Last updated: Apr 8, 2026, 10:02 AM
| Toast Payroll may not be able to file certain taxes on your behalf if we don’t receive any EIN or SSN information you may be missing prior to the end of the quarter. |
The deadline to post any changes to any data recorded on the quarterly tax filings for check dates within the calendar quarter (regardless of pay period dates) is three business days following the end of the quarter (Note: Items in the Additional Earnings section can be spread out across multiple quarters). After the fourth business day following the end of the quarter, user modifications to the data within the categories listed below will require an amendment or correction to tax filings or amendments to employee Form W-2(s). Additional fees may apply.
For reference, the quarterly period dates of each year are listed here:
A void in Toast Payroll cancels a payroll record, reversing the payroll data of the original transaction from the employee. Voids must be initiated no later than three business days following the end of quarter. To initiate a void, contact Customer Care by selecting the blue chat button in the lower-right corner of any Toast Payroll page. Toast Payroll: Request a Void suggests when you might need a void and what information Toast Payroll needs to complete one.
If you need to remove and/or re-record earnings and/or deductions from a previous quarter, this process typically requires an amendment and an associated fee.
In order to report employee wages as part of our tax filing services, employers must ensure that all employee SSNs are present and accurate within Toast Payroll before the deadline of three business days following the end of the quarter. Many states will not accept returns that contain missing, invalid, or placeholder SSNs. Some states may accept invalid SSNs, but may also charge penalties and/or require corrections.
Regularly visit the Tax Center in Toast Payroll to keep up with any employee SSNs or other information we may be missing. Toast Payroll: Get Help With Social Security Numbers shows employers how to review and update SSNs in Toast Payroll. To learn how to check if an SSN is valid, visit the Social Security Administration's SSN verification system.
Your complete and up-to-date tax information is vital for Toast Payroll to file company taxes on your behalf. We must have this information by the deadline of three business days following the end of the quarter. If you are unsure of your state tax account numbers, review the links in both charts of Toast Payroll: Register for State Tax Accounts to help you register for or locate a tax account number.
If you receive notice from your state or local tax agency regarding your state tax account numbers (sometimes known as SIT EIN and SUTA EIN), state unemployment tax rate and payment frequency, navigate to Settings > Payroll > Tax Accounts to enter this information. Use Toast Payroll: Get Help With Tax Accounts for details on how to use the Tax Accounts page.
Toast Payroll can set up additional payrolls outside of your normal pay cycle timing, known as off-cycle payrolls. We can run an off-cycle for a variety of different reasons, including:
If you need an off-cycle payroll, select the blue support dot in the lower-right corner of any Toast Payroll page. Fill out and send us this form prior to three business days after the quarter ends.
Any items that need to be included on the Form W-2 also need to be recorded on a payroll within the calendar year, often with other wages, so these items can be spread out across multiple quarters. Common items include:
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.