Before you move your payroll.
Changing who runs your payroll is easier when you know what to collect, who to involve and what to confirm. This guide walks through a practical handover in five stages, to help you prepare questions and avoid gaps. It’s general information, not advice.
1. Map how payroll runs today
Begin by writing down how payroll works now, in plain language. Who gathers hours, who approves them, who prepares the pay run and who authorises payment? When are the cut-offs, and what happens when something arrives late? Plenty of businesses discover a few steps live in one person’s head. Capturing them now means nothing gets lost, and gives a new provider a clear picture to work from.
2. Check your existing arrangement
Review the agreement with your current provider, if you have one. Look for notice periods, end-of-service steps and what information they’ll give you when you leave. Decide who’ll contact them and when, and hold off ending anything until your new start date is agreed. If your arrangement is unclear, ask your accountant to read it with you. A calm review now saves an awkward overlap or gap later.
3. Agree responsibilities with the new provider
Talk with YTS about who does what from the first pay run: what you supply, what’s processed for you, who approves changes and who answers a worker’s question. Ask for what’s covered and the terms in writing, including how the arrangement can change or end. If a rewards program is part of the discussion, ask for its terms at the same time, and keep it clearly separate from pay in your own notes.
4. Keep sensitive information in the right place
Don’t send tax file numbers, bank details, pay records or identification in an initial enquiry. Ask how onboarding information will be collected, by whom and through what route, and confirm the person asking for it really is who they say they are. If you’re an agency or manage a team, think about which of your people actually need access to this information, and keep it to those who do.
5. Tell your people and review after the first pay run
Give workers a short, factual message before the change: what’s happening, from when, who to contact and what stays the same. After the first pay run, check that amounts, dates and any reward records look right, and raise questions quickly with the contacts you agreed. A brief review with your accountant is worthwhile. Don’t assume the first cycle will be flawless; set aside time to check.
Your questions, answered.
How early should I start preparing?
As early as you practically can. You can begin before you contact anyone, by mapping your process and reviewing your current agreement. This website doesn’t promise any timeframe, so agree timing with YTS.
Do I need my accountant involved?
It’s often a good idea. An accountant can help review notice terms, timing and the documents you receive. This guide is general information, so rely on qualified advice for your own circumstances.
What if something goes wrong in the first pay run?
Raise it promptly with the contact you were given, and keep a note of what you saw. Ask in advance how corrections are handled, so you know the process before you need it.