SWITCHING PROVIDERS

How to make a change for the better

Switching payroll and HR providers can be daunting, but our seasoned team will be by your side to help make the process as simple as possible.

CHANGE IS GOOD

Questions to ask when switching payroll and HR providers

Before selecting a payroll and HR provider ask yourself what type of support you need. Are you someone who would rather have most (or all) of the burden of payroll and benefits administration, compliance, and other related tasks taken off your plate? Or are their aspects of employment administration that you’d rather have full control of? How many employees do you have and are you planning to have more? Are you concerned about employee retention and seeking to enhance your employee benefits?

Does their payroll technology offer features important to your organization such as automated tax calculations, time and attendance tracking, multi-state payroll, or employee self-service? Can their software solution scale as your organization grows?

A quality service partner should provide you with a team of experts (yes, live people, ideally in your time zone) ready to assist you with onboarding, and consist of professionals who are experienced and knowledgable in their respective service areas. The size of your team will depend on different factors, including the size of your organization and the type of service plan you’re selecting.

If you plan on switching providers, ensure your employees know about the transition once your new account is open.

The switch to a new payroll or HR provider should be fairly simple and seamless for your employees. However, since they’ll lose access to data from your previous partner, inform them that they may want to download and save their paystubs (and any other info) while they’re still able to log into the previous system. They should also make sure that their compensation and paystubs are accurate after the transition to the new provider.

If you’re partnered with another PEO or payroll provider, it should be easy to access all of your data. A reputable partner will provide you with concise instructions on how to gather the correct information needed from you and your employees to ensure a smooth transition. Some of the documentation you may be required to provide include:

  • Company information: Legal business name, business structure, and Employer Identification Number (EIN)
  • Employee information: Names, addresses, social security numbers, earnings, W-2s, withholding elections, deductions, and direct deposit details
  • A voided check for your payroll or tax account
  • Payroll information and paystubs/payroll journals for current employees, contractors, and terminated employees
  • Payroll tax returns, tax deposit dates, and amounts
  • Tax authority registration: Payroll tax account numbers

Mid-year transfer? You may need to provide payroll tax returns, copies of quarterly reports, and quarterly tax returns for the current year.

Different providers use different systems, and not all are equally user-friendly. Before making a switch, find out how many software tools the provider expects you to use. Ideally, their solution should offer single sign-on access to one cohesive platform, rather than relying on multiple tools pieced together. Always request a live demo to explore their technology firsthand and ask detailed questions. Can their software grow with your organization’s needs?

Also, inquire about the training and ongoing support they provide. Will your team have access to hands-on or one-on-one training? Is live support available around the clock and within your time zone? Clarify which features are included in their plans and which are considered “add-ons” to avoid surprises later.

Many companies choose to use a payroll service for the various features that help streamline payroll to save time and money. Payroll processing is a group of complex tasks governed by numerous rules and regulations, so using a third-party provider can help businesses stay up to date on changes so they can maintain their compliance with the applicable laws.

Additionally, third-party providers typically offer user-friendly interfaces with helpful tools to manage the entire payroll process, such as automated check generation, employee self-service portal for access to records and reports, electronic filing of taxes, and electronic payments of employees’ wages. This helps businesses save time and resources that would have been used on manual operations.

The grass is greener on the other side

Over the years, we’ve helped thousands of Hawai‘i employers onboard to simplicityHR and start to grow and simplify their businesses. Here are a few of their stories.

Akatsuka Orchid Gardens

Less time reconciling time cards and more time tending the farm.
Read more »

Mana Up

Scalable HR and payroll solutions for a rapidly growing organization.
Read more »

Rainbow Drive-In

Technology that seamlessly integrated all of their HR functions in one place.
Read more »

COMPARE PROVIDERS

Our difference is in the details

There are many aspects of our service offerings that set us apart from our competitors, and here are just a few.

  simplicityHR Others
Locally-owned with a Hawai‘i-based team
We’re not just based in Hawai‘i; we’re entirely owned and operated here, ensuring we understand and prioritize local businesses’ needs. If you need us, we’re right here in your time zone, ready to respond..
With you through thick and thin, offering shared protection against employment-related claims
We provide our clients with an added layer of protection, sharing liability for legal claims arising from employment issues.
Comprehensive leave administration
We’re a PEO that doesn’t just advise—we actively manage leave of absence processes for your team.
Comprehensive, proprietary “single sign-on” payroll and HR software
Our proprietary HR Symphony platform was built by our own team, and we can train you and your team right here in Hawai‘i. We are dedicated to making HR Symphony the best payroll and HR technology in the world.
Locally-owned and operated by people, not investors
As a privately-owned company, our priorities align solely with our clients’ needs—not external shareholders.
Indemnification for our services
We take full responsibility for the work we manage—indemnifying our clients from liability for any errors related to payroll, HR, or compliance.
Your partner in workplace safety
We provide onsite visits and hands-on training tailored to your workplace, ensuring your team is equipped to maintain a safe and compliant environment.

Let’s connect!

We’d love to learn more about your organization. Connect with one of our experts to discuss how we can simplify your business. Complete the form below.