Have you been on the fence about switching payroll providers? Unfortunately, many small to medium-sized businesses stay with their current providers, even if they are not happy with their service because they are worried about the transition being too difficult or time-consuming.
If you are unhappy with your current payroll provider, or looking to save some money on payroll processing, or just looking to outsource your payroll with another company, do not let the fear of transitioning stop you. Switching payroll providers can be a smooth process, especially when this is done at the end of the year.
Why is the end of the year a great time to switch payroll providers?
Although you can switch payroll providers anytime throughout the year, transitioning at the end of the year is even smoother.
At year-end, when you prepare to begin a new payroll service in the new year, you get to start fresh and with a clean slate. This is because there is no need to go through the trouble of collecting all your year-to-date or quarter-to-date information from your previous payroll provider.
This allows your new payroll service provider to get you started hassle-free and promptly
What to look for when searching for a new payroll provider.
How long has the payroll provider been in business?
It is important to know your new payroll provider will be there for you when you need them most. If you choose a company which has been in business for a while and has a clean track record, such as Corporate Payroll Services, which has been in business since 1991, you can rest assured that the provider will not suddenly disappear or go out of business without notice, leaving you and employees in the dust.
Are they limited to serving businesses of certain sizes?
Businesses come in many sizes. You may be a small business with only 1 or 2 employees or a growing business which expects to grow from 10 employees to 500 within the next few years. Make sure your new payroll company can accommodate you at any size. At Corporate Payroll Services, we have many clients with only one employee and many with hundreds of employees. We can provide personable, first-class service for all sizes.
What are their customer service options?
Do you hate calling your current payroll service provider and going through an extensive and frustrating automated system, or speaking to a different person each time you call in? This may not be a problem for some, but for others, this can be a deal-breaker. When searching for a new payroll provider, inquire about what their options are, because if you are running payroll and run into a problem or have a question about your account, it is important to have a customer care team that has your back.
What do their customers have to say?
Take a look at online reviews to see what customers, both past and present, have to say about the company.
Do they help with payroll and tax concerns?
Payroll and tax mistakes happen, but it is nice to know that someone is there for you when this occurs. It is even better when you can trust a payroll provider to take full responsibility and take care of everything if the error is on their end. At Corporate Payroll Services, we have many double-checking processes in place to keep errors to a minimum. We believe accuracy is the very first thing customers want from a payroll processor.
What you will need to make the switch.
When you are switching payroll providers, here are a few things you will need to do:
- Choose a start date with your new provider.
- Make sure your last payroll of the year runs through your previous payroll provider and your first pay date of the year is with your new payroll provider.
- For example, if you have a pay period which ends in December 2021, but the pay date is in January 2022, you want to make sure this payroll is run through your new payroll provider. This is because payroll taxes are based on the date on the checks, not when employees do the work. Therefore, your January 2022 pay dates will show on your 2022 taxes, which will be handled by your new payroll provider. Your 2021 payroll taxes, W-2’s, etc. will be handled by your previous payroll provider.
- Gather Information.
- Request or download copies of all your employees’ information, payroll reports, and annual tax forms.
- Your new provider can often help with gathering this information as part of their setup process.
- To get started with your new payroll provider, you will need to provide the necessary information to get your new account up and running. Requirements vary from one payroll provider to the next. Your new payroll service provider will let you know which information is necessary to begin services. Required information may include:
- Business Identification:
- Federal Employer Identification Number (EIN)
- State and local withholding tax ID numbers
- State unemployment insurance account number
- Legal business name and address as registered with your EIN
- Employee Information:
- Employee names, addresses, and valid social security numbers
- Worker classification (are they classified as 1099 or W-2?)
- Federal withholding Forms W-4
- State withholding forms (if applicable)
- Employee bank accounts if you are doing direct deposit
- Business Identification:
- Terminate your account with the old provider.
- Once you have completed the setup with your new payroll provider, notify your current payroll provider about terminating your account with them. Make sure you know how much time they require, what kind of paperwork is needed, and other procedures you need to follow to wind up your account.
What to expect when you make the switch at the end of the year.
If you are beginning with a new payroll provider in the new year, here is what you can expect:
Your previous payroll provider should:
- Process your 2021 W-2s
- Handle your Q4 2021 quarterly tax filings
- Handle your 2021 annual filings
Your new payroll provider should:
- Process your first check date in the new year
- Process your 2022 federal and state tax payments
- Handle your 2022 federal and state tax filings
Bottom line, if you want an easy way to get new payroll help, year-end is a great time to make the switch. Give yourself time to research and get all of the information you need to make the transition as smooth as possible.
If you would like to learn about how Corporate Payroll Services can save you up to 40% on payroll, contact us today!