May, 2020

Tips for a Successful Mid-Year Payroll Conversion

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Tips For a Successful Mid-Year Payroll Conversion

Mid-year payroll conversions can seem intimidating if you’ve never gone through the process before. For starters, making a change as big as choosing a new payroll and HR provider can seem like more trouble than it’s worth. You may also be worried about potential disruption to your payroll processing. However, if your year-end processing was challenging, it may be time to finally consider switching payroll providers.

To help you make an informed decision for your company, we’ve compiled some tips for a successful mid-year payroll conversion. It could be the best decision you make this year.

But when is the right time to switch to a new payroll provider? You can make the switch to a new provider anytime, but converting at specific parts of the year such as the start of any quarter provides a seamless transition of data, decreasing the risk of missed or lost information in the handoff. So let’s talk about the mechanics of a successful mid-year payroll conversion and how making a change may be the best thing you accomplish this year.

What is a Mid-Year Payroll Conversion?

Mid-year conversions to a new payroll system typically start between April and July. The amount of time it takes to implement a new payroll solution depends on:

  • The complexity of payroll and taxes
  • If any integrations are being used or developed
  • If other solutions like HR or attendance are being implemented

Starting the conversion process during this timeframe ensures a smooth transition so you can go live with the first new payroll processing in July or August.

When is the Best Time to Switch Payroll Providers?

Anytime is the right time to make a change; however, the beginning of the year, the beginning of a quarter, and the middle of the year are the most recommended times to switch.

Converting at specific times of the year, like the beginning of any quarter, provides a seamless transition of data. This can decrease the risk of missed or lost information during implementation.

No matter which time of year you choose to make a switch, an electronic implementation process will ensure a smooth transition and eliminate the need for manual data entry. One major factor contributing to a successful implementation is to ensure you are working with an experienced, knowledgeable provider who understands your unique challenges and is involved in every step of the way.

Looking to make the switch to a new payroll provider?

Mid-year can be a great time to convert to a new payroll provider. This handy Mid-Year Payroll Conversions Checklist provides the tools you need for a pain-free payroll conversion.

Questions to Ask When Changing Payroll Providers

During your research and evaluation process, ask the following questions to determine if a payroll provider will properly and accurately handle your mid-year conversion:


Who will be involved in the conversion process?


Will your unique needs be communicated from your sales representative down the line to ensure your data is set up correctly? How is this done?


Will there be a dedicated project manager who provides a project plan with clear deadlines?


Will the provider convert your data and import your payroll and employee history into their system?


Will a payroll assessment be conducted to reconcile your data history?


Will a payroll assessment be conducted to reconcile your data history?


Will the provider run parallel payrolls prior to the first live payroll submission to confirm data and tax settings are accurate?


Does the provider offer integrations with other systems you use, like retirement plans and general ledger packages?


Will the provider conduct live training using your own company data?


Will you have a dedicated customer support team that is easy to reach via phone or email?


Will the provider ensure you are getting the most of your investment? If so, how?


Does the provider have solutions specialists on staff to help with more complex questions and needs?


Does the provider offer a help center with additional resources at your disposal?

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What Do I Need to Provide When Switching Providers?

Knowing what payroll data you will need to give your new provider will ensure a smooth mid-year conversion process. Here are the key pieces of information you’ll need to provide:

Employee list with social security numbers and addresses, as well as direct deposit information for each employee.
Company bank account information and tax ID numbers (federal, state, and local).
State unemployment rates for all states in which you report.
A list of employee deductions (e.g. health insurance, 401K).
Copies of employee W-4s, garnishment orders, and current year Form 941 payroll filings (if available).
Year-to-date payroll summary per employee, by quarter.

For an even easier transition, you can also collect a list of employee emails and any outstanding issues with federal, state, and local agencies with copies of all correspondence. Your current provider can assist with gathering the information we’ve mentioned.

Make a Change for the Better

Switching payroll providers can be an overwhelming process, but you don’t have to wait until the beginning of the year to make a change for the better. Mid-year can be an ideal time to convert to a new payroll solution. Don’t continue to settle for an ineffective provider, make the switch now to a payroll provider that meets your company’s needs, so you can feel confident in your payroll processing.

How APS Can Help

APS has been providing payroll and tax compliance services since 1996. Our solutions experts are here to help with your year-end processing, including W-2s, 1099s, payroll taxes, and ACA reporting. No matter what time of year works best for you, APS will handle your year-end processing and tax filings for a seamless payroll conversion.

For more information, please visit www.apspayroll.com or call 855-945-7921.

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