Payroll planning tool
Payroll Switching Checklist
Plan a payroll migration without missing payroll dates, tax accounts, employee data, direct deposit timing, or year-end forms.
Use the tool
How to interpret the result
Use the checked items as a cutover readiness list. If any tax account, direct deposit, or year-to-date item is unresolved, delay the switch or get written guidance from the provider.
This tool is a planning aid, not payroll, tax, legal, or HR advice. Use it to frame vendor questions and internal requirements before speaking with a provider or professional advisor.
Payroll software selection depends on worker type, pay schedule, state or country footprint, benefits, contractor volume, accounting systems, and the timing of your next payroll run. A calculator or checklist can surface questions, but it cannot confirm tax registration, worker classification, wage rules, or provider contractual responsibilities.
Define evidence for a safe cutover
A migration is ready only when the team can reconcile the last completed payroll in the old system with the opening balances in the new one. Retain year-to-date wage and tax totals, employee deductions, bank funding confirmation, tax account identifiers, outstanding notices, payroll calendars, and a named owner for the first live run. Schedule a preview review before the cutoff and keep export access to the old platform until quarter-end and year-end reporting questions are closed.
Tool-specific checks
- Choose a cutover payroll date before importing data.
- Export employee records and prior payroll history from the old provider.
- Verify direct deposit timing and tax account setup.
- Keep both systems accessible until quarter-end or year-end questions are resolved.
Questions to take to vendors
- Which payroll tax filings are handled by the provider and which remain your responsibility?
- What employee, contractor, and year-end forms are supported?
- How long does direct deposit setup take for a new company?
- Can prior payroll history be imported before quarter-end or year-end?
- What support path is available if payroll is blocked on a deadline?
Internal documents to gather
- Current pay schedules and payroll calendars.
- Employee and contractor counts by location.
- Benefits, deductions, reimbursements, and time tracking requirements.
- Accounting system and general ledger mapping needs.
- Open tax agency registration or notice issues.
Common mistakes
Teams often compare only subscription price and miss implementation costs. Watch for state registration work, benefit deductions, contractor form collection, support response times, payroll cutoff windows, and whether global worker support is truly available in the countries you need.