So you’ve decided it’s time to move on from your current payroll provider.

Luckily, when you outsource your payroll to a third-party provider, you’re not linked to that company forever. And if you’re still doing payroll in-house, outsourcing to a provider is not only easy, it’s actually one of the best business decisions you can make.

This guide will walk you through the process of switching payroll providers. For further assistance in making your switch a smooth transition, take a look at our payroll calendar to see quarter-end dates for reference here.

Switching payroll providers.

Change can be scary, I get it. If you look at the change management aspect of switching payroll providers and get concerned, you’re certainly not alone. With all your sensitive and crucial data tied into payroll, it’s understandable that entrusting another provider with that information can feel unsettling.

But just like you experience changes and growth in your business, payroll providers are forced to update methods and technologies to keep up. Payroll companies are in business to make your life easier, so switching to a provider you are fully happy with can be an easy process too. Consider developing a partnership early in that process with a full-service provider that is interested in the long term success of their clients.

Best time to change.

There really aren’t any rules that state any specific time of year would be the best time for you to switch. In the past, organizations would make the change at the beginning of a new quarter (January, April, July, and October). This was a loose guideline set to keep your financial records in order and easy to follow.

While there is some truth to that timing, it’s a good idea to first identify the challenges you’re currently facing with your internal processes and/or your current payroll provider. This way, you can set expectations and goals for the next company you choose to work with.

Here are a few questions to ask your new potential provider before making the switch.

  • How long have you been in business?
  • Who can I call for a reference?
  • What’s your customer service policy like? Will I always work with the same person? And do you have set business hours to be reached?
  • How do your reporting capabilities work?
  • How do I know that my data will be secure?
  • What is the transition process to switch to your services? What am I required to do and what do you take care of for me?

General steps.

After you’ve vetted your options and landed on a different choice for your company, you’ll want to take a few steps on your end to help with the transition.

  1. Check your current contract to make sure there aren’t any restrictions. Be sure to follow the requirements for properly canceling.
  2. It’s also a good idea to check with your bank and any legal counsel you may have to ensure that you’re staying compliant. 
  3. Have this information handy:
  • Payroll tax returns.
  • Employee information.
  • Current earnings and deductions.
  • Historical payroll information for the company and the employees.


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Switching to PrimePay.

Our goal is to make the transition to working with us as seamless as possible. With today’s tools and technologies, we are able to accommodate changes any time of the year. And if you currently process in-house, we are able to work with you to eliminate any concerns and take on the burden of payroll and tax filing.

To get started, the first step would be to meet with a member of our sales organization who works closely with our enrollment team to ensure a smooth transition to PrimePay. Once an agreement is finalized, the enrollment team will work through a series of set up questions regarding client and employee details.

Before processing for the first time, it’s a good idea to conduct an internal audit. This audit should consist of reviewing the information gathered vs. what we entered into our system to ensure we have captured all information thoroughly and accurately.

Make the switch today. Fill out the form below to start the conversation to find the best payroll solution that works for your business.

Disclaimer: Please note that this is not all-inclusive. Our guidance is designed only to give general information on the issues covered. It is not intended to be a comprehensive summary of all laws which may apply to your situation, treat exhaustively the subjects covered, provide legal advice, or render a legal opinion. Consult your legal advisor regarding the specific application of the information to your plan.

Editors Note: This post was originally published in December 2017 and has been updated for freshness, accuracy, and comprehensiveness.