Applies to: Toast Payroll

Permissions needed:

What you'll accomplish: Download a file containing the employee or payroll data you need — demographics, positions, pay history, tax forms, or benefits — for records, audits, or your own analysis.

Different exports live in different places in Toast Payroll. Use the section that matches the data you need.

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To export a list of employees with their demographic and position information — name, address, status, position, hire date, and termination date — use the employee data export under Settings. This is the right export when you want an employee roster or a spreadsheet of current and archived employee details rather than payroll dollar amounts.

Expected outcome: A file downloads to your device containing the employee categories you selected.

Note: This export reflects the data currently entered on each employee's profile. If a field such as an address is blank or out of date in the profile, it will be blank or out of date in the export.

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To pull a report of historical payroll data per employee — earnings, taxes, deductions, and demographics — run the Per Pay Period Employee Payroll Audit Report (PEPAR). It gives a close look at what each employee was paid and can be viewed by FEIN, check date, and pay period.

To run it, navigate to Reports > Standard in Toast Payroll and search for the "Per Pay Period Employee Payroll Audit Report". Before running it, choose which data fields to include: taxes, earnings, deductions, and demographics. To include more than one pay period, hold the Ctrl key (Windows) or Command key (Mac) and select each pay period you want.

For a longer audit window, or to map other common payroll tasks to the right report — gross wages by employee, an employee roster, a single paystub, or quarterly and year-to-date totals — see Toast Payroll: Review Common Payroll Reports.

Note: If the Per Pay Period Employee Payroll Audit Report returns a blank file across a wide date range or for all employees, try running it for a shorter range or one location at a time. If it is still blank, contact Toast Customer Care.

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To download your tax packages and Form W-2 packages, navigate to Reports > Tax Filing in Toast Payroll. You may need to set the Year and FEIN to view the correct tax package or Form W-2 package.

For help reading the contents of a quarterly tax package, see Toast Payroll: Read Your Quarterly Tax Package.

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If your company uses the Toast Payroll Classic Benefits module, you can download the Enrollment Results report. To do this, navigate to Benefits > View benefits module, select the settings at the top, and once the page populates, select Download.

If your company uses both the Classic Benefits and ACA modules, you can retrieve ACA filing information by navigating to Benefits > View and manage health benefits > ACA Reporting.

For more on the Classic Benefits module, see Toast Payroll: Get Started With the Classic Benefits Module.

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To pull a report with employee demographics in Toast Payroll, use the employee data export under Settings > General Setup > Employees. Select Start under Update existing employees, keep the Demographics data points set to Yes, select Next, and then select Download. This export includes fields such as name, address, status, position, hire date, and termination date.

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To export a list of active and archived employees, use the employee data export under Settings > General Setup > Employees. Select Start under Update existing employees, choose the data points you need, select Next, and select Download. The export covers your existing employee records so you can review current and archived employees in one file.

Also asked as:

Yes, you can export employee pay history by running the Per Pay Period Employee Payroll Audit Report under Reports > Standard in Toast Payroll. Select the pay periods and the data fields you need — earnings, taxes, deductions, and demographics — before running the report. For other pay-history options across different time ranges, see Toast Payroll: Review Common Payroll Reports.

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To export data for one employee, run the report or export that covers your full team and then filter the downloaded file to the employee you need. The employee data export and the Per Pay Period Employee Payroll Audit Report both pull all employees, and you can narrow the results in the downloaded spreadsheet.

Also asked as:

The employee data export and the payroll audit report download as a file you can open in a spreadsheet program, where you can sort and filter the data. If you need a clean printout, open the file in your spreadsheet program and use its print or save-as options to produce a PDF.

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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.