Toast Payroll Cheat Sheet

Use this cheat sheet for quick answers to find what you’re looking for in Toast Payroll.

Employee’s Record:
Type employee’s first or last name into the Quick Search tool in the upper right-hand corner of any screen. Select
their name from the dropdown to be taken to their record.

New Hire:
Navigate to the Management Tab > New Hire > and select Start New Hire.

Termination:
Navigate to the Employee’s record > Team > Career Profile > and select the Terminate button in the right-hand
corner.

Adding a Direct Deposit:

1. Navigate to the Employee’s record > Pay > Direct Deposit.
2. Select Add New and follow the steps of the wizard to enter an Account Nickname, the routing number, and
the account number. If you wish to add more than one account, select Add New again and proceed through
the steps including designating how much you want in each account.

Note: By default employees have access to add/edit their own bank info as well.

Adding a Deduction:
1. Navigate to the Employee’s record > Pay > Pay Information> Deduction sub tab.
2. Select Add.

Note: If you need a new deduction code setup, please contact your Service Team.

Changing an Employee’s Password:

Navigate to the Employee’s record > Personal Profile > User Log In > Enter the new password.

Note: Be sure to read the instructional text for password requirements.

Changing a Salary and/or Position:

1. Navigate to the Employee’s record > Career Profile > Position > select the Edit pencil.
2. Select the appropriate Reason code and update the Position drop down if applicable and audit all attributes
as they may change. If you are doing a pay change, enter the Raise Amount.
3. Select Calculate.

Note: Hourly employees should have a regular Default Earning Type and Salaried employees should have a
salary Default Earning Type.

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Changing an Employee’s Levels:
1. Navigate to the Employee’s record > Career Profile > Position > select the Edit pencil for the current position.
2. Select a Reason code for your edit and scroll down to the Levels section.

Other Common Items That Are Updated on Position:

• Work Tax Location (indicating where the employee works)
• Note, this field drives what state the employee is taxed in. Employees are typically taxed in their work
state first.
• TAFW Tier
• Benefit Tier
• Employment Type (e.g. Full Time, Part Time)
• Security Role
• Employee’s Manager
• Pay Type (Salary vs. Hourly)

Accessing a Posted Payroll Report:

1. Select the Company Tab > Payroll > select the Posted Cycles Year to Date dropdown
2. Select the posted payroll check date from the dropdown > select Reports > select the report you would like
to view

Accessing a Pay Stub:

Navigate to the Employee’s record > Pay > Pay History > select the Eye icon to view the pay stub or select the
Arrow icon to download.

Note: Employees also have access to their own Pay Stubs.

Changing an Employee’s Address:

Navigate to the Employee’s record > Personal Profile and update information under Contact Information.

Note: By default employees have access to updating their address as well.

Updating an Employee’s W-4 Information:

1. Navigate to the Employee’s record > Documents & Forms > Forms.
2. Edit the exemptions and/or filing status as necessary.

Note: By default employees also have access to updating their own W4 info.

Finding an Employee’s Date of Birth:

1. Navigate to the Employee’s record > Personal Profile and scroll down to Demographics box.
2. Select the Edit pencil or the magnifying glass to find the employee’s birth date.

Issuing Manual Checks:

Manual Checks are issued outside the normal pay cycle.

1. Navigate to Employee’s Record > Pay > Quick Calc > and select Start.
2. Select the action star and select Add Earning. Follow the prompts to calculate earnings.

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