Last updated: May 15, 2026, 11:59 AM
Identify whether a Form W-2 error needs a free refresh or a paid amendment, then submit one request that covers every employee, quarter, and FEIN.
Applies to: Toast Payroll
Permissions needed:
What you'll accomplish: Identify whether the Form W-2 error needs a free refresh or a paid amendment, gather the information Customer Care needs, and submit one request that covers every employee, quarter, and FEIN affected.
Use this table to identify the right request type for the error you see on the Form W-2. Each row maps a symptom to its request type, cost, and typical timing.
| Symptom on the Form W-2 | Request type | Cost | Typical timing | Self-service? |
|---|---|---|---|---|
| Employee name spelled wrong, or home address is wrong | Refresh | No fee in most cases | Generated every Friday around 5 p.m. ET; may take longer during W-2 season | No — HR+ user must contact Customer Care |
| Employee name is significantly different from what should appear (for example, a legal name change) | Amendment | $250 flat fee per request | 10–12 weeks | No — HR+ user must contact Customer Care |
| Social Security Number (SSN) is incorrect or missing | Amendment | $250 flat fee per request | 10–12 weeks | No — HR+ user must contact Customer Care |
| Wages, tips, deductions, or taxes are wrong (too much, too little, or missing) | Amendment | $250 flat fee per request | 10–12 weeks | No — HR+ user must contact Customer Care |
| Duplicate Toast Payroll profile, employee received two Form W-2s and only one has the correct SSN | Amendment | $250 flat fee per request | 10–12 weeks | No — HR+ user must contact Customer Care |
| Earning code or deduction code is not properly set up | Amendment | $250 flat fee per request | 10–12 weeks | No — HR+ user must contact Customer Care |
| The error is on a Form W-4, not a Form W-2 | Not handled here — see Toast Payroll: Update Form W-4 Information | — | — | Employee updates the Form W-4 in their own profile |
| The error is on an Income Withholding Order (IWO) or child support order | Not handled here — contact Customer Care via the blue chat button in Toast Payroll | — | — | No |
| You already submitted a Form W-2 amendment and want a status update | Wait for the email — do not resubmit | — | 10–12 weeks from approval | No |
Important: A refresh and an amendment are not the same thing. A refresh updates non-tax information (name, address) on the Form W-2 and is usually free. An amendment corrects information that affects tax filing (SSN, wages, deductions, taxes) and has a $250 flat fee per request. Sending the wrong request type will delay the correction.
If the employee's name or home address is printed incorrectly on the Form W-2, request a refresh instead of an amendment. A refresh has no fee in most cases.
Expected outcome: Refreshed Form W-2s are generated every Friday around 5 p.m. ET and uploaded to the employee's Tax Forms page under the Taxes & Documents section of their profile. The employee can also access the refreshed form in the MyToast app.
Note: Refreshes are processed manually by the Toast Payroll Tax team. Toast cannot guarantee every refresh submitted in a given week will be available the immediately following Friday. During W-2 season, completion may extend beyond the week the request is received.
Important: If the name printed on the original Form W-2 is significantly different from the name that should appear (for example, a legal name change), a refresh may not be enough — an amendment may be required instead. Send the details to Customer Care and they will confirm which path applies.
If the Social Security Number (SSN) on the Form W-2 is incorrect or missing, Toast Payroll must issue an amendment — the Form W-2 cannot be refreshed for an SSN change. Background on how Toast Payroll handles missing or invalid SSNs is in Toast Payroll: Social Security Number (SSN) Information Policy.
Important: As of February 2026, Form W-2 amendments are a $250 flat fee per request. One request can cover any number of employees, quarters, and FEINs as long as it is submitted together. The amendment processes once the HR+ user agrees to the fee.
Expected outcome: When the amendment is complete, Toast Payroll will notify the HR+ user via email. The corrected Form W-2 is then available in the MyToast app and on the employee's Tax Forms page in their profile. See Toast Payroll: Find Your Form W-2 (For Employees) for where employees retrieve it.
If the Form W-2 shows wrong earnings, tips, deductions, or taxes (too much, too little, or missing), Toast Payroll must issue an amendment. This also covers duplicate Toast Payroll profiles where the employee received two Form W-2s and only one carries the correct SSN, and cases where an earning or deduction code is not set up correctly.
Identify all discrepancies before requesting a corrected Form W-2. Toast Payroll cannot accommodate multiple Form W-2 amendment requests for the same employee during the same filing period — so submit everything that needs to change in one request.
Important: As of February 2026, Form W-2 amendments are a $250 flat fee per request. One request can cover any number of employees, quarters, and FEINs as long as it is submitted together. The amendment processes once the HR+ user agrees to the fee.
Expected outcome: When the amendment is complete, Toast Payroll will notify the HR+ user via email. The corrected Form W-2 is then available on the employee's Tax Forms page in the Taxes & Documents section of their profile.
Form W-2 amendments take 10–12 weeks to complete. Most of that time is the IRS — they only accept paper amendments, and paper amendments take longer to process than electronic filings. Toast Payroll cannot guarantee a specific completion date or that completion will land before any personal tax filing deadline. As of April 2026, amendments are no longer subject to blackout months.
A typical amendment timeline looks like this:
The actual filing step requires Customer Care — only Customer Care can submit the refresh or amendment to the Toast Payroll Tax team. To shorten the chat, have everything ready before you open the chat:
Expected outcome: Customer Care will confirm the fee, then route the case to the Toast Payroll Tax team. You will receive an email when the amendment is complete.
As of February 2026, a Form W-2 amendment is a $250 flat fee per request. One request can cover any number of employees, quarters, and FEINs as long as everything is submitted together. The amendment processes once the HR+ user has agreed to the fee.
Also asked as:
A Form W-2 amendment takes 10–12 weeks to complete. Most of that time is at the IRS, which only accepts paper amendments. Toast Payroll cannot guarantee the completion date will fall before any personal tax filing deadline.
Also asked as:
Allow 10–12 weeks from the day you agreed to the fee, and watch for the email from Toast Payroll confirming the amendment is complete. Do not resubmit the request — duplicate requests do not speed up processing. If you have not received the confirmation email after 12 weeks, contact Customer Care with the original case reference.
Also asked as:
No. Employees cannot request a Form W-2 refresh or amendment directly from Toast Payroll. An HR+ user at the employer must submit the request. If an employee notices an error, they should report it to their manager or HR team. See Toast Payroll: Manage the Form W-2 Experience for what employees and HR+ users each can do.
Also asked as:
If a company terminates services with Toast Payroll & Team Management during the year, Toast will not generate Form W-2s for that company. Form W-2s for that calendar year must be produced by the company's next payroll provider.
No. This article covers Form W-2 only. For Form W-4 changes, see Toast Payroll: Update Form W-4 Information — employees update Form W-4 in their own profile, and the changes apply to future payrolls only. For Income Withholding Order (IWO) or child support amendments, contact Customer Care via the blue chat button in Toast Payroll. For state filing amendments (for example, NYS-45 or Form W-3), contact Customer Care.
Also asked as:
The corrected Form W-2 is uploaded to the employee's Tax Forms page in the Taxes & Documents section of their profile and is also available in the MyToast app. See Toast Payroll: Find Your Form W-2 (For Employees) for the exact steps an employee uses to retrieve it.
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.