Toast Payroll: New Hire Employees (Employer Guide)

In this Article:

• Considerations Prior to Hiring Employees 
  • Key Points of the New Hire Workflow
  • Require SSN and EEO-1 Classification
• Hire an Employee
  • Invite a Toast Payroll Employee to Create a Toast Web Account
• Resend New Hire Onboarding Email (new page)
• Additional Resources

Considerations Prior to Hiring Employees 

Key Points of the New Hire Workflow

• Employees can be hired using a mobile device.
• Employers must complete all steps of the employer new hire workflow listed below at once. The workflow cannot be paused; this helps prevent incomplete and duplicate profiles.
• Multiple jobs/pay groups can be added to an employee's profile during onboarding.
• Social security numbers (SSNs) and email addresses may now be bypassed during the new hire steps, but this optional bypass should only be used when absolutely necessary since it can severely limit the benefits an employee gets from Toast Payroll.
  
  • Employees hired without email addresses cannot log in to the system, complete , , fill out their  and , access a , or such as a Form W-2.
  • Employees hired without may result in incomplete and/or inaccurate tax filings and new hire reporting and can also cause tax notices resulting in penalties/interest/fees being assessed. See for more details.

Require SSN and EEO-1 Classification

Toast Payroll allows users to customize two features of the employee new hire experience: requiring a social security number (SSN) and/or an EEO-1 classification. These settings are company-wide and apply to any users that were hired after the settings were selected. To customize these options, navigate to Settings > New Hire > Settings. Once finished, don't forget to press Save at the bottom of the page.

• EEO-1 classification is largely helpful for California employers (among others) who may be required to report this information.
• Inaccurate or missing SSNs may result in inaccurate tax filings, tax filings not accepted by agencies, and/or financial penalties. For this reason, we highly recommend leaving the setting as Yes to avoid possible consequences.

New Hire Workflow Steps

1. Log into and select Team. If you need assistance logging in, check out .
2. Select + Add team member in the top-right corner.
3. This updated new hire workflow has been condensed. The first step asks for basic info and employment details.
   1. Email address fields are not required; however, cannot log in, complete a Form I-9 or Form W-4, view their paystubs, or access a potential Form W-2 or Form 1095-C around year-end.
   2. The Employee ID number must be populated with a 4-8 digit number for the time being, but it can be changed to any number after onboarding via Employment > Position.
   3. Social security number (SSN) field requirements are based on the you made in Settings > New Hire > Settings.
      1. Employees hired without an SSN may result in incomplete and/or inaccurate tax filings and new hire reporting and can also cause tax notices resulting in penalties/interest/fees being assessed to the restaurant.
      2. New hires set as Contractor (1099) will not see the SSN field.
      3. If you receive an error saying This SSN is already in use by another employee, select the X in the upper-right corner and select Discard & exit to back out. Now follow the steps in to locate the duplicate SSN and take action to correct the error.
         
         
          
4. This next step includes questions about this employee's job roles and wage rates.
   1. The experience will change depending on whether Hourly or Salary is chosen.
   2. Select the + Add job button to add additional jobs for this employee to clock into.
   3. The POS Access Code field will default to the Employee ID number field in the previous step, but can be changed to any number not already assigned. If you remove the POS Access Code, the employee will be unable to access a Toast POS device.
   4. EEO-1 classification will only be available when users have the set to Yes. Check out the for details on how this information can be used within Toast Payroll.
   5. Learn more about security roles (Toast Payroll permissions) in . New hires inherit from their assigned job.
      
       

Invite a Toast Payroll Employee to Create a Toast Web Account

First things first, what's the difference between a profile and an account? In short, a profile is a webpage where an individual's information is stored, but an account is a set of login credentials (typically an email address and password) that offers an individual access to a Toast platform (e.g. Toast Web, Toast Payroll, the MyToast app, etc.). Learn more about the difference between profiles and accounts in .

After the employer and employee have finished their steps of the new hire process in Toast Payroll, the employee will have a Toast Payroll profile and a Toast Payroll account. They will also have a Toast Web profile with a POS access code, but they will not have a Toast Web account. This means the employee will be able to access Toast Payroll (based on their ), but by default, they will be unable to access Toast Web (they will still be able to use a Toast POS device based on the their job allows). Inviting a user to create a Toast Web account is optional and most restaurants only invite the individuals who need access to Toast Web for menu/price updates, reporting, loyalty/gift card management, and more.

If you'd like to invite your employee to create a Toast Web account, check out the Create a Toast Web Account section of . Keep in mind that when you invite an employee in Toast Web, they will be unable to use their POS access code until they have accepted the email invite and set their password. However, this only take a minute to complete.

Additional Resources