Tell them you will be switching payroll providers. With a new payroll provider ready and waiting, you’re ready to make the switch. Money spent on avoiding missteps is money well spent, and it provides priceless peace of mind. If you have questions about switching payroll providers, consult an accountant or other financial professional. When you sign a contract with your new payroll provider, make sure it specifies which services they will provide so both you and your provider agree on what’s expected of them. A payroll provider who offers a great product and outstanding customer service can be worth the higher price tag. Still, if you only shop for the lowest price you may later regret it.
An appealing base price can end up costing more than you expect. When you’re quoted a figure, be sure to ask whether there are any extra charges. As you narrow your choices, ask the finalists for references from clients similar to your organization.įinally, consider the cost. And don’t fall in love with the first system you try you’ll never know what’s best without hands-on comparisons. Is it easy to use? Intuitive? Complete? Does it integrate with your HRIS? Are the reporting features up to snuff? Take your time with demos and ask lots of questions. Look for payroll providers that can meet all your current needs and allow you to add more services as needed. Then, make another list of benefits you may want to add as your firm grows, such as vacation leave and retirement plans. If you haven’t already done this, here’s how in a nutshell.įirst, make a list of all the payroll features you need, such as filing taxes and administering direct deposits of employees’ paychecks. Choosing a New Payroll Providerīefore you can say goodbye to your old payroll provider, you need to pick a new one. To make it easier, we’ve broken the process down into simple steps you can accomplish one at a time. If the payroll company’s point of contact is difficult to work with the customer service department doesn’t meet expectations, or the company has made recent structural changes rest assured that, relationship issues can happen with any vendor and are usually quickly resolved through proper communication.Ĭountless organizations have switched payroll companies successfully, and yours can too. Sometimes a conflict of personality is enough to turn you off to a potential working relationship. Solutions come and go all the time, so read the service contract to ensure your new payroll company will continue to provide access, updates, and service support for aging software. It’s important that your payroll company can correctly import retirement plans, time tracking systems, and other non-wage information. If you’re a company that pays various employees at different frequencies (e.g., bi-weekly and monthly), then make sure the payroll company you choose has the flexibility to manage all of them at the same time. This doesn’t happen often, but if it does, your new payroll company should be able to easily identify and clean up any discrepancies.
Some of the potential difficulties to prepare for are:
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If you know what can go wrong, you know how to lay the proper groundwork for a big change like switching payroll companies. What Are the Difficulties of Switching Payroll Companies? Countless organizations have switched payroll companies successfully, and yours can too. It certainly takes some effort, but there’s no need to feel overwhelmed.
Some people put off switching payroll providers because they’re afraid the transition will be too difficult and time-consuming. Watch Webinar Is It Hard to Switch Payroll Providers?
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