Begin with the next pay date
Work backwards from an intended first payroll. Identify when employee changes, approved hours and final sign-off need to be ready. Keep the existing provider involved until responsibilities and the changeover date are agreed.
Map the information and its owner
List the records needed, who can supply them and who is authorised to share them. Opening figures and the current-year payroll history should be reviewed through an agreed secure process. A public enquiry form is not the place for employee files.
Agree the checks before going live
Ask how the opening information will be checked, who reviews the proposed payroll and how a discrepancy is resolved. Where appropriate, discuss a comparison or parallel review before the changeover.
Tell people what changes
Explain any changes to payslips, contact details and query handling. Make sure your accountant or finance team knows what outputs to expect and when.
Keep a written responsibility map
The handover should name the employer’s authorised approver, the provider contacts and the route for late changes. A clear calendar and contact map are often more useful than a long feature list.
The questions worth asking
Before choosing a changeover date, ask both providers which payroll periods they are responsible for, which records will be handed over and in what format. Ask who will check the opening figures and how a late correction is authorised. Confirm whether your accountant needs access to the outputs and who will communicate with employees. Where a service involves payment-related steps, ask exactly who authorises each step. Keep a copy of the agreed scope and the calendar so there is a shared reference when something changes.
A practical readiness check
Before the first run, confirm that the relevant records are available, the right people have permission to share them, and the payroll approver is available. Agree a backup contact for absence. Make sure everyone understands which provider receives changes during the transition. If information is incomplete, raise it before the planned date and agree a realistic next step.
When the dates overlap
A provider change can cross an existing pay period. Clarify which provider handles the final old-period changes, outstanding corrections and the next reporting step. Do not assume the first date on a new agreement resolves the earlier period. Your employer, accountant and both providers should have a shared understanding of the cutover and the records each needs to retain.