Toast Payroll: Set Up and Configure Off-Cycle Payrolls

In this Article:

• Off-Cycle Basics
• Off-Cycle Policy
• Create and Submit an Off-Cycle Payroll
• Cancel an Off-Cycle Payroll
• Additional Resources

Off-Cycle Basics

When necessary, Toast Payroll can set up an additional payroll calendar outside of your regular pay cycle timing. These are referred to as "off-cycle" payrolls. An off-cycle may be run for a variety of reasons including, but not limited to:

• Paying one or more employees who were missed on a previous payroll.
• Paying out a bonus separately from your regular payroll, particularly if you want to tax these at a different check frequency.
• Paying out items you want to have a different check date than your regular check date.
• Creating a second payroll to make a correction or addition to a previous payroll.
• Paying out a severance or last pay.

1099 contractors can be included in an off-cycle payroll.

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Off-Cycle Policy

Toast requires a four-business-day processing window after the off-cycle is posted (i.e. an off-cycle submitted before the sweep on Monday will be paid on Friday since Monday through Thursday is the processing time). Please ensure that the check date is dated four business days from the day of the form submission. If an off-cycle is needed sooner than the four business day window, you can self-print if you have previously opted-in (See Toast Payroll: Create One-Time Live (Paper) Checks) or Toast can provide a live check that will be overnighted to the business address on file (shipping fees apply).

If immediate payments must be made, Toast recommends paying employees through a company check, cash, or a payment transfer app such as PayPal or Venmo instead of an off-cycle. You can use quick calcs to both determine the net amount to pay out (gross wages minus deductions and taxes) and to record this payment on a future payroll.

Payroll submissions for direct deposits must be posted no later than 4:00 PM CST on the designated day to meet the four-business-day processing timeline. For example, a payroll submitted on Tuesday by 4:00 PM CST will have a check date on the following Monday at the earliest. Submissions after 4:00 PM CST are treated as submissions for the next business day.

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Create and Submit an Off-Cycle Payroll

To request an off-cycle payroll:

1. Download and fill out this form.
2. Log in to Toast Payroll.
3. Select the blue dot in the lower-right corner of any Toast Payroll page to open the Toast Support module. Select Send us a message.
4. You can upload the completed form by selecting the paperclip in the lower-left corner of the chat. Chat with an agent to process the form and ask any questions you have. The agent will confirm when your off-cycle payroll is ready.
5. You may then begin the off-cycle by logging into Toast Payroll, navigating to Payroll. Confirm you are running the correct payroll by noting the name of the payroll and select Preview to begin.
   
   
    
6. After completing the Preview Payroll step, you'll land on the Employee Earnings step. Depending on the options chosen in the request form, you may need to add the specific employees to this payroll run. If so, select the + Add button, then choose Add Employee.
   
   
    
7. From this sidebar, choose an employee from the list and select Add Employee. Repeat for any additional employees that need to be added.
8. Once the correct employees appear on the off-cycle, select +Add Earning or +Add Deduction for each employee and enter each necessary earning and/or deduction. Be sure to select the proper earning or deduction code, and in the case of earnings, you may wish to open the Advanced Options drop-down menu for further options such as Earning Rate.
   1. This is also where you will add any tips that should be paid on this payroll. You might decide to use Tips Owed and Tips Paid earning codes, but Toast Payroll cannot advise in this scenario.
      
      
       
9. Once all necessary employees, earnings, and deductions have been added and reviewed for accuracy, you may continue on like a normal payroll. Submit the off-cycle and funds will be delivered on the check date if typical payroll protocol was followed (i.e. payroll was submitted before 4 pm CST four business days prior to the check date).

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Cancel an Off-Cycle

Off-cycle payrolls can be archived the same way as a regular payroll. Navigate to Payroll and select the three dots for your off-cycle. Select Archive and the off-cycle will disappear.

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Additional Resources

• Off-Cycle Request Form
• Toast Payroll: Payroll Calendars
• Toast Payroll: Check Frequencies
• Toast Payroll: How to Force a Live (Paper) Check

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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.