Toast Payroll: Get Help With Form W-2 Amendments

In this Article:

• Amendments Overview
• Name and Address Errors
• Social Security Number (SSN) Errors
• Earning, Deduction, and Tax Errors
• Amendment Timeline and Expectations

Amendments Overview

If a current or former W-2 employee had wages paid out to them through Toast Payroll during a calendar year, Toast will generate a Form W-2 for that individual and submit this file to the IRS*.

It is always recommended for individuals to read over their Form W-2 and check for any possible errors. One common error on a Form W-2 is when wages on the form do not match the wages shown on employee paystub(s). In this case, employees are encouraged to speak with their employer or a tax professional for their next steps.

If there is a discrepancy on a Form W-2, you can work with Toast Payroll to correct it. Discrepancies generally fall into two categories: 

1. Form W-2 corrections: Inconsistencies in social security numbers (SSNs), earnings, tips, deductions, or other pay information may require a corrected Form W-2. In Toast Payroll, this process requires an amendment.
2. Form W-2 updates: In cases where information changes but does not impact the tax filing, Toast Payroll can refresh a Form W-2 with the updated information once it is incorporated in the Toast Payroll system. This mainly applies to updates in names or home addresses; however, significant changes to a W-2 employee's name may require a correction/amendment.

Form W-2 corrections and updates will only be performed on electronic copies of Form W-2s, but these can be if desired. Once the electronic copy of the Form W-2 has been updated, an employee can move forward with filing their federal and state taxes provided that the information on their W-2s has been edited accordingly. It is the employee's responsibility to ensure that all information is accurate before filing to avoid having to correct their individual tax return.

For more information, visit .

*If a company terminates services with Toast Payroll & Team Management during the year, Toast will not generate Form W-2s for the company.

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 specific advice.

Name and Address Errors

If a W-2 employee notices that their name and/or home address is printed incorrectly on their Form W-2, they can update the information in the Toast Payroll system and request a refreshed Form W-2. Follow the steps below to request a refreshed Form W-2:

1. Employees should . This must be done prior to a Form W-2 refresh.
2. Afterwards, an HR+ user should contact Toast Payroll Customer Care to request a Form W-2 refresh.
   1. Employees are unable to request Form W-2 refreshes from Toast Payroll.
   2. Note: If the name printed on an original Form W-2 is significantly different than the name that should appear, an amendment may be required instead of a refresh.

When sending a Form W-2 refresh request, contact us by selecting the the blue chat dot in the lower-right corner of any Toast Payroll page. Include the following details:

• The employee's name or employee number;
• The company code; and
• What information was updated in Toast Payroll.

Refreshed Form W-2s are uploaded to an employee's Tax Forms page under the Taxes & Documents section of their profile and can be printed or used for filing as needed. Refreshed Form W-2s are generated every Friday around 5 pm EST and are not subject to blackout periods like amendments are. In most cases, refreshes are not subject to any fees.

Please allow our team ample time to honor refresh requests during the busy W-2 season. These adjustments are processed manually by the Toast Payroll Tax team. There is no guarantee that every refresh request submitted will be available on the immediately following Friday. Based on the timing of the request and the volume of impacted profiles, completion may extend beyond the week the request is received.

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 specific advice.

Social Security Number (SSN) Errors

If a W-2 employee receives their Form W-2 and notices their SSN is incorrect or , employers can request that Toast generate an updated Form W-2 (Form W-2s cannot be refreshed in this instance) for the employee in Toast Payroll by following these steps: 

1. First, the employee should navigate to their profile and .
2. Once updated in the Toast Payroll system, an HR+ employer should reach out to Toast Payroll.
   1. Employees are unable to request Form W-2 amendments from Toast Payroll.

 When reaching out to Toast Payroll via the blue support button in the lower-right corner of any page, please include the following information:

• The employee's name or number;
• The company code;
• Confirmation that the employee has updated their social security number in the Toast Payroll system; and
• Specify which quarter(s) of which year(s) where the social security number has been incorrectly listed (example: Q1 - Q3 of 2024).

When Toast Payroll receives this information, the Customer Care team will cross-reference the request against what is listed in the system. As of February 2026, amendments come with a $250 fee per request. A request can include any number of employees, quarters, and FEINs as long as everything is included in one request. The request will process once you have agreed on the fee.

Note: Requests may take up to 10-16 weeks to complete and Toast cannot guarantee the date of completion will be before filing deadlines occur. Additionally, due to quarterly filings, Toast Payroll is in a blackout period in the first month of each quarter (i.e. January, April, July,  and October). If an amendment request is submitted during one of these months, it will be addressed in the following month.

Once the request has been processed and the amendment is complete, Toast will notify the employer via email. At that time, employees can in the MyToast app or on the employee's Tax Forms page in their profile.

Read more at .

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 specific advice.

Earning, Deduction, and Tax Errors

When reviewing their Form W-2, an employee may: 

• Notice a discrepancy in their reported earnings, tips, deductions, and/or taxes. This may be too much, too little, or missing earnings, tips, deductions, and/or taxes.
• Have duplicate Toast Payroll profiles and could receive two Form W-2s, but their correct social security number can only be applied to one.
• Notice earning codes or deduction codes are not properly set up.

HR+ users can request a corrected Form W-2 from Toast Payroll by following these steps: 

1. First, identify all discrepancies before requesting corrected Form W-2s. Toast cannot accommodate multiple Form W-2 requests for the same employee during the same filing period.
2. An HR+ user of the employee's company should then reach out to Toast Payroll to submit a request.
   1.  Employees are unable to request Form W-2 corrections from Toast.

When reaching out to Toast via the blue chat dot in the lower-right corner of any Toast Payroll page, please include the following information: 

• The employee's name or number;
• The employee's company code;
• The specific amounts which are incorrect and what they should be; and
• The year(s) this update applies to.

When Toast receives this information, the Customer Care team will cross-reference the request against what is listed in the system. As of February 2026, amendments come with a $250 fee per request. A request can include any number of employees, quarters, and FEINs as long as everything is included in one request. The request will process once the customer has agreed to pay the fee.

Note: Requests may take up to 10-16 weeks to complete and Toast cannot guarantee the date of completion will be before filing deadlines occur. Additionally, due to quarterly filings, Toast Payroll is in a blackout period in the first month of each quarter (i.e. January, April, July,  and October). If a request is submitted during one of these months, it will only be addressed in the following month.

Once the request has been processed, Toast will notify the employer via email. At that time, the employer and employee can find the corrected Form W-2 on the employee's Tax Forms page in the Taxes & Documents section of their profile.

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 specific advice.

Amendment Timeline and Expectations

1. An employer reaches out to Toast saying a Form W-2 or W-3 is incorrect.
   1. If this is a name, address, or SSN inaccuracy, the employer should make the necessary corrections to the employee's profile in the Toast Payroll system.
   2. If this is a wage amendment, the employer must specify to Toast what is incorrect about the wages. No corrections need to be made by the employer.
2. Toast will then quote an amendment fee. Once the employer confirms the fee, Toast will proceed with the amendment as long as a blackout period is not in effect.
3. 10-16 weeks may pass before the amendment is completed. This is partially because the IRS will only accept paper amendments and they take longer to process.
4. At the end of the amendment time period, the employer will receive an email from Toast. This email announces the amendment's completion and alerts the business that an amended Form W-2(s) and/or Form W-3(s) has been uploaded to the Toast Payroll & Team Management system and can immediately be used by the employee/employer.

An example with fictional dates is shown below: 

1. An employee realizes their SSN is incorrect on their Form W-2 on January 19.
2. The employer calls Toast, fixes the SSN, and confirms the amendment fee on January 25.
3. The amendment will begin during the beginning of February at the earliest (since January is a blackout month).
4. This amendment will take 10-16 weeks, which is around mid-June (since April is a blackout month also). Once complete, the amended tax forms will be uploaded to Toast Payroll and the MyToast app.
5. Toast cannot put a specific date on an amendment's completion.

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 specific advice.