Toast Payroll: Manage the Form W-2 Experience

In this Article:

• Form W-2 Overview
• Form W-2 Preparation
• Receive Form W-2s
• Use Form W-2s
• FAQ
• Additional Resources
   

Form W-2 Overview

A Form W-2 is a federal form filed with the IRS and provided to employees with their wage information and taxes withheld from those wages throughout the calendar year. This form is one document used by individuals to file taxes annually. Toast cannot advise on tax withholding or tax filing processes; employers and employees alike should consult an accountant or tax professional with questions regarding their tax situation.

This 3 minute video teaches employees where their Form W-2 is in Toast Payroll and how to understand the information on it.

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Form W-2 Preparation

The last day to make changes that will affect Form W-2s is Tuesday, January 6, 2026. This means that any changes made on or after January 7, 2026 will not take effect for the 2025 calendar year, including updates to the Form W-2 or Form W-4. Here's a few things you may need to visit to prepare for Form W-2s (this list is by no means comprehensive; contact a CPA or tax pro for advice specific to your circumstances):

Receive Form W-2s

After January 6, 2026, Toast will close out the year to begin filing and generating Form W-2s. 

Use Form W-2s

Once you have your Form W-2, you may be ready to file taxes. You may also need other documents to file.

FAQ

When are Form W-2s available?

The 2025 Form W-2s will be available in Toast Payroll on Monday, January 19, 2026.

What do I need to know about the One Big Beautiful Bill and how it affects my tax filing?

The One Big Beautiful Act has "no taxes on tips" and "no taxes on overtime" provisions. This means individual employee tax deductions are available for eligible employees when they file their 2025 personal income tax return in 2026. To aid in this personal tax filing, Toast payroll has indicated these tip amounts and overtime premium amounts on employee profiles in Toast Payroll under My Profile > Taxes & Documents > Year End Documents.  offers more information. See an accountant or tax professional for advice.

How can employees download their Form W-2 or other year-end documents?

There's two ways an employee can retrieve their Form W-2 on or after January 19, 2026. These instructions apply to active and terminated employees. Note: Check out  for instructions in Spanish.

MyToast Method

1. 1. If you haven't already, on your iOS or Android device. Scan this QR code to be taken straight to the download page.
      
      
      
      
   2. Log into the app with your Toast email address and password.
   3. Navigate to Pay > Access tax forms (W2s).
   4. Select a Form W-2 to open and/or download.

Toast Payroll Method

1. 1. to Toast Payroll and select Download from the blue banner at the top.
   2. You will see your Form W-2s and 1095-Cs (if you're enrolled in health insurance). Select a hyperlinked form to view, download, and/or print it. If your forms do not automatically download, confirm your pop-up blocker is turned off.
      
      
      
      
   3. You can check your Form W-2 delivery method (paper or electronic) on this page as well. If you'd like to change this election, this setting must be locked in before the last payroll of the year; otherwise it will not take effect until the following year-end season. To change your election, select Edit, check either the Paper or Electronic box, and e-sign within the box before selecting Save.

The only reasons active and terminated employees might not be able to access Form W-2s are cases where login credentials are entered incorrectly or the company has terminated their contract with Toast Payroll and moved to an alternate payroll provider, in which case that new provider will provide Form W-2s for that calendar year.
 

I lost my paper Form W-2. What now?

No matter your election status (paper or electronic), you can always get a digital Form W-2 from the MyToast app by logging in, selecting Pay > Access tax forms (W-2s), and opening a Form W-2. If you want to print your Form W-2, and select Download from the blue banner at the top. You can now select a hyperlinked form on that page.
 

How will former employees access their Form W-2?

Former employees will be able to follow the same as active employees. If they have trouble logging in to the MyToast app or Toast Payroll due to a misplaced email address and/or password, an employer may (assuming former employees have not yet completed the ) and the employee can select Forgot password? within the login process.
 

Can an employee receive their Form W-2 directly from Toast?

To protect an employee's personal information such as SSN and yearly wages, Toast Payroll cannot send a Form W-2 to an employee via email or paper mail. They will be available in MyToast and the Toast Payroll system for distribution.
 

While filing, I received an error message. Why?

There are two error messages that employees may receive when filing with companies such as Turbo Tax and FreeTaxUSA:

• "It looks like you're due a refund from your employer. Your employer withheld too much Social Security tax from your wages in 2025."
  • It could be that a box was left blank or incorrectly entered. Make sure to fill in all required information.
  • Wages and tips are accounted for in Box 3 and Box 7. Read about this error and the solution on the Turbo Tax website .
• Box D/Control Number missing
  • Box D is the identification number of who prepared the form. Enter "12345 67890" (space included) and it will let you proceed.

What is the Tax Center?

The Tax Center is a Toast Payroll hub which contains tasks to be completed to help enable a successful quarterly and annual 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.

Additional Resources