what are your best practices to get payday right at your restaurant.

[Kris10]

I've used multiple payroll companies to process payroll over the years, and Toast is by far the most simple and easy to use!

I start by reviewing employee timesheets to check  errors like missed  clock out's, or wrong job codes. 

I also send the employee tips  through tip management each night so they can cash out before payday on their paycards if they would like (my employees love this feature)! This has been a huge timesaver when processing payroll as tip management pays out tips seamlessly and eliminates the time consuming tip review I used to do during payroll. 

I currently have a small enough staff that this process doesn't take too long, but am curious if anyone knows of a shortcut. Is there a report we can run to see if there are any auto clock-outs?

After importing timesheets, I run payroll calculations and check for auto wage makeup,  zero net checks and unpaid employees. 

Next I add any vacation hours, sick time, or add necessary hours for new hires, usually tracking these through paper notes and emails. Does anyone have any hacks for keeping these things sorted a little easier? 

Then I like to view the payroll summary, if it seems way off I can go back and check for errors using the employee comparison report which shows if an employee is making more or less than their last paycheck.

I'd love to hear others best practices or hacks to make payroll even more simple to process!

[Penguin_Meg1 · Accepted solution]

Sounds like "payroll todos" will be your best friend. 

Go to your main dashboard and click the tiny plus(+) sign on the right side. Select "payroll TO DO". 

Here you enter pay advances repays, vacation times, etc. that are then "scheduled" to go onto whatever payroll you wish them to be on. So that when you are processing payroll these things are already processing and you don't have to do then at the time you are doing the rest of payroll.

You can see your list of scheduled to do's by going to the main dashboard and going to Payroll on the right side of the screen.

>Click view payoll

>Under Quick Actions on the right click on "scheduled payroll adjustments"

This will show you any earnings or deductions you have scheduled. If you have scheduled pay advance repays that are ongoing they will also show here. By using this the moment you know about vacation hours, sick time, etc. you can schedule it for your next payroll.

Hope this helps. Let me know if you need me to expand more.

[Kris10]

oh my goodness, genius! thank you so much for the tip!!

[ashokr]

@Penguin_Meg1 that's an awesome tip!. Love it when the system can help without having to remember. I'm not using payroll due to our unique payroll needs. @Kris10, Can you post some screenshots when you set this up? 

I'm personally a command line junkie (I'm probably a handful of them). I have written some tools to generate timesheets for my active employees automatically, and I send these to my accountant. 

I love the advanced management, hopefully you can set up the total money given to an employee, and specify the amount you want to deduct each paycheck, and the system manages this along with a line item in the payroll, so it's clear to the employee.

Looking forward to hear more.

[EV_SEA]

concerning auto-clock out... the time sheet report in the POS backend (toasttab.com) has a toggle to filter auto-clock outs.  It's clear from that screen if you have any in the given time period you've selected.  You've mentioned you already review employee timesheets so I'm sure you know this, can you clarify? 
I personally have been asking Toast for years to enable some time of alert that could go to a manager (email or pop up when the log in to the back end... something!) when an auto-clock out happens so they can correct it asap. 

Payroll to-dos are great.  

I personally am loving the digital onboarding.  We have our employee handbook set up in there as a form they have to esign to verify they've reviewed, along with other documentation we need them to acknowledge.  I upload all of our employee's food handlers permits and liquor exam cards so that I can set the expiration dates and prompt a reminder when they need to renew.