Dernière mise à jour : 18 nov. 2025, 11 h 30
| Toast Payroll will exclude employees and their wages from certain filings if they are missing a social security number (SSN). Read more about how this works and why Toast Payroll made this change in Toast Payroll: Social Security Number (SSN) Information Policy. |
If an employee receives a message on a Toast POS device while trying to clock-in, don't ignore this message! Toast Payroll requires their social security number in order to accurately and correctly file their taxes. Managers can view the Tax Center in Toast Payroll to quickly add any missing SSNs for each of your employees.
Accurate employee social security numbers (SSNs) are essential for tax filing at an employer and employee level. Inaccurate or missing SSNs may result in inaccurate tax filings, tax filings not accepted by agencies, and/or financial penalties.
Toast recognizes these SSNs as invalid:
The Toast Payroll system gathers employee's social security numbers during the employee onboarding process. Employee wages recorded on payroll are reported to the Social Security Administration (SSA) and other tax agencies using the SSN that is entered in Toast Payroll. The SSN is listed on employer quarterly tax filings and on year-end documents that an employee might receive, such as a Form W-2.
Some state tax agencies will not accept tax filings with missing SSNs. Additionally, some will not accept filings with clearly fake SSNs such as 123-45-6789. These types of inaccuracies could result in the inability to file for that quarter, penalties per each missing SSN, or filing late or inaccurately. Fees can be assessed to the employer on missing, late, or inaccurate tax filings.
At an employee level, wages are reported to the SSA using the SSN which appears on the Form W-2 and is used to file annual taxes. An inaccurate SSN can make it difficult to file these taxes. The SSA also uses your employee’s SSN to provide an earning credit for future Social Security benefits. Furthermore, wages are reported to state unemployment agencies using the employee’s SSN. Without the correct SSN, these wages cannot be reported correctly and this could cause a problem should the employee ever need to file for unemployment.
If you'd like to verify your staff's social security numbers, the Social Security Administration has assembled that can assist you. Begin by registering and requesting an activation code before using either method. Toast Payroll recommends verifying your employees SSNs to assist with accurate wage reporting, tax filing, and Form W-2 generation.
Employees can update their own SSN by following the directions in .
You will be notified when an employee's social security number is missing before each quarter's tax filing. Reference to learn more.
An employee's direct manager(s) and all HR+ users can update an employee's SSN by following these steps:
To check SSNs across all employees, run a custom report:
Otherwise, you may look for missing SSNs only by using the page (or the , not shown):
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.