Payroll Migration Checklist
Switch Payroll Providers Without Missing the Details
Use this checklist to prepare employee records, payroll history, tax information, direct deposit details, state payroll accounts, deductions, contractor information, and bookkeeping reports before moving to a new payroll provider.
Get My Payroll QuoteSee Payroll PricingWhy Payroll Migration Needs a Checklist
Switching payroll providers is not just a software change. Payroll migration affects employee pay, tax filings, direct deposit, payroll liabilities, year-to-date wages, deductions, benefits, contractors, W-2s, 1099s, and bookkeeping reconciliation. A clean payroll migration helps reduce errors, avoid missing tax information, keep employee payments on schedule, and make sure payroll reports match your books. RemoteBooksOnline helps small businesses review payroll migration details before moving from ADP, Gusto, QuickBooks Payroll, Paychex, Square Payroll, OnPay, Paylocity, Patriot Payroll, Rippling, or another provider.
Payroll Migration Checklist
Current payroll provider name- Payroll account login access or administrator access
- Employee names and contact information
- Employee Social Security numbers
- Employee addresses
- Employee pay rates
- Hourly, salaried, part-time, and full-time status
- Payroll frequency
- Federal EIN
- State withholding account numbers
- State unemployment account numbers
- Local payroll tax accounts if applicable
- Year-to-date wage reports
- Year-to-date payroll tax reports
- Prior quarter payroll reports
- Benefits and deduction details
- Garnishments if applicable
- Reimbursements and recurring allowances
- Contractor information
- Direct deposit authorization details
- Bank account information for payroll funding
- W-2 and 1099 year-end information
- Payroll reports needed for bookkeeping
- General ledger mapping
- Payroll liability balances
- Last payroll run date with old provider
- First payroll run date with new provider
Step-by-Step Payroll Migration Process
Review Your Current Provider
Identify your current payroll provider, payroll frequency, employee count, contractor count, states, tax setup, and year-to-date payroll information.
Collect Employee and Contractor Data
Gather employee records, contractor records, pay rates, addresses, tax information, direct deposit details, and deduction information.
Gather Tax and State Account Information
Collect federal, state, unemployment, and local payroll tax account information needed for payroll filings.
Review Payroll History
Review year-to-date wages, taxes, deductions, benefits, reimbursements, and prior payroll filings before migration.
Coordinate the Cutover Date
Confirm the final payroll date with the old provider and the first payroll date with the new provider.
Align Payroll with Bookkeeping
Make sure payroll expenses, taxes, deductions, reimbursements, and liabilities are properly reflected in your books.
Best Time to Switch Payroll Providers
The beginning of the year is often the cleanest time to switch payroll providers because W-2 and year-to-date payroll records start fresh. However, businesses can also switch during the year if they have accurate payroll history and year-to-date wage and tax information. Before switching mid-year, make sure prior payroll records are complete. This includes wages paid, employee taxes withheld, employer payroll taxes, benefit deductions, contractor payments, state payroll taxes, and payroll liabilities.
Payroll Migration by Provider
Switch from ADP
Review ADP payroll reports, year-to-date wages, tax setup, employee records, and state payroll accounts before moving.
Switch from Gusto
Review Gusto payroll settings, employee records, contractor records, deductions, and tax filings before switching.
Switch from QuickBooks Payroll
Review QuickBooks Payroll reports, payroll tax setup, employee data, and bookkeeping mapping before migration.
Switch from Paychex
Review Paychex payroll history, state accounts, employee records, tax filings, and year-to-date reports before switching.
Payroll Migration and Bookkeeping Alignment
Payroll migration should include bookkeeping review. If payroll is migrated without checking the books, payroll expenses, payroll tax liabilities, benefits, deductions, reimbursements, and contractor payments may not match financial reports. RemoteBooksOnline can help coordinate payroll migration with bookkeeping services and accounting services so payroll reports support cleaner month-end close and better financial reporting.
Explore our bookkeeping services, accounting services, and payroll processing services. If you're changing providers, learn how to switch payroll providers.
Simple Payroll Pricing After Migration
RemoteBooksOnline payroll is designed with clear monthly pricing. Full Payroll is $50 per month plus $7 per employee. Basic Payroll is $40 per month plus $6 per employee. Additional states are $10 per month per state. There are no per-run payroll fees.
Ready to Migrate Payroll?
If you are preparing to switch payroll providers, RemoteBooksOnline can review your current setup, employee count, payroll frequency, number of states, tax setup, and bookkeeping needs before preparing a payroll quote.
Frequently Asked Questions
What is a payroll migration checklist?
A payroll migration checklist is a list of employee records, tax information, payroll history, provider details, direct deposit information, deduction records, and bookkeeping items needed before switching payroll providers.
When is the best time to switch payroll providers?
The beginning of the year is often the cleanest time to switch payroll providers, but businesses can also switch during the year if year-to-date payroll records and tax information are accurate and complete.
What payroll records are needed before switching providers?
Typical records include employee details, contractor information, payroll frequency, year-to-date wage reports, tax reports, deduction details, benefit information, state payroll accounts, and prior payroll filings.
Can I switch payroll providers mid-year?
Yes. A mid-year payroll switch is possible if accurate year-to-date wages, taxes, deductions, benefits, contractor payments, and payroll reports are available from the current provider.
Will payroll migration interrupt employee pay?
Payroll migration should be planned around payroll dates so employee pay is not interrupted. The final payroll run with the old provider and first payroll run with the new provider should be clearly scheduled.
Do I need state payroll account numbers before switching?
Yes. Businesses generally need state withholding and unemployment account information for each payroll state. Local payroll tax accounts may also be needed depending on location.
Does payroll migration affect bookkeeping?
Yes. Payroll migration affects bookkeeping because wages, employer taxes, deductions, reimbursements, benefits, contractor payments, and payroll liabilities must be recorded correctly in the books.
Can RemoteBooksOnline help migrate payroll from ADP, Gusto, QuickBooks Payroll, or Paychex?
Yes. RemoteBooksOnline can review payroll setups from ADP, Gusto, QuickBooks Payroll, Paychex, Square Payroll, OnPay, Paylocity, Patriot Payroll, Rippling, and other providers before helping plan migration.
How much does RemoteBooksOnline payroll cost after migration?
Full Payroll is $50 per month plus $7 per employee. Basic Payroll is $40 per month plus $6 per employee. Additional states are $10 per month per state. There are no per-run payroll fees.
Where do I start if I want to switch payroll providers?
Start by requesting a payroll quote. RemoteBooksOnline will review your employee count, payroll frequency, payroll states, current provider, and bookkeeping needs before preparing next steps.
Ready to Switch Payroll Providers?
Use this payroll migration checklist to prepare your records, then request a payroll quote from RemoteBooksOnline. Our team will review your current provider, employee count, payroll states, tax setup, and bookkeeping needs.