Toast Payroll: Add or Edit Earnings & Deductions

In this Article:

• Recurring vs. One-Time Earnings and Deductions
• One-Time Earnings
  • Adding a One-Time Earning
  • Editing a One-Time Earning
• Recurring Earnings
• One-Time Deductions
  • Adding a One-Time Deduction
  • Editing a One-Time Deduction
• Recurring Deductions

Recurring vs. One-Time Earnings and Deductions

A recurring earning or deduction will appear on every payroll run. Recurring earnings are typically the employee's pay types such as Salary, Regular (hourly), Tips, etc. Recurring deductions may be a meal deduction, health care, or a wage garnishment. These are added to an employee's profile. 

Before opening a payroll, additions or changes to recurring earnings and deductions must be populated under the employee's profile. If this is done after the Preview button has been pressed, changes will not appear on the payroll run.
 

One-time earnings and deductions only appear on individual payrolls. These could be bonus earnings, a uniform deduction, an annual fee, or something else. Add one-time earnings and deductions to each applicable payroll on the .

Note: Earnings and deductions cannot be added or edited within a quick calc. are used to record transactions from an employee from outside of Toast Payroll, typically for compliance to taxation laws. Because Toast Payroll cannot confirm the status of this transaction, the add and edit functions are unavailable. The quick calculation is appearing on payroll as an earning or deduction that the employee processed, and therefore must be included in payroll, even if it will not "take place" on the actual payroll itself.

One-Time Deductions

Adding a One-Time Deduction

1. Navigate to Payroll. Select Preview to open and begin a payroll run.
2. You may wish to take note of the items on the Preview step before continuing. Advance through the  by selecting Next.
3. When you arrive on the , locate the employee and select + Add Deduction.
   
   
   
   
4. Choose the Deduction Type and select whether it is a percentage or flat amount. Enter the amount or percentage of gross pay. Select Add earning to finish.
   
   

Editing a One-Time Deduction

1. Navigate to the of a payroll and locate the employee with the incorrect deduction.
2. Select the overflow (...) button to the right of a deduction and choose Edit Deduction.
   
   
    
3. Make changes as necessary. Select Save deduction once you've completed the edit.
   1. There are additional options to select as well from the overflow menu such as pay via check (which will force a live check for the employee overriding any previous selection made for direct deposit, etc) or create additional paycheck (which is useful for things like bonus checks).
   2. The additional actions button has some more features as well such as reset payroll (which will remove any edits you have made in payroll and will return you back to the first step), add custom import (which allows you to upload a spreadsheet or earnings or deductions but only if Toast payroll has created a template for you to do so.  

Recurring Deductions

Important note: If you've received a garnishment order, levy, or lien that directs an employer to withhold funds from an employee, email all pages of this document to . Toast Payroll agents will set up this deduction to ensure the order is followed properly and the correct amounts are being withheld from the employee. If any worksheets or answer sheets are included with the court order, it is the customer's responsibility to fill those out and return them, if necessary. Toast Payroll cannot advise on how or whether to fill out those pages.
 

1. Navigate to the Team page or use the Search employees bar. Select an employee.
2. Select Recurring from the left side of the screen.
3. Scroll below the graph and select the Deductions tab. When a payroll is opened, all active deductions will be brought into the Employee step of the payroll process. Active deductions are identified by by the Start Date and End Date.
4. You may view a recurring deduction's settings by selecting the blue eyeball icon next to it.
   
   
   
   
5. To add a recurring deduction, select the Add+ button and fill out the following information before selecting Save:
   1. FEIN - Most employees work out of a single FEIN, but adjust accordingly.
   2. Deduction - The correct deduction code should appear here.
   3. Vendor - This is used when a deduction is sent to a third-party vendor, such as a child support agency. Learn more .
   4. Start and End Dates - Adjust these dates to allow for recurring deductions. End dates can be set long into the future (year 2099) so they do not disappear from the employee's recurring deductions.
   5. (%) Amount  - The amount or percentage of pay to be deducted with each payroll. Use either field to create this deduction, but not both (one will be left at 0).
   6. Limit/Goal - Enter the total amount that will be deducted over time. Leaving this as "-99" means there is no number and this field is blank (rather than using a 0 which could indicate otherwise).
   7. Adjusted Limit - Do not edit this field. Once the deduction has been saved, the Adjusted Limit will copy from the Limit/Goal (the total amount of the deduction). Then, each time this deduction is processed in a payroll, the Adjusted Limit will automatically reduce by the Amount or % Amount. This means you may use this number to track how much of the total deduction remains to be withheld. Once the Adjusted Limit hits 0, the recurring deduction will end.

This content is for informational purposes and is not intended as legal, tax, HR, or other professional advice. Please contact an attorney or other professional for advice.