Toast Payroll: Manage Payroll Calendars

In this Article:

• Payroll Calendar Overview
• Review Your Payroll Calendars
• Additional Resources

Payroll Calendar Overview

Payroll calendars are used to run payroll and pay out your employees on a check frequency determined by your company - weekly, biweekly, semimonthly, or monthly (Toast Payroll: Review Check Frequencies). Payroll calendars include the pay period, check date, and due date. They are also known as pay cycles.

When you join Toast Payroll, payroll calendars are created for two years into the future and need to be set up prior to processing payroll. The payroll calendar (pay cycle) must be processed in order for employees to get paid on the payroll. See Toast Payroll: Run Your Payroll for instructions on running your payroll.

If you need an extra payroll separate from your normal pay cycle, this is known as an off-cycle payroll (Toast Payroll: Set Up and Configure Off-Cycle Payrolls). Fill out this form and send it to us by selecting the blue chat dot in the lower-right corner of any Toast Payroll page.

Payroll calendars include the following information: 

• Federal Employee Identification Number (FEIN): This is the federal employer identification number, which is a number assigned by the IRS to distinguish each business as a unique entity
• Check Date: Also known as the pay date, this is the date in which funds hit employee bank accounts and employees get paid.
• Debit Date: This is the date in which Toast Payroll will debit your bank account. Please note that this date cannot occur on a Saturday, Sunday, or federal banking holiday. It typically falls one day before your check date.
• Payroll Date: Also known as the process date, this is the date on which payroll is run by the payroll administrator
• Pay Period Start and End Date: The period in which the employees start working and the last day that was worked for the payroll. This is also known as the timesheet period.
• Check Frequency: The pay frequency that is associated with the calendar. Should most often be the default frequency (i.e. a biweekly payroll calendar would involve a biweekly check frequency).
• Pay Group: The pay group related to the calendar (Toast Payroll: Review Pay Groups). Different pay groups may populate based on the FEIN selected.
• Bank Account Info: The bank account info will auto populate based on the pay group selected.

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Review Your Payroll Calendars

1. In Toast Payroll, navigate to Reports > Standard.
2. Use the search bar to locate the Payroll Calendar Report, then select the blue arrow icon.
3. From here, select your Pay Group(s) and Check Date (leaving this field blank will include all check dates) and select Queue Up.
4. This brings you to the Document Courier where your report will be generated (learn more: Toast Payroll: Document Courier). This page automatically refreshes every 30 seconds, so when your report is ready, select Download. This will export a CSV file you can open in Microsoft Excel or Google Sheets.
   
   
   
   
5. If you'd like to change your pay period(s) and shift the dates of your payroll calendar(s), such as updating a check date (pay date), contact Customer Care via the blue chat dot in the lower-right corner of any Toast Payroll page.

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Additional Resources

• Toast Payroll: Run Your Payroll
• Toast Payroll: Prepare to Run Payroll
• Toast Payroll: Set Up and Configure Off-Cycle Payrolls
• Toast Payroll: Optimize the Report Library

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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.