October 1, 2019Payroll

Switching payroll providers doesn’t have to be painful

Ready to abandon that cumbersome old payroll system that takes too much time to manage and frustrates employees who want convenient, flexible options for getting paid?

Moving to a modern payroll provider is easier than you think. In fact, it’s so easy, it’s like learning to salsa dance. Here are three steps that will have you swaying to a new payroll rhythm in no time:

1. Pick your partner 

You can’t be a great salsa dancer without having the right partner. Similarly, picking the wrong payroll partner will leave you tripping over your feet.

When you’re shopping around for a new payroll platform, listen to your employees about what’s not currently working. Document their pain points and time-consuming processes. Ask prospective new providers for a list of the services they provide, and see how they match to your needs. Request a demo of the platform to make sure it’s easy to use and so intuitive you’ll feel confident you’re running payroll correctly.

At the same time, make sure you understand what you’ll be paying for upfront, so you can avoid extra fees for tools and add-ons you don’t need. Ideally, you’ll be working with a provider that has a flat, per-employee fee, so you can scale the platform up as your business grows but not overpay in the short term

2. Learn the steps

Once you’ve picked a partner who complements you, it’s time to move.

When you’re migrating to your new payroll system, these fundamental steps will make the transition fast and simple.

  • Check and gather your existing payroll data before canceling with your current provider. Make sure you get historical documentation for the current year, as well as back records to keep your company in compliance. During the transition, have employee verification records available in case employees need them to prove their incomes for financial transactions.
  •  Inform your current payroll provider. Review your existing contract to make sure you’re giving the appropriate amount of notification. In some cases, you may be able to cancel your subscription immediately.
  •  Provide information to your new payroll partner. This includes federal, state and local tax identification numbers, tax deposit information, third-party authorization forms, and copies of your tax returns, as well as all employee payroll information – including their W-4s and direct deposit details. 

3. Get into a rhythm

When learning how to salsa dance, you need a little time to develop a good rhythm and feel confident you’re doing it right.

Similarly, now that you’ve started the migration process, you need to get in groove with your new provider. Get clear on what the provider will be responsible for, like setting up employee profiles and handling paperwork. That includes verifying your new provider will provide end of year tax forms for employees, while also getting in step to make sure no gaps in paychecks occur during the switchover.

The level of onboarding assistance, time, work and cost will vary from provider to provider. Ask for an implementation timeline to make sure it works for you and doesn’t break your budget. Some legacy providers still charge hundreds (if not thousands) for onboarding and can take months to set you up on their platforms, but this is changing.

The good news: When you choose a modern payroll platform like Everee, switching providers will be music to your ears. At Everee, our onboarding process is streamlined and simple for employees to submit their information. Our team can also offer additional support to ensure you’re up and running as fast as possible. And once you’re on board, you can manage payroll from your mobile device, any time, day or night. Even better, employees can choose how often they get paid, even daily.

And that means, you’ll quickly be swaying to the rhythm of your new payroll process, to the delight of you and your employees.