Toast Payroll: Missed Employee or Missed Pay on Payroll

 In this Article:

• Correct a Missed Employee or Missed Pay on Payroll
  • Pay In-Person Using a Quick Calc
  • Use an Off-Cycle Payroll
  • Pay on a Future Payroll Run

Correct a Missed Employee on Payroll

Every once in a while, an employee or some earnings/tips of theirs are mistakenly left off of a payroll run. This article offers three solutions to pay this employee. Toast Payroll cannot add earnings or tips to a payroll that has already been submitted.

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Pay In-Person Using a Quick Calc

Note: A Quick Calc does not move any funds or pay employees; it is solely a calculation and reporting feature. So if an employee was missed on payroll, then paid outside of payroll to make up for this (in the form of cash, a manual or company check, or a payment app, among other things), then a quick calc allows earnings, deductions, and taxes to be recorded for taxation purposes without actually paying an employee. This is the only option that does not allow for a direct deposit since the employee is paid outside of Toast Payroll.

1. Use the Search employees bar to locate the profile of the missed employee.
2. Next, select Quick Calc from the Employment tab. On the following page, select Start.
3. Find instructions for creating and attaching a Quick Calc in . The Quick Calc will calculate net pay an employee should receive; be sure to make a note of this amount since this is what the employee should receive. Confirm you have completed the entire Quick Calc process by selecting the Submit button on the Attach to Future Payroll step as seen below. This will allow the earnings/deductions/taxes to be processed during an upcoming standard payroll run.
   
   
   
   
4. Once a Quick Calc has been submitted, wages earned will be recorded and you may distribute an employee's net pay amount however you choose, if you haven't done so already (for example, with cash, a payment app, or a company check). As a reminder, direct deposit is not available when using this quick calc/manual check method.

Use an Off-Cycle Payroll

An  is a one-off payroll that is run outside of standard pay periods. Any business day may be selected as a check date. An off-cycle payroll is useful if multiple employees were missed on a payroll or if a restaurant fully relies on Toast to pay their employees. 

1. Download and fill out .
2. Log into Toast Payroll.
3. Select the blue dot in the lower-right corner to open the Toast Support module.
4. Select Contact support.
5. Once you've started a chat, select Toast Payroll > Payroll Processing.
6. You can upload the completed form by selecting the paperclip in the lower-right 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.
7. You may then begin the off-cycle by selecting Payroll within the system. Confirm you are running the correct payroll by noting the name of the payroll and select Preview to begin.
8. After completing the , you'll land on the . 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.
9. Choose an employee from the list and select Add Employee. Repeat for any additional employees that need to be added. Only employees from this pay group will appear in this list.
10. 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. See if you need more assistance here.
    1. Timesheets cannot be tied to off-cycle payrolls, so all information must be entered manually.
       
       
       
       
11. Once all necessary employees, earnings, and deductions have been added, you may continue on like a normal payroll. Submit the off-cycle and funds will be delivered on the check date if typical  was followed (i.e. payroll was submitted before 4 pm CST on the day before the check date).

Pay on a Future Payroll Run

If an employee can wait for their missed funds until the next pay period, you may simply add the earnings and deductions to an upcoming payroll, such as next pay period. This option is not recommended when the previous and current payroll falls within different quarters.
 

1. Begin processing payroll as you would normally.
2. At the , locate the employee in the payroll. If they are not currently on the payroll, select + Add and then Add Employee to bring them onto this payroll.
3. Select +Add Earnings or +Add Deductions for the specific employee to manually enter missed earnings and deductions from a previous payroll. Verify you've selected the proper earning or deduction codes. In the case of earnings, find more options such as Earning Rate in the Advanced Options drop-down menu.
   
   
   
   
4. Once all necessary employees, earnings, and deductions have been added, you may continue on like a normal payroll. Submit the off-cycle and funds will be delivered on the check date if typical  was followed (i.e. payroll was submitted before 4 pm CST on the day before the check date).

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.