Do you want to switch to a new payroll provider, fearing missed payroll periods and data errors during the transition? Don't worry - the process doesn't have to be chaotic.
Finding a payroll provider that offers a streamlined conversion process customized to your company's unique needs is critical to ensure a smooth and hassle-free transition. When you're ready to switch, remember these six things when selecting a payroll provider.
#1. Timing of a Payroll Conversion
When it comes to implementing a new payroll solution, timing is crucial. Starting the process in Quarter 2 is best if you're considering a mid-year conversion. Alternatively, you can opt for a year-end conversion in October to avoid conflicts with year-end processing.
Selecting the right time of year for a payroll conversion is essential, but other factors must be considered. To ensure a seamless transition, it's necessary to work with a payroll provider that offers a streamlined implementation process, complete with an experienced sales consultant who understands your unique needs. The right provider should also have a dedicated sales team involved every step of the way to navigate the complexities of workforce solutions and ensure a successful transition.
#2. Data Conversion
When considering a conversion, it’s essential to consider whether the payroll system is unified with core HR and attendance. When payroll, core HR, and time tracking data are stored in a centralized database, this provides many benefits, including:
- Greater user flexibility
- Reduced payroll errors
- Eliminated duplicate data entry
- Decreased labor costs
- Increased visibility into company trends and metrics
Look for a provider who assigns a dedicated implementation manager with the experience to translate the systems' differences and suggest improvements that will increase productivity, reduce potential errors, and drive down costs.
Whether your company has employee garnishments, non-cash fringe benefits, or complex vacation policies, you want to look for a solution that will meet your unique requirements and scale to your company’s structure.
#3. Data Integration Capabilities
Many companies have existing business investments for benefits, such as general ledger software, point-of-sale (POS) systems, and retirement packages. Integrating these existing systems with an online payroll system is a huge benefit, as the data is accurate and up-to-date. Other benefits include:
- Eliminated duplicate data entry
- Reduced paperwork
- Point-in-time reporting
Consider providers with an established portfolio of integrations with the most popular business applications and vendors. Providers who own and develop their technology have the flexibility to create their own data integrations, so you have a tailored solution.
#4. Payroll Tax Compliance
With payroll tax compliance rules constantly changing, it's crucial to utilize a payroll provider with a tax compliance department that helps manage these updates. Once the conversion is complete, a tax compliance team should update your payroll tax tables each year and help with year-end processing. A good payroll provider should have a tax compliance team of experts who will review your existing data to check for any potential payroll tax errors. The tax compliance team should also update payroll tax tables each year, handle tax filings and payments, and help you with year-end processing.
#5. Customer Support
Another equally important factor to consider during a payroll conversion is the level of customer support provided. You should feel confident knowing that a customer support member is readily available to help make a successful partnership with the payroll provider. When determining the level of support offered by a payroll provider, some questions to ask include:
- What professional payroll certifications do the support staff have?
Will I receive a dedicated account manager and team?
Is the support staff available via phone, chat, or email?
What is the average response time of a support request?
Are specialists available to help with more complex benefits and ACA compliance questions?
- Consider payroll providers who assign dedicated trainers and account managers. Your trainer should create a training plan to meet any unique deployment needs. Your account manager should always be your main point of contact after your conversion is complete, so they will always be familiar with how your business uses its payroll system.
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