Solutions to Your Top 5 Concerns About Switching Payroll Companies
Thinking about switching payroll companies can be stressful for any HR department or business. Will you be able to get data from your previous payroll provider? How will you, your human resources and compliance team, and your employees handle the change to a new payroll and benefits system? MP’s human resources and payroll experts share solutions to alleviate your five biggest worries about switching payroll services.
1. How will we get data from our previous payroll services vendor? What if they won’t release our data?
Solution: A client should get guidance from their new payroll provider on the data they need before they switch providers. To be in compliance with industry standards, payroll companies will always release client data on employees, time, and attendance. Payroll services just won’t allow a former client to have access to their systems for an indefinite amount of time. A new payroll provider should provide a list of the kinds of reports and employee and attendance data that a business will need to download from their previous provider before switching. Additionally, as they implement a new payroll and benefits administration service, the new solutions provider should be ready to catch any recent errors that could jeopardize compliance. MP helps any business that we work with to resolve recent errors from their previous payroll service.
2. How will we complete our taxes with 2 different payroll service providers?
Solution: Payroll providers like MP encounter this circumstance often. Depending on when a business switches, the new payroll solutions provider will let their employees know how to obtain the necessary information to file their taxes. MP also provides a service in which we run a report at quarter end for every new business we work with. We’ll ensure that everything has been collected and identify if any additional collections are needed to ensure that quarter end payments are accurate.
3. Will learning a new payroll system take too much time? What if our HR team never learns to adeptly use these new payroll resources?
Solution: Payroll solutions companies like MP start by setting up new clients with a dedicated point person. A business can reach their contact easily at any time with any questions or concerns. MP also offers a comprehensive training program that any employees on the team can complete if they want to. For continued support, MP keeps a thorough library of help articles and resources for easy reference anytime. Of course, clients can also get additional support for their employees with another training session, or they can just ask their dedicated contact some questions. A reputable payroll solutions provider will do everything they can to ensure that your team is fully trained and adept at using the system—all in a short amount of time. It’s also worth noting that top payroll companies invest in platforms that are user-friendly and simple for any employee to understand.
4. Our payroll is complicated. What if other payroll companies don’t understand how to run it?
Solution: An experienced payroll solutions provider has most likely experienced the kinds of complications you have in your payroll. MP has been processing payroll for thousands of companies for over 15 years and is adept at handling a variety of needs, schedules, etc. Your designated contact will also be able to provide a comprehensive set of best practices and solutions for your needs. As a payroll company that is prioritizes customer service, MP is also happy to meet with clients to ensure they understand any complications. Lastly, thorough payroll providers will run a pre-processing report that ensures that the payroll is completely accurate before processing.
5. How will we ensure our employees’ trust and ease with a new payroll vendor?
Solution: Reputable payroll companies help a business create a communication for employees about the new system. MP’s HR services experts help with this task. As mentioned above, payroll companies like MP will also provide extensive employee training and training resources for easy reference when needed. To build trust, payroll solutions vendors should be able to produce solid service references, ideally from a business’s own industry.
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