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How quickly can we transfer payroll?

Transferring to new payroll provider - how quickly can it be done?

Hi

We are a UK based business with 14 FTEs currently, growing to 20 next year.  All monthly paid, other than pension very few other deductions or complexities. Seeking a new payroll provider.  Can anyone tell me how long it should take to set up payroll with a new provider?

Recommendations of a reliable provider within the next couple of days are welcome

 

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16th Oct 2018 19:06

Depends to a large degree on your current provider - they need to release all the info to the new providers. Are you uptodate with their fees?

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By DJF
to atleastisoundknowledgable...
16th Oct 2018 19:55

Yes all uptodate, but there were major problems with their (non-payroll) services and we have terminated. We have the payroll print outs and have all the staff records - can we not just supply info ourselves to a new provider?

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to DJF
16th Oct 2018 20:09

Yes, the new people would still need to write to the old people, but in practice the payroll can be done before that if needed.

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to atleastisoundknowledgable...
17th Oct 2018 08:56

atleastisoundknowledgable... wrote:

Yes, the new people would still need to write to the old people

Why? CIPP do not have any published clearance procedure, and so if the info is otherwise available, there is no need.

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to SteLacca
17th Oct 2018 09:28

SteLacca wrote:

atleastisoundknowledgable... wrote:

Yes, the new people would still need to write to the old people

Why?

Courtesy - an increasing old fashioned idea, regrettably.

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to lionofludesch
17th Oct 2018 13:28

You are probably right, Lion, and my view is probably tainted by a recent experience taking over a payroll from Moorepay, who were significantly less than helpful.

Ironically, I worked for them for a short time, and didn't realise how bad they are with the rest of the profession.

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By jcace
to DJF
16th Oct 2018 21:11

It may depend on what payroll printouts you have. Your new payroll provider will need all year to date amounts, including the elements within NICable pay etc.

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to jcace
17th Oct 2018 08:50

Ideally you also need the values the old provider has been using in the 'payroll ID' field on the RTI returns sent to HMRC, so the new provider can include them on the first return from their system. Without this, HMRC's system may decide all the staff have a second job and generate BR tax codes for them all.

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By PBH64
to neiltonks
17th Oct 2018 10:40

I'd possibly be more definitive than Neil. If you don't get the previous payroll ID's and use those then the HMRC logic will determine that there is a new job and issue BR codes. Therefore if you don't have the ID's be prepared for 14 unhappy employees after the first payday.

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to PBH64
17th Oct 2018 10:51

That goes for pensions too.

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By Livepay
17th Oct 2018 09:49

As mentioned by previous contributors the speed of transfer depends on the quality of information supplied.

All payroll software can output information in .csv format which can be manipulated for importation but if your current supplier drags their feet there is very little you can do apart from supply payslips from the start of the tax year.

With only 14 employees currently this should be a fairly quick process however bear in mind that a parallel run should be undertaken prior to going live.

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17th Oct 2018 11:55

If your new provider uses different software, it seems likely that there will be minor differences between the opening data with the new provider and the closing data from the old. It may be something as simple as a misplaced space character, or a slightly different format for payroll ID numbers. These may result in the RTI system creating duplicate records, despite your submission of correct data, so keep a very close eye on what HMRC thinks you owe. Moving payroll mid-year is a major cause of duplication: you may find HMRC thinks you still owe all the deductions from M1 to M7, even though they have been paid in full.

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By Alex_T
17th Oct 2018 14:58

Why not do the payroll yourself? BrightPay is simple, easy to use and very reasonably priced. If the current payroll provider gives you the employees' details to date in CSV format, you can get up and running very quickly. I run a bureau service and use BrightPay but I also have clients that prefer to do their own payroll and they also use BrightPay without issue.
Best of luck!

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