Payroll switching checklist

A runbook of questions for switching payroll providers: entities, worker types, year-to-date balances, and who files what.

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1. List every EIN, state registration, and pay schedule in use today.
2. Worker types: W-2, 1099, and anyone overseas. Which of those must the new system support? Ask the provider.
3. Can you run the old and new systems for one full pay cycle?
4. Who migrates year-to-date wages and taxes, and who signs off that the balances are accurate?
5. Map every deduction: health, retirement, and garnishments.
6. Confirm bank cutoff times for direct deposit with the new provider, in writing.
7. Who approves time, and who approves the final payroll?
8. Ask which federal and state filings the provider submits and which filings you still submit. Do not assume.
9. Employee self-service: onboarding documents, withholding forms, and paystub access.
10. Exit packet from the old provider: final reports, and how long you can still reach wage history.

This checklist is for organizational planning only. It is not tax, legal, or accounting advice. Confirm obligations with a qualified professional and with each payroll provider.

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