What Information Do I Need to Switch Payroll Companies?

By ThePayrollFactory
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So you’re a small business owner or HR professional that has determined your current payroll provider isn’t meeting your needs and requirements in order to continue your relationship with them and are ready to make a change. You have done your research and due diligence and have decided which payroll company you are ready to switch over to. The question now is what information will your new payroll company need in order for them to set your business up for payroll?

Being a payroll sales consultant, it is important to have a system in place in order to make the conversion process as seamless and easy to understand as possible to ensure everything goes as planned when onboarding new clients. The simplest way to achieve this goal is to provide a checklist of items needed from the client in order for us to process payroll in our system for them. That way, there will be no confusion as to what is required in order for them to switch over to our services.

Most of the information can be gathered from your existing payroll reports, but here is a template of a typical checklist of information needed in order for The Payroll Factory® to set up a new client for payroll services:

  • Company Legal Name and Legal Address
  • Pay Period Start and End Dates
  • Voided Company Check
    • For account that is to be used for payroll
  • All Payroll Tax ID’s
    • Federal EIN, State Employer Withholding ID, State Unemployment Compensation ID & Rate, Local and/or City ID’s (if applicable)
    • A copy of a recent Quarterly Return will typically provide this information
  • Employee Personal Information/W-4 Info
    • Names, Addresses, Social Security #’s, Marital Status and Number of Dependents
  • Employee Pay Rate and/or Salary Information
  • Employee Per Pay Deduction Listing
  • All Quarter-to-Date and/or Year-to-Date Payroll information (depending on the time of year the conversion is taking place)
  • Vacation, Sick, Personal, Paid Time Off Balances and any Accrual Rate and Rules (if applicable)
  • Garnishment and Child Support information (if applicable)
    • Copies of Court Issued Documents for Individual Garnishments
  • Direct Deposit Information for all participating employees
  • Email Addresses for employees that are opting in for Emailed Pay Statements (if applicable)

Every checklist is customized to fit the unique needs and requirements of every individual client The Payroll Factory® signs up for services. Contact us today if you are interested in switching payroll services and would like to discuss what is required in order to make The Payroll Factory® your new payroll company!

  • Jason Saul, Director of Sales
  • (610) 644-4569
  • jason@prfusa.com

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