check out for more information on each type of tax account number.
 

What are employee taxes?

When you run payroll, Toast will withhold income taxes (if applicable) and payroll taxes from the employees' pay according to their own tax settings and their work tax location. Toast Payroll automates this process.
 

1. Federal Income Tax (FIT)
2. State Income Tax (SIT) (where applicable)
3. Social Security (FICA)
4. Medicare
5. (where applicable)

What are employer taxes?

In addition to withholding and paying the employee payroll taxes, there are employer payroll taxes that must be calculated and paid. Toast Payroll automates this process.
 

1. Social Security (FICA)
2. Medicare
3. Federal Unemployment Tax (FUTA)
4. State Unemployment Tax (SUTA)

Toast Web and Toast Payroll Integration FAQs

How do I use Toast Payroll in conjunction with Toast Web?

Information is synced between Toast Payroll and Toast Web, but it is important that information is entered in the appropriate place for syncing to occur properly. Visit . 
 

How do I track my employee's hours?

Clock in and clock out information transfers from Toast Web to Toast Payroll. You can view in Toast Payroll by navigating to Time.

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.