Toast Payroll: Payroll Summary Report

In this Article:

• Payroll Summary Report Overview
• Access the Payroll Summary Report
• Payroll Cash Summary Breakdown
• Consolidated Payroll Summary Report
  • Alignment With QEPAR YTD Records or Form W-2/W-3 Reports

Payroll Summary Report Overview

The Payroll Summary report provides payroll totals of earnings, deductions, taxes, and net pay.  The cash requirements needed in order for payroll to be funded are also included in the report. There is no employee-specific information on this report.

After a payroll has been submitted, Toast Payroll debits the bank account we have on file for that pay group. To understand the day a payroll will debit your account, review Toast Payroll: Manage Debit and Withdrawal Schedules. The amount debited depends on if you write payroll checks out of your own account or out of Toast Payroll's account:

• If you write out of Toast Payroll’s account, We debit all employee net payments as well as the tax amounts and any service fees from the customer's account when the payroll is run.
  • Writing out of Toast Payroll's account is a legacy feature. New customers can no longer choose to write out of Toast's account as of Q1 2022.
•  If you write out of your own account: Only the employee net payments that are made by direct deposit are debited as well as the tax amounts and service fees, checks are not included in this amount.

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Access the Payroll Summary Report

You can find this report while running a payroll and after submitting a payroll. During the Review and Submit step of the payroll process, you can access it via the Reports tile or through the download arrow hyperlink at the top of the Accounting Summary tile. To view this report on a submitted payroll at a later time, select Payroll > Past Payrolls > View. Note: A small amount of users may see a simplified Accounting Summary tile. This is a result of certain deduction configurations or timings of withdrawals where the line items aren't available.

For informational purposes

You can also view details of payroll debit dates and amounts via the Payroll Withdrawal Receipt. This becomes available after 5 pm EST on the day you submit payroll. Learn more by reading Toast Payroll: Manage Debit and Withdrawal Schedules.

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Payroll Cash Summary Breakdown

Here is a breakdown of each line item on the Payroll Summary report. The line item names on this report are fixed based upon system configuration, so they cannot be changed or customized.

For informational purposes

• Active: Number of active employees in Toast Payroll who are in this pay group, per the Position page on their profile. Active employees is not the same as number of employees paid. 
• Leave of Absence: Number of employees in Toast Payroll that are on the leave of absence (LOA) status. Employees with an LOA status are not part of the PEPM pricing model and will not be included in your Toast Payroll invoice. This item will not appear if you do not have employees on LOA. 
• Total: Total number of employees considered for the payroll.
• Direct Deposit: Total net amount for employees who are receiving pay by direct deposit. Employees who have entered their direct deposit information into Toast Payroll will be paid on the check date assuming the regular schedule was followed.  
• Invoices: Monthly SaaS Fee: Toast Payroll monthly service charge. This is billed monthly on the payroll which contains the first check date of the month and thus will not appear on every Payroll Summary report. The monthly fee is based on the number of active records in Toast Payroll (LOA employees are not considered active records in this context). Minimums may apply per your contract with Toast Payroll.
• Invoices: Sales Tax (Monthly SaaS Fee): Tax on the SaaS fee. The amount of tax is calculated for the state of the address of your FEIN. This is collected by Toast Payroll and paid to the appropriate state. If you're in one of these states, you may see this charge: AL, AK, AZ, CT, DC, HI, KY, LA, MA, NM, NY, OH, PA, RI, SC, TN, TX, UT, WA, and WV.
• Net Pay + Invoice Total: Amount of pay for direct deposits plus any invoice cost.
• Vendors Direct Deposit: Amount paid to vendors through payroll if they are set up to be paid by direct deposit. 
  • Vendors are set up on certain employee deductions (usually benefits, garnishments, and/or child support deductions).
  • The amounts are deducted from employee pay and sent to the appropriate vendor via the method indicated in the setup. 
• Payroll Taxes: Amount of taxes calculated on employee pay to be paid to tax agencies. 
  • This includes both employee and employer amounts to the applicable federal, state, and local agencies. 
  • This amount is collected by Toast Payroll and paid to the appropriate agencies. 
• Taxes Total: Total amount of payroll taxes
• Cash Requirements: Total amount of cash to be collected by Toast Payroll from your account when payroll is submitted. 
  • This amount is the total of the Direct Deposit, Vendors Direct Deposits, Invoices: Monthly SaaS Fee and Sales Tax, and Payroll Tax amounts. 
  • The standard process is to debit this amount from the bank account that Toast Payroll has on file the day after you submit payroll. 
• Checks: Total amount for employees who receive pay via paper check. 
  • These checks are printed either by you (self serve printing) or the Toast Payroll Shipping Department (charges may apply) and given to employees. 
  • If you write checks out of your own account, this amount will not be debited by Toast Payroll.
  • The amounts will be debited from your account as employees cash/deposit their checks. 
• Void Checks: Amount from checks that were voided (canceled). 
  • The amount listed here is the net amount of the check that was voided. 
  • This amount should be reconciled with the employee or your bank. 
• Vendors Checks: Amount paid to vendors through payroll if they are set up to be paid by check. 
  • Vendors are set up on certain employee deductions (usually garnishments and/or child support deductions)
  • The amounts are deducted from employee pay and sent to the appropriate vendor via the method indicated in the setup. 
  • These checks are printed and shipped by Toast Payroll on your behalf, but if you write checks out of your own account, these checks will not be debited by Toast Payroll.
  • Instead, the amounts will be deducted from your account when the vendor, such as a child support agency, cashes the checks. 
• Non-Debit Items: Total amount of items on the payroll that Toast Payroll will not debit your account for after payroll is submitted. These items will be deducted from your account as the checks are cashed. 

Note: Fees for some other processes can be added to any payroll. These appear as a separate line item and are included in the Cash Requirements for that payroll. Fees include but are not limited to tax corrections, stop payments (if written out of Toast Payroll's account), Form W-2 printing, setup, and shipping. 

Consolidated Payroll Summary Report

The Consolidated Payroll Summary Report in the Standard Report Library (Reports > Standard) combines multiple Payroll Summary reports for totals across payrolls in PDF form.

• You can queue this report by selecting a date range (will consolidate information based on payrolls with check dates in the date range) or select individual/multiple payrolls.
• To select multiple payrolls in a row, select the first one desired, hold Shift, then select the final desired payroll. This will highlight all payrolls within the range.
• If you want to select only specific payrolls, hold the Ctrl/command button as you select each desired payroll.

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Alignment With QEPAR YTD Records or Form W-2/W-3 Reports

The Payroll Summary report only pulls data from payrolls posted within Toast Payroll. The Quarterly Employee Payroll Audit report (QEPAR), Forms W-2, and Form W-3 will all include information from payrolls posted with Toast Payroll, as well as prior records that are imported in during implementation. As a result, if you went live with Toast Payroll in the middle of a year, you can expect to see a discrepancy in these reports. 

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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.