Toast Payroll: Imported New Hire Guide

In this Article:

• Log In
• Add and Verify Personal Information
• Add or Verify Social Security Number
• Change or Update Email Address
• Change or Update Password
• Payment Method
• Enter Form W-4 Information
• Additional Resources

Log In

Welcome to Toast Payroll! When you first log in, you'll have preset login credentials, but you can update these after logging in. Note: Follow all the steps on this page to ensure Toast Payroll has every necessary detail, such as your Social Security number (SSN), Form W-4 information, and direct deposit account numbers.
 

1. Navigate to payroll.toasttab.com.
2. Enter your email address in the Email or Username field. If you do not have an email address, ask your manager or HR team what you should enter. Select Next.
3. As an imported employee, your Password will be automatically set to your first initial capitalized, your last name in all lowercase, the last 4 digits of your social security number, and then the dollar sign, no spaces.
   1. As an example, if Will Smith's social security number was 123-45-6789, his password would be Wsmith6789$. Select Next once more.
4. You may see a screen asking you to . This will allow you to use one email address to log into , the , and Toast Web (if applicable).
5. If you have trouble logging in with these credentials, contact your manager. Toast Payroll cannot see your password and cannot help employees in this situation.

Add and Verify Personal Information

Your demographic, contact, and emergency contact information are all maintained on your profile. 

1. From the Toast Payroll homepage, select My Profile in the upper-left corner.
2. Select Profile from the top.
3. There are four tiles on this page; scroll down to see more. Beginning with Personal Information, select Edit in each tile and fill out the requested information.
   1. It's vital to add your correct home address. It delegates which state tax form(s) you may need to fill out.
   2. Save your changes as you go down the page
      
      

Add or Verify Social Security Number (SSN)

During the employee import process, your social security number was not required. However, this is another critical piece of information that Toast Payroll needs in order to successfully file taxes for you. Inaccurate or missing SSNs may result in inaccurate tax filings, tax filings not accepted by agencies, and/or financial penalties. 

1. You may have already filled out your social security number, but we encourage you to verify it by selecting Retrieve SSN. Select Yes on the pop-up.
2. Select the eyeball icon to view the social security number Toast Payroll has for you.
   1. If it's accurate, select Close; you're all set. But if it's not accurate or it's blank, continue with these steps.
      
      
      
      
3. Select Close, then select Edit in the Personal Information tile.
4. Locate the Social Security number field and enter an accurate Social Security number here. 
5. Select Save changes at the bottom to finalize your social security number before moving on.

Change or Update Email Address

Your email address is used to log in, receive Toast Payroll communications, and confirm your identity (more on that in the section). If you need to change or update it, follow these steps (otherwise, you can ):

1. Select User Account on the left side of the Profile tab that you're on.
   1. If you don't see the User Account tab, that means you've already completed the (to use a single email address to log into Toast Payroll, the MyToast app, and Toast Web, if applicable). In that case, use to change or update your email address and/or password.
2. Select Update.
   
   
3. Add your email address to the Email field and select Save changes.

Change or Update Password

It is highly recommended to update your password to something unique to you. Note: If you've already completed the (to use a single email address to log into Toast Payroll, the MyToast app, and Toast Web, if applicable), use  to change or update your email address and/or password.

1. Choose Change password next.
2. Your password must use the following:
   1. It must be at least 8 characters long.
   2. It must include at least one capitalized letter, one lowercase letter, one number, and one symbol
   3. The available symbols are  !  @  #  $  %  ^  &
3. Select Save changes. 

Payment Method

Since you were imported into Toast Payroll, you'll want add your direct deposit account. If you'd like to receive a paper check, you may since it's the default payment method.

1. Select the Employment tab at the top.
2. Choose the Payment Method tab on the left.
3. A pop-up may appear asking you to log in again. This is for identity security to make sure no one besides you has access to this page. Use the email address and password you set up in the previous steps.
4. Now add your direct deposit information here by selecting +Add.
5. can assist you with the steps of setting up direct deposit. Don't forget to come back to this page once you're done; there's one important step left.

Enter Form W-4 Information 

This is the last step, but it's very important to fill these documents out to properly withhold state taxes from your wages.

1. Select Taxes & Documents from the top of the screen.
2. Select the Tax Forms tab toward the top.
3. Scroll down to see the hyperlinked federal, state, and (sometimes) local Form W-4s you can fill out. Select each hyperlink to begin the Form W-4 wizard which will guide you through filling out each form.
   
   
4. All forms present are required to correctly tax your wages. The forms are based on the addresses Toast Payroll has on file for you and your company. It may be best to consult an accountant or tax professional with any questions you have. Toast Payroll is unable to offer advice on what to enter.
5. Once all documents are complete, the Filled Out column will say Yes for each form.

You're all finished! Below are some more Toast Central articles that may be helpful for using this system.

Additional Resources

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.