Toast Payroll: Optimize the Report Library

In this Article:

Report Library Overview
Management Reports
Standard Reports
Custom Reports
Tax Filing Reports

Report Library Overview

Begin by navigating to Reports. You have five options here:

Management: The default page. These are some of the most popular reports customers use to manage their business.
Standard: Choose from various of reports that pull in real-time data
Custom: Create and add various fields to build your own report
Favorite: Flag reports from the Management, Custom, and Standard reports tabs to run on a regular basis
Tax Filing: Find Form W-2 information, see who's opted-in to electronic Form W-2s, and locate year-end documents

Management Reports

A variety of reports live under this tab. From (time away from work) to to information, you can find pertinent information about several aspects of restaurant management here. Each of these reports also lives in the Standard reports tab, but these are hand-selected for easy access. If you don't see what you're looking for, check out the Standard reports tab or build a .

Standard Reports

Toast Payroll offers a wide variety of reports covering all aspects of an employee’s lifecycle, various HR topics, historical payroll data, and other tax, payroll, and finance needs. These are known as standard reports and can be found by navigating to Reports > Standard. Search for keywords in the search box at the top or use the gray tabs at the top to quickly filter to specific report categories. Select the arrow icon to queue up the report or select the view icon for a description of it. Check out for the most popular reports in this area. Also, don't forget about the .

Custom Reports

Common reasons customers use a custom report are:

For existing custom reports, select the name of the report to edit its settings or select the blue arrow on the right to run it.

To create a custom report:

Navigate to Reports > Custom.
Select the Add+ button on the left to begin.
Name your report, add a Description (optional), and choose one of the following Templates before selecting Save:
1. Employee Attributes: Includes all information related to an employee such as personal information, hire date, status, hourly rate, termination date, etc.
2. Employee Deductions: Includes a summary of employee deductions.
3. Employee Earnings: Includes a summary of employee earnings.
4. Payroll: This allows you to pull data from submitted payrolls that fall within the calendar year. If you select this template, see .
There are data boxes at the top of the Report Creator:
1. Report Name: Edit the report's name here.
2. Security level: If this report should only be accessible by HR+ users, you can set that here. It is not possible to make a report available to users with an Employee security level.
3. Description: Edit or add a description to your report. This can make it easy to identify the goal of the report in the future.
Now you can start adding information to your report by selecting the + icon for a field.
The fields will appear on the report in the order they're listed, but you can click and hold to drag a field up or down the list. Fields on the report can have a header assigned, a filter applied, or can be removed.
1. A header is the label that appears in row 1 of the generated report. If one is not assigned, the caption (field name) will be used.
2. A filter can be applied to sort the data based on certain criteria that you will set up on the next page. See step 7 below.
3. To remove a field, select the red - icon on the right.

Payroll Report Template

This template is slightly more complex than others. Check out how it works:

The data in this report pulls from submitted pay periods. This means it's not a 'point in time' report but rather a reflection of what happened on a payroll. The numbers, employees, etc. shown will display exactly as they do on the Payroll Summary Report, Per Pay Period Employee Payroll Audit Report, etc.
You are able to build headers (first row of your spreadsheet) and trailers (last row) into the format of the report. This might be required if you will be uploading the report to a third-party vendor. To add a header or trailer, select the appropriate field(s) from under the Headers and Trailers section near the bottom of Fields.
You may group the report by Employee (one line per employee that sums all totals across all pay periods the report is run for) or Payroll (one line that sums all totals across the pay periods the report is run for and does not show any employee-specific information). If neither of these is selected the report will default to one row per employee per pay period.
You have the option to run the Report Type as Fixed Fields, which is sometimes required if you are uploading the report to a third party vendor. This allows you to edit the length, direction, and character of each field. If a report needs to be run with fixed fields, the File Extension type must be changed to txt.

Tax Filing Reports

To view tax filing reports such as your and , navigate to Reports > Tax Filing. From this page, make sure you have the correct Year and FEIN (Federal Employer Identification Number) selected to locate what you are looking for. Once you find your report, select the blue arrow icon to run it.

Two reports will always live here: W2 Audit Report (summary of all Form W-2’s for all employees for the year) and the W3 Report (the sum of all Form W-2s within an FEIN).
Around 3-4 weeks after each quarter that you processed payroll with us, you can find your . Quarterly tax packages contain important information for your payroll tax information, including any tax variances specific to your FEIN.

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.