Toast Payroll: Missed Employee or Missed Pay on Payroll

In this Article:

• Choose How to Pay the Employee
• Missed Employee or Missed Pay Overview
  • Run a Quick Calc and Manually Pay the Employee
  • Create an Off-Cycle Payroll
  • Add to a Future Payroll
• FAQ
• When to Contact Customer Care

Choose How to Pay the Employee

Missed Employee or Missed Pay Overview

Every so often, an employee or some earnings/tips are mistakenly left off a payroll run. Toast Payroll cannot add earnings or tips to a payroll that has already been submitted, but there are three options to pay your employee.

Option 1: Run a Quick Calc and Manually Pay the Employee

• Best for: A single employee with urgent payment needed
• Timeline: Pay your employee when you're ready. Record the earnings on the next payroll within the quarter.
• Steps:
  1. In Toast Payroll, navigate to the employee's profile.
  2. Select Quick Calc.
  3. Select Start.
  4. Select the yellow Actions star.
     1. You may already see earnings and/or deductions in this table. These will automatically appear if an individual has a recurring earning and/or deduction code that applies to them every pay period (for instance, a salaried user will see their pay period's gross salary amount).
  5. Select Add Earning and then Submit.
  6. Add the missed pay here:
     1. Check Type: Leave as Manual Check.
     2. Earning Type: Select an earning code.
     3. Hours: Enter the number of hours here for hourly earnings.
     4. Amount: Enter a dollar amount here for salary or flat-rate earnings.
        
        1. Note: Enter either Hours or Amount, but not both. This depends on the Earning Type you selected above.
     5. Week: For biweekly payrolls, enter which week you would like to apply the earning.
  7. Select Add Earning to finalize. Selecting Save and Add allows you to add multiple entries at once.
     
     
     
     
  8. Once all necessary earnings and/or deductions have been added to this quick calc, select the yellow Actions star once more and choose Calculate Gross to Net and Submit.
  9. At this point, you can pay your employee the net pay amount. This number is based on the deductions and taxes that Toast Payroll will apply to this employee. Continue these steps to apply the quick calc to a payroll.
  10. Scroll down and choose the payroll to apply this quick calc to.
  11. If applicable, enter a check number.
  12. Select Submit.

Option 2: Off-Cycle Payroll

• Best for: Multiple employees missed or a large adjustment
• Timeline: 4 business days to process
• Steps:
  1. Fill out and submit it to Customer Care.
  2. Once it's been processed and created by our team, log into Toast Payroll and select Payroll.
  3. Select Preview for the off-cycle payroll specifically.
  4. Progress to the Employee Earnings step.
  5. If you need to, add employees by selecting + Add > Add Employee. Only employees from this pay group will appear in the list.
  6. Now select +Add Earning to enter earnings for each applicable employee. All information must be entered manually.
     1. You may wish to open the Advanced Options drop-down menu to edit fields such as Earning Rate.
  7. Submit the payroll when you're ready.
  8. Off-cycle payrolls may take 4 business days depending on the time of submission and your bank's processing schedule.

Option 3: Add to a Future Payroll

• Best for: No urgency and when a business wants the fewest transaction
• Timeline: Next scheduled payroll run
• Steps:
  1. In the present, create a as a reminder. If you don't need a reminder, skip to the .
     1. On the Toast Payroll dashboard, select + > Add Payroll To Do.
     2. Fill out the following:
        1. Related To: Select an employee.
        2. Payperiod: Choose the payroll that the payroll to do should be added to.
     3. On the the Earnings and Deductions form, fill out the following:
        1. Earning Type: Select the applicable earning code.
        2. Hours: If the earning is based on the employee's hourly wage, enter the amount of hours.
        3. Amount:  If the earning is a flat amount, enter that amount here.
     4. Select Submit to finalize.
  2. In the future, add the employee's missed pay to payroll.
     1. Open the payroll run for the next pay period
     2. You'll see your payroll to-do on the Preview Payroll step (if you created one).
     3. On the Employee Earnings step, locate the employee and select +Add Earning.
     4. Select the correct Earning Code and add either Amount or Hours, depending on which earning you chose.

Missed Employee or Missed Pay FAQ

Will the employee see this as a separate payment or combined with regular payroll?

Quick calcs and off-cycles will become separate payments. Adjustments to future payrolls appear on the same paystub as the future earnings.

Can I use Quick Calcs for multiple employees?

You can, but if you have multiple employees who missed pay, it may be much easier to create and run an off-cycle payroll.

What if the payroll has already been submitted to the bank?

You cannot modify submitted payrolls. Use the Quick Calc, off-cycle, or future payroll options above.

How long does Quick Calc take to reach the employee?

It depends on how and when you pay the employee. Keep in mind that a quick calc is only a record of the payment you should manually make outside of Toast Payroll to an employee who was missed.

When to Contact Customer Care for Missed Employees or Missed Pay on Payroll

• An employee's direct deposit information was invalid and they didn't receive their wages.
• When you need guidance on which option to choose.

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.