Toast Onboarding and Payroll

Note: Toast does not currently offer a payroll integration with Delaware EARNS. If your business uses Toast for payroll, you can follow the instructions below to learn how to best facilitate your main program responsibilities without an integration.

Add Employees

Create Employee Report

You will need to create a report of employee information to be uploaded to the Delaware EARNS portal. You can generate this report directly from your Toast payroll system.

To create a custom report:

1. Navigate to the Reports page, then Custom.
2. Select the Add+ button to begin.
3. Name your report, then add a description (optional) and desired security level.
4. Choose the template labeled “Employee Attributes” and select Save.
5. Select the following required fields to be included in the report:
   
   • SSN
   • First name
   • Last name
   • Physical street address
   • City
   • State
   • Zip code

Middle name, email address, phone number, mailing address, and external payroll ID are all optional but helpful fields to include.

You will now have the option to filter your report to only show employees who are eligible for the program. Once the report is fully customized, you may select Save to save the report to the “Custom Reports” list or select Queue to save and immediately run the report.

Note: All fields can also be input manually, but for larger rosters it is much easier to rely on a file upload.

Upload Employee Report

Once you have a comprehensive employee report showing all the required data points for all employees, you will now enter this information into the Delaware EARNS portal to enroll your employees to the Program and open up their Roth IRA accounts.

1. Navigate to the “Add Employees” section of onboarding.
2. Select Upload File and choose your saved Excel or CSV file. Then, verify all headers match the required fields.
3. Cells highlighted in red will flag any errors or missing information from your employee data. Manually correct this data to continue.
4. At the bottom left-hand corner of the screen, click the Submit Employee List button. Then, select Finish Onboarding.

Your employees will now receive communications (via email or print mail) notifying them that they have been enrolled in the program and that they have a 30-day window to opt out or change their elections prior to the first payroll contributions being made. Otherwise, their contribution rate will default to 5%, the percentage indicated in Delaware's legislation. They can always opt-out or change their contribution rates later on.

Set Up Payroll

Create a Payroll Deduction

Payroll setup is to be completed roughly 30 days after onboarding is completed, as employees will have ideally made their desired contribution elections by the end of this opt-out period. However, Toast Payroll clients will need to submit documentation to request a new deduction code, so you may want to do this ahead of time to ensure deductions are set up on time.

1. Download this form.
2. Edit the form to include applicable business information.
3. You can name the deduction however you prefer, but we’d suggest naming it “Delaware EARNS Roth IRA” or something similar.
4. Leave questions 4, 5, and 11 blank.
5. Select No for questions 6, 7, and 8.
6. If you use Toast’s General Ledger product, you can select Yes for question 9 and fill in your account information. Otherwise, you can select No.
7. Select All for question 10.
8. Save the completed form.
9. Email the form to [e-mail] with the below message in the body of your email:

Dear Toast Representative,

I am reaching out to request a new deduction code be added to my Toast Payroll database. The new deduction should be called "Delaware EARNS" and should be a Roth (after-tax) percentage to be recurrently withheld from employees' gross pay if they elect to participate in Delaware EARNS, the state of Delaware's retirement savings program. You can find more information about this program by going to EARNSDelaware.com.

Below is my business and account information:

Business Name:

Toast Account Number:

Thank you, and please let me know if you have any questions about the setup of this new deduction.

Note: Remember to include your business name and Toast account number in your email.

You should receive confirmation from Toast that your request has been received and processed within a few business days. If you don’t receive this, please contact your Toast representative. Once your request has been processed, the deduction will appear in your Toast database.

Add Employee Deductions

Now that you’ve created your Roth IRA deduction, you will need to apply it to each participating employee’s recurring pay based on their desired contribution rate. The next section of this article titled “View Contribution Rates & Changes” will walk you through how to find each employee’s contribution elections within the Delaware EARNS portal.

1. Navigate to the Team page or use the “Search Employees” bar. Select an employee.
2. Choose Recurring from the left side of the screen.
3. Scroll below the graph and select the “Deductions” tab.
4. Select the Add+ button and fill out the following information before selecting Save:
   • FEIN (Federal Employer Identification Number)
   • Deduction: Select the Delaware EARNS deduction that you previously requested
   • Vendor: Leave this blank or enter Delaware EARNS
   • Start and End Dates: The end date can be set long into the future so they do not disappear from the employee’s recurring deductions
   • (%) Amount: This can be found in the Delaware EARNS portal with instructions in the next section of this article
   • Limit/Goal: Per Toast’s Help Center, you should enter “-99” in this field
   • Adjusted Limit: Leave this blank
5. Repeat steps 1-4 for each active employee.

View Contribution Rates & Changes

1. To view your employees’ initial elections or any changes they make moving forward, visit the "Contributions" tab on the left-hand side of the Delaware EARNS portal.
2. Select the red View X Savings Rate Changes button to view recent changes your employees have made to their contribution elections.
3. You can then update each contribution change within the Toast portal and select Mark as Complete in the Delaware EARNS portal.

Note: You will also receive an email 4 days prior to your next scheduled pay date notifying you of contribution changes to be updated in the Toast system before payroll. You can also find all employee contribution elections in the Employees tab of the Delaware EARNS portal at any time.

Create and Upload a Contributions File

In order to remit payroll contributions, you can download a report via Toast to then upload to the Delaware EARNS portal.

Note: You may also enter the contribution amounts directly to the Delaware EARNS portal by typing them in one-by-one (which could be easier for businesses with fewer active employees), but you may also find it helpful to upload a file.

1. Navigate to the Reports page, then Custom.
2. Select the Add+ button to begin.
3. Name your report, then add a description (optional) and desired security level.
4. Choose the template labeled “Employee Attributes” and select Save.
5. Select the following required fields to be included in the report:
   
   • SSN
   • First name
   • Last name
   • Deduction name/code
   • Check date and/or payroll cycle
   • Deduction amount
6. Filter the report to show participating employees’ Delaware EARNS deductions during the pay period for which you’re submitting contributions.
7. Select Save to save the report to the “Custom Reports” list or select Queue to save and immediately run the report.
8. Download the report as an Excel or CSV file. For proper uploading to the Delaware EARNS portal, you will need to:
   • Remove additional headers that do not match the fields in the Delaware EARNS table featured below
9. Visit the "Contributions" tab and click Start Contributions. You will then have the option to select Upload File or input the data manually.
10. Once all of the information has been input and verified, select Send & Validate to complete your submission.