Accomplish More.
Juggle Less.
Everything you need to transform your work.

Switching Payroll Providers: 6 Essential Steps to Follow

Payroll is a critical function for any business, but it can also be a time-consuming and complex process. If you're not happy with your current payroll provider, or if you're looking for a new one, there are a few things you need to know.

There are many reasons why you might want to switch payroll companies — including cost, features, customer service, security and growth. If you're not happy with your current payroll provider in any of these areas, you may be able to find a better option by switching to a different company. 

When choosing a new payroll company, it's important to do your research and compare different providers to find one that is a good fit for your business and your needs.

A smooth payroll transition is important for many reasons, including compliance, accuracy, employee satisfaction and business continuity. By planning ahead, communicating with employees, testing the new system and being prepared for the unexpected, you can help to ensure that your payroll transition is smooth and successful.


1. Research and Select a New Payroll Provider

Choosing the right payroll provider is an important decision for any business. By taking the time to research your options and compare different providers, you can find a provider that is a good fit for your business.

1. Access your business needs. What are your specific needs for a payroll provider? Do you need a provider that can handle a large number of employees? Do you need a provider that offers a variety of features?

2. Compare different payroll providers. There are many different payroll providers available, so it's important to compare them before making a decision. Compare features, pricing and customer support. You can also read online reviews to get feedback from other businesses that have used the providers you're considering.

3. Look for ease of use, pricing and customer support. You want a system that is easy for you and your employees to use, and you want to be able to get help from the provider if you need it.


2. Notify Your Current Payroll Company

When you're ready to switch payroll companies, it's important to notify your current provider promptly. Most providers have a termination process you'll need to follow. This process may include providing written notice, providing a final payroll run and paying any outstanding fees.

Once you've notified your current payroll company, you'll need to request essential payroll data. This data may include employee information, payroll history and tax information. You'll need this data to set up your new payroll provider.

When you switch payroll companies, you may be responsible for paying fees. These fees may include termination fees, setup fees and monthly fees. Be sure to ask your new payroll provider about any potential fees before you make the switch.


3. Set Up Your New Payroll System

Once you've chosen a new payroll provider, it's time to set up your system. This process will vary depending on the provider you choose, but there are some general steps that you'll need to follow. When you've completed these, you'll be ready to start running payroll.

1. Input employee and company data. This includes employee names, addresses, Social Security numbers and job titles. You'll also need to enter your company's information, such as your business name, address and tax ID number.

2. Configure tax information. You'll need to configure tax information for each employee. This includes their withholding allowances, tax rates and any other relevant information.

3. Establish a payroll schedule. You'll need to establish a payroll schedule. This will determine how often you pay your employees. Most payroll providers offer a variety of schedule options to choose from.


4. Train Your Team

Once you've set up your new payroll system, it's important to train your team on how to use it. This will help to ensure that everyone is on the same page and that payroll is processed accurately and on time.

Be clear about the reasons for the change. Explain the benefits of the new system and how it will make payroll processing easier and more efficient.

It's also important to provide your team with plenty of time to learn the new system. Don't expect them to be experts overnight. Allow them to practice using the system before they are responsible for processing payroll.

In addition to providing in-person or online training, you should also provide your team with training resources. This could include things like:

  • Online tutorials: There are many online tutorials available that can teach your team how to use a new payroll system.
  • Documentation: The payroll provider should provide documentation that explains how to use the system.
  • FAQs: The payroll provider should also provide a list of frequently asked questions that can help your team troubleshoot problems.

5. Conduct a Parallel Payroll Run

A parallel payroll run is a process of running payroll in both the old and new payroll systems for the same pay period. This is done to verify the accuracy of the new system and to identify any discrepancies.

To conduct a parallel payroll run, you will need to follow these steps to ensure the new payroll system is accurate, compliant and ready to use.

  1. Select a pay period to test. The pay period you select should be representative of your typical payroll activity.
  2. Run payroll in both the old and new systems. Make sure to use the same employee data and pay rates in both systems.
  3. Compare the results of the two payroll runs. Look for any discrepancies in the amounts paid to employees or the deductions taken.
  4. Address any discrepancies. If you find any discrepancies, investigate the cause and make sure they are corrected.
  5. Ensure compliance with regulations. Make sure the new payroll system complies with all applicable regulations.


6. Close Out Your Old Payroll System

Once you have switched to a new payroll system, you will need to close out your old system. This includes reconciling final reports, archiving necessary records and completing any remaining tasks.

The first step in closing out your old payroll system is to reconcile final reports. This means comparing the reports from the old system to the reports from the new system to make sure they are accurate.

Once you have reconciled the final reports, you will need to archive the necessary records. This includes payroll records, tax records and any other records that are required by law.

Next, you will need to complete any remaining tasks. This may include notifying employees of the change, updating your website, and changing your business cards.

Switching payroll companies can be a hassle, but it's worth it if you do your research and follow the right steps. By following the tips in this blog post, you can help ensure that the process goes smoothly and that you're happy with your new payroll provider.

If you are looking for a reliable and efficient payroll outsourcing solution, BELAY is a great option. With BELAY, you are offered a wide range of features and benefits that can help you save time and money.

And best of all, switching payroll providers doesn’t have to be difficult or time-consuming. Let BELAY handle your payroll, so you can handle the rest.