Plan the change
- Agree cutoff dates and a single owner for the changeover.
- Confirm export access before ending the old service.
- Assign outstanding payment, remittance and filing responsibilities.
- Prepare a secure transfer and retention process.
FREE RESOURCES / PAYROLL
Payroll-provider switching checklist.
Change providers with a clear handover. Track the records, responsibilities and checks needed before your first payroll in the new system.
PDF
ExcelFree download
Preview of the actual PDFREADY FOR YOUR NEXT PAYDAY
Make it yours.
Download a fresh copy, add your details and adapt it to the way your team works.
- Before, during and after the switch checklist
- Excel handover tracker with owners and target dates
- Year-to-date, balance and filing responsibility checks
No account or email required. Free for internal business use.
FROM DOWNLOAD TO DONE
How to use this template
- Agree the final old-provider payday and first new-provider payday.
- List the records to export, who owns each task and where the secure copy will be stored.
- Reconcile imported employee details, year-to-date values and balances to the source records.
- Review the first run and document who will handle outstanding remittances and year-end filings.
WHAT YOU CAN PREPARE
A clearer process, step by step.
Prepare the records
- Export employee details, pay settings and payment instructions securely.
- Collect year-to-date pay, deductions and employer contribution records.
- Collect approved leave, accrual and other opening balances.
- Retain prior registers, filings, approvals and payment references.
Verify the first run
- Reconcile imported values with the source records.
- Review employee count, hours, earnings and net pay.
- Confirm payment and remittance setup before release.
- Save the handover approval and resolve outstanding items.
Before you download
Can I use it for a mid-year switch?
Yes. Pay particular attention to year-to-date values, opening balances and responsibility for year-end reporting. Confirm the transition with both providers.
Should I put bank details in the handover tracker?
No. Record the owner, completion status and secure record reference. Transfer sensitive data only through an approved secure process.
Do I need a PayHr account?
No. Every resource is available to download directly. Email updates are optional and separate from your download.
Will PayHr receive the information I enter?
No. These are files you download and complete yourself. PayHr does not receive the contents of your completed template. Keep employee and payroll records in your own secure storage.
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