Switching payroll providers: tips for a seamless switch
18th May 2023
When it comes to payroll, businesses need to ensure that their employees are paid accurately and on time. This can be a time-consuming and complicated process that requires specialist knowledge and software. That’s why many businesses outsource their payroll to third-party providers. However, as businesses grow and evolve, their payroll needs may change, and they may need to switch to a new provider. Rowleys Payroll Manager Rebecca Gotch shares how easy it is to switch payroll providers and how your new provider can make the process seamless and hassle-free.
How easy is it to switch payroll providers?
Switching payroll providers may seem daunting, but it’s a straightforward process if you choose the right provider. A good provider will take care of most of the heavy lifting, and you’ll only need to provide some basic information.
Here are the steps involved in switching payroll providers:
- Research and choose a new provider: The first step is to research and choose a new provider that meets your business’s needs. Look for a provider with the features you need, excellent customer service, and a proven track record. Check that you’ll have a dedicated person who can answer any payroll queries you may have now and in the future.
- Provide basic information: Once you’ve chosen a new provider, you’ll need to provide some basic information, including company information, employee data and previous payslips. Your new provider will typically handle the rest, including setting up your account and transferring your employee data.
- Set up your account: Your new provider will set up your payroll account, which includes configuring your payroll settings and entering your employee data.
- Test and verify: Once your new account is set up, your provider will test the system to ensure that everything is working correctly. They’ll also verify that your employee data is accurate and up to date.
- Go live: Once the testing is complete, your new provider will go live, and you can start processing your payroll on the new system.
How your provider will make the switch seamless
Switching payroll providers can be seamless if you choose the right provider. Here are some ways that your new provider can make the process easy:
- Dedicated point of contact: A good provider will assign a dedicated person to guide you through the process and understand your payroll. They’ll be your main point of contact and help you gather the necessary information and answer any questions.
- Automated data transfer: Your new provider will typically automate the transfer of your employee data from your old system to your new one if this is possible. This reduces the risk of errors and ensures that your employee data is accurate.
- Cleanse the payroll: Switching providers provides a good opportunity to quality-check your payroll data. Your new provider will likely spot any errors or data not processing correctly during onboarding.
- Customised payroll settings: Your new provider will work with you to set up your payroll settings, such as pay frequencies, different payments and deductions etc. They’ll ensure that your settings are customised to your business’s needs.
- Ongoing support: Once your account is set up, your new provider will provide ongoing support to ensure that your payroll runs smoothly. They’ll be available to answer any questions you have and help you with any issues that arise.
Our CIPP-qualified payroll experts manage all aspects of payroll. We work with hundreds of clients of different sizes To find out more about our payroll services, please contact Rebecca Gotch, either by email: email@example.com or call: 0116 282 7000.