Payroll Software Migration Checklist
Moving to a new payroll provider can feel overwhelming — but with the right checklist, you can avoid costly mistakes like missing employee data or incorrect tax filings. This Payroll Software Migration Checklist will guide you through a smooth transition. You can also download the printable PDF version to keep on hand.
Step 1 – Gather Employee Information
- Collect personal details (name, SSN, address, contact info).
- Verify tax forms (W-4, I-9, state equivalents).
- Confirm pay rates, job titles, and departments.
Step 2 – Export Historical Payroll Data
- Export YTD payroll reports from your old provider.
- Collect prior-year tax filings (941, 940, W-2, 1099).
- Gather PTO balances and sick leave accruals.
Step 3 – Map Deductions & Benefits
- Health insurance premiums and employer contributions.
- Retirement plan deductions and matches.
- Garnishments, union dues, or other withholdings.
Step 4 – Set Up Pay Schedules in New System
- Choose pay frequency (weekly, bi-weekly, semi-monthly, monthly).
- Configure holiday calendars and cutoff dates.
- Align accrual policies for PTO and sick leave.
Step 5 – Run a Parallel Payroll Test
- Process payroll in the new system while running the old one in parallel.
- Compare totals for gross pay, deductions, and net pay.
- Fix discrepancies before the first live run.
Step 6 – Notify Employees & Provide Access
- Communicate the switch to employees before the first live payroll.
- Share instructions for accessing new pay stubs and portals.
- Provide training if needed for self-service features.
Download the Payroll Software Migration Checklist PDF
Get the printable version here: Download Payroll Software Migration Checklist PDF
FAQs
When is the best time to switch payroll providers?
The easiest time is at the beginning of a new quarter or year, but migration can be done at any time with proper planning.
Do I need to re-file taxes if I switch mid-year?
No, but you’ll need to import year-to-date data so the new system can generate accurate filings.
How long does payroll migration take?
Usually 2–4 weeks depending on company size and data complexity.
Ready to switch payroll providers?
RemoteBooksOnline can manage your payroll migration alongside your bookkeeping, ensuring a seamless transition. Get a free quote today.
Related Checklists
If you’re handling payroll for multiple states, you may also need our Payroll Tax Compliance Checklist and Payroll Recordkeeping Checklist
