Submitting Salary and Employment Changes

Below is an overview of how to submit salary and employment changes for a contributor in the Toku platform.

Important: Payroll-impacting changes must be submitted in the Toku platform by the 10th of each month. Changes submitted after this cutoff will be applied to the following pay cycle. While we will backdate the effective date, the adjustment will not be paid out until the next cycle. If you need urgent assistance with a salary change, please contact payroll@toku.com. For all other employment change questions, reach out to customer-success@toku.com.

Employee pre-funding: For EOR, PEO, and payroll-only employees, additional payments over $5,000 USD require pre-funding. Whenever pre-funding is required, including termination or severance payments, submit complete changes and payment details in Toku by the 10th. Toku reviews those submissions and sends invoices on the 11th or next business day. Full funds must be received and cleared by the 14th for that month's payroll consideration. Funding received after the 14th moves the additional payment to the next eligible regular payroll cycle. Earlier cycle cutoffs still apply. Contractor deadlines are separate. See Additional Compensation Changes Over $5,000: Prefunding Approval.

How to Submit a Change

1. Go to https://app.toku.com/ and log in using your username and password. If your company has 2FA enabled, this will be an additional step in the login process.
2. Navigate to People > People Directory.
3. Select the name of the employee you would like to submit the change for.
4. Scroll down to the Employment Information section and select Request Changes to Employment Information.
5. Complete the required fields and click Submit Request.

Fields Available for Change

The following fields can be updated through an employment change request:

• The Change Effective Date & Time (including timezone)
• Work Email
• Job Title
• Job Description
• Employment Type
• Working Rights
• External Employee ID
• Compensation (currency and amount)

Compensation Change Letters

When a compensation change is submitted and approved, a compensation change letter will automatically be sent to the employee. The employee can access this letter in their Documents section within Toku. Please note that this only applies to compensation changes - other employment information updates will not trigger a letter.

If you would like additional communication sent to employees regarding any changes, please reach out to customer-success@toku.com.

Review and Approval

Once submitted, Toku will review and approve the changes for the next available payroll cycle. As a reminder, monthly payroll changes must be submitted by the 10th of the month and any required pre-funding must clear by the 14th for that month's payroll consideration. Earlier cycle cutoffs still apply.

Changes submitted after the 10th will be backdated to the requested effective date but will not be paid out until the following cycle.