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Sales 855.945.7921  |  Support 888.277.8514  |

Mid-Year Payroll Conversions

Changing payroll providers doesn’t have to be a headache and APS will be there to help you every step of the way.

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Best Times to Change Payroll Providers

You don’t have to wait until the beginning of the year to switch providers. While mid-year is a great time to make a change, anytime is the right time to convert to a new and better payroll provider. No matter what time of year works best for you, APS will handle your year-end processing and tax filings for a smooth payroll conversion.

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Why our Mid-Year Conversions are Different

We use an electronic payroll conversion process that eliminates manual data entry and ensures an accurate, successful implementation.

Tax Transcripts

A Proven Conversion Process

Massachusetts

Proactive Payroll

Wage Base

HR Made Easier

Minimum Wage Bill

Guaranteed Tax Compliance

Minimum Wage Bill

Top-Rated Support

Minimum Wage Bill

Competitive Pricing

A Proven Conversion Process

Our experienced payroll tax compliance experts employ a two-part payroll assessment that checks your payroll history for potential data errors and corrects them. Our payroll assessment includes:

APS Icon Sheet_Check Mark

Tax Catch Up

  • We’ll import your payroll history
  • We’ll fix any errors we find
  • We’ll pay your taxes if your previous provider hasn’t
APS Icon Sheet_Check Mark

History Verification

  • Multi-state taxes
  • Non-scheduled payments
  • Pre-tax versus post-tax deductions
  • Validation testing and parallel payrolls

Proactive Payroll

We provide our clients with a best-in-class payroll and HR management solution delivered with personalized service and support. Our proprietary technology is built in-house by our development team, focusing on usability, efficiency, and adoption.

What’s Included¹

Don’t worry, we’ll do the heavy lifting to make your mid-year payroll conversion a smooth process.

  • Year-end processing, including W-2s and 1099s
  • Historical payroll data entry
  • Payroll processing with direct deposit
  • Garnishments processing, including printing and mailing
  • Payroll tax filing³, including 940s and 941s
  • Integrations with Sage Intacct, Quickbooks, and more
  • Live training using your own company and employee data
  • Dedicated account team available via phone, email, or support request
  • Payroll reports and custom reporting
  • Easy-to-use analytical dashboards and tiles
  • Employee records management
  • Time off tracking and reporting
  • New hire reporting
  • Employee self service on any device

³Includes one state, federal filing, new hire reporting, and unemployment payments and filings.

Not Sure Where to Start?

Our checklist offers tips, questions to ask, and factors to consider when changing payroll providers mid-year.

HR Made Easier

APS understands the challenges organizations of all sizes face, which is why we develop a full suite of workforce cloud solutions addressing all aspects of employee lifecycle management. By designing a unified platform that make payroll and HR easier, we support our clients in their growth and success.

We Make it Easy to:

  • Take control of your payroll, tax compliance, and filings while reducing errors.
  • Track and manage your benefits in a centralized database.
  • Create, assign, and manage schedules to streamline your workforce.
  • Develop a recruiting and onboarding strategy tailored to your company’s needs.
  • Execute your ACA strategy with our compliance services.
  • Access real-time reports for powerful decision making from any device.

Guaranteed Tax Compliance

Our experienced payroll tax compliance staff operates on your behalf as the reporting agent. We use a defined process for the daily management of tax funds to ensure your payroll tax filings and payments are handled accurately. We help organizations process payroll and manage tax compliance in 411 jurisdictions, in all 50 states.

Complete

Streamlined Tax Compliance

  • Guaranteed accuracy and timeliness of payroll tax payments and filings.*
  • Wage garnishment services to reduce the risk of penalties.
  • Secure access to quarterly payroll tax packets, annual returns, and W-2s.
Contact Support

We’re Here to Help

  • Federal, state, and local tax filings and payments.
  • 940 Federal Unemployment and 941 Quarterly filings.
  • Year-end processing, including W-2s and 1099s.
Research

Reduced Burden and Risk

  • Automatic system and tax table updates in the cloud.
  • Review of incomes and deductions to identify any payroll history issues.
  • Paycheck reconciliation available to further reduce time spent on payroll.

*APS guarantees tax payments and filings to be accurate and timely, as long as the data provided to APS is accurate and timely and the customer’s account is sufficiently funded to cover all payroll tax liabilities. If a tax penalty is the result of our error, we’ll maintain the abatement process and absorb any fines or interest due.

Top-Rated Support

Our purpose for everything we do is our customers and that’s what truly sets apart from our competition. So you’ll have access to a dedicated, four-person account team that is just a phone call, email, or support request away to answer any questions you may have. We want to give you every opportunity to grow because your success is our success.

Why our Mid-Year Conversions are Better

APS knows technology only helps when your team feels confident and supported when using it. Our team embodies our values of top-quality service you can trust, which is what truly makes APS stand out from the competition.

We're Security Buffs

Security Protocols

Our advanced multi-level security has never been breached, and we utilize two-factor authentication for
client logins.

We’re Efficient

Efficient Implementation

Our typical implementation takes 6-8 weeks so you can start realizing the benefits of your investment.

We’re Compliance Professionals

Tax Compliance Professionals

APS is your reporting agent, handling tax filings and payments on your behalf for mitigated risk.

We’re Five-Star Rated

Top-Rated Support

We surround our clients with a team of certified account managers and dedicated specialists.

Competitive Pricing

Using a best-in-class solution for payroll, HR, and attendance doesn’t have to cost a fortune. There are no hidden fees or surprises. Our platform is designed to help you realize your return on investment, with an average 10.82-month ROI versus an industry standard of 18.92 months. You can’t put a price tag on the value our solutions and services provide.

Any Questions?

Still wondering if a mid-year payroll conversion is right for you? Here are answers to our most frequently asked questions about changing payroll providers.

Can I convert to APS any time during the year?

Yes, you can! APS can convert your payroll any time of the year and we’ll even handle your year-end processing.

How do you handle W-2s for a mid-year conversion?

We’ll enter all history for the current year and reconcile your 941 returns. Your employees will be able to access their W-2s using our self-service portal.

How will I get all of my company data into your system?

Don’t worry, we’ve got your back! Our implementation team will help you with migrating your payroll data into the APS system and run tax catch ups, history verification, and parallel payrolls to validate data accuracy.

Will I receive training to use your system?

Absolutely! While our system is super easy to use and has a high adoption rate, we still provide every client with a custom training plan using their own data in the APS system.

Can APS handle my complex payroll processing?

We can handle anything you throw at us, including multiple pay rates, varied pay frequencies, and even garnishment processing. We always love a chance to flex our payroll muscles!

See What You Can Accomplish With APS

Hear why APS Payroll's award-winning technology and services have earned us a 98% customer retention rate.

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.elementor-drop-cap{float:left;text-align:center;line-height:1;font-size:50px}.elementor-widget-text-editor .elementor-drop-cap-letter{display:inline-block} Switching payroll providers mid-year can seem overwhelming whether you’ve gone through the process before or not. You may be concerned about making the right software decision or potential disruption to your current payroll processing. However, if your year-end processing was challenging, it might be time to consider a change.To help you make an informed decision, we’ve compiled some tips for a successful mid-year payroll conversion. Our goal is to help you choose the right system for your needs while mitigating the difficulties that can be associated with a payroll provider transition. What is a Payroll Conversion?A payroll conversion is the process of migrating from one payroll software system to another or outsourcing payroll workflows to a new payroll provider. Mid-year conversions typically start between April and July. The amount of time it takes to switch to a new payroll solution depends on:  The complexity of your payroll and taxes If you’re using any integrations with existing systems or having any developed If you’re planning to implement other solutions like HR or time and attendance Starting the conversion process mid-year ensures a smooth transition so you can process your first new payroll well before the year-end season.   Ready to Make Your Payroll Easier? Switching to a new payroll provider in the middle of the year is a great time to start! Learn how we can help make your payroll easier with a free personalized demo. Schedule a Demo When is the Best Time to Switch Payroll Providers?Many companies typically switch payroll providers at the beginning of the year to have a fresh start in a new system. However, you can make a change any time of the year if you’re unsatisfied with your current payroll vendor or process. Converting at specific times of the year provides a seamless payroll data transition. Mapping timeframes helps decrease the risk of lost information when transitioning data from one system to another. Tax specialists rely on historical payroll data when sending filings and payments to the IRS. Selecting timeframes makes record transfers and IRS uploads easier.One major factor contributing to a successful implementation is to ensure you are working with an experienced, knowledgeable payroll and HR provider. It’s essential to partner with a company that understands your unique challenges and is committed to your success. How to Switch Payroll Providers Mid-YearSwitching to a new payroll provider mid-year decreases the risk of missed or lost information during implementation. So let’s talk about more tips for successfully converting to a new payroll provider in the middle of the year. Making a change may be the best thing you accomplish this year. 1. Meet With Your Current Payroll Software CompanyWhile meeting with your current provider might sound like a no-brainer, many businesses don’t have a conversation with their existing software company before switching systems. There are a couple of reasons you’d want to meet with your current payroll software vendor before making a change: To review your existing contract and determine how much notice you need to give before canceling your agreement. To ask about your current software agreement so that you can budget for any additional fees associated with your departure. 2. Research Alternative Solutions Researching other payroll solutions empowers you to make an informed software decision. The more comprehensive you are in your vetting process, the easier it will be to choose the best software for you. Software rating sites like G2 and Capterra and resources like buyer’s guides can help.Software review platforms provide free vendor comparisons and lists of features and benefits of each solution. They also rank software based on authentic user feedback. This insight from verified customers lets you know what your peers think about using that solution, enabling you to make an informed decision. 3. Discuss Your Needs With Prospective Providers Once you have an idea of what solution you might be interested in, it’s time to schedule a demo and discuss your needs. We list some questions you can ask a new provider later in this article.When you meet with a new vendor, have a list of must-haves and nice-to-haves ready. Identify what items you need, and discuss which items are negotiable. Ultimately, this process will give you a better understanding of how a new vendor can help you achieve your payroll needs. 4. Ensure Your Payroll Data is Easily Accessible One final tip for switching payroll software providers is to ensure your payroll data is easily accessible. New vendors will need as much information as possible before getting your new system up and running. This data migration is most easily accomplished with access to your current payroll system.You need to gather your payroll data from your previous provider, limiting the time it takes to transition software systems and mitigating data errors. Ask your new provider for a payroll conversion checklist. Switching Payroll Companies ChecklistThis payroll transition checklist provides you with everything you need when changing payroll providers mid-year. GET YOUR FREE CHECKLIST  Questions to Ask When Switching Payroll CompaniesDuring your research and evaluation process, ask the following questions to determine if a new provider taking over payroll mid-year can accurately and adequately handle your conversion: What are the difficulties of switching payroll companies mid-year? Who will be involved in the conversion process? What is the process for communicating your unique needs to your implementation project manager for proper data setup? 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 the new provider run parallel payrolls before 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 company data? Will you have a dedicated customer support team that is easy to reach via phone or email? Will the provider assign you a dedicated success coordinator to help you get the most out of your investment? 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? What Do I Need When Switching Payroll Companies?Knowing what payroll data you will need to give your new provider will ensure a smooth mid-year conversion process. Here are the critical 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, per quarter For a more straightforward migration process, you can collect a list of employee emails and issues with federal, state, and local agencies. Include copies of correspondence with government entities. Your current provider can assist in gathering the payroll information. Ask for a payroll migration checklist so it’s easier to keep track of data. Make a Change for the BetterSwitching payroll providers can be an overwhelming process, but you don’t have to wait until the beginning of the year to make a change. Mid-year can be an ideal time to convert to a new payroll service.Don’t continue to settle for an ineffective provider. Instead, make the switch now to payroll software that meets your company’s needs so that you can feel confident in your payroll processing. How APS Can Help With A Mid-Year TransitionWe understand the time and commitment it takes to switch payroll providers, so we work hard to ensure your transition is effortless and smooth. Because of our dedication to your success, we’ve earned awards for our Implementation process and above-average User-Adoption ratings.We follow a proven conversion process to ensure a smooth implementation experience: Tax-catch up and payroll history verification Payroll services that include year-end processing, tax filing, integrations, and more Guaranteed tax compliance reducing your compliance risk and financial burden Continued support and service from a dedicated account team committed to your success Advanced multi-level protocols so your data transfer is safe and secure Dedicated success coordinator who will help you achieve usability, adoption, and return on your investment

Your privacy is important to us.

What Our Customers Are Saying

a great timesaver

QUOTE

As the payroll administrator, APS has cut my time for processing payroll from 2 days to 2 hours. Reports are available within minutes of submitting the payroll batch. APS has been a great timesaver for our company!

Deborah Raney

The Hospice of East Texas

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