Blog Post

S3 Series: Minimizing the Complexity & Pain of the Payroll Conversion Process | Apex HCM

For many payroll service bureaus and their clients, the idea of a payroll conversion may seem daunting – perhaps with good reason.

“Typically, if someone has told you that they’re incredibly unhappy with their current payroll system yet not willing to change, it means they’ve gone through a conversion that was hard,” says Misty Blakesley, Director of Sales & Account Management for Apex HCM.

But there’s good news – With the right payroll products and services and a skilled implementation team, conversion is easier, faster and far less stressful than most think. If your payroll service bureau organization (SBO) is considering switching your payroll solution, Apex HCM offers tips to help minimize the complexity and pain of the conversion process for both your firm and your end user clients.

First, choose how and when your end user’s data will be moved from its current platform to your new software.

“Moving employee data will not take long, depending upon whether a client chooses to move it en masse or check-by check; covering the whole year or just the current quarter; etc. Each payroll service bureau converts differently, but most any client’s full database can be turned around in a single pay period with the exception of much larger clients.”

Javins notes that January is the optimal time for converting clients with more than 500 employees.

“Coming into a fresh year with no year-to-dates, all you have to put into the system are employee deductions, direct deposits and demographic information,” he explains. Clients with fewer than 500 employees are easily converted any time of the fiscal or calendar year.

Next, talk with your client to decide who will access and handle entering of various employee data.

“With any end user client, the biggest concern over the movement of data is accuracy and data integrity,” says Mario Dobles, Apex HCM’s Principal Implementation Consultant.

Some end user clients will insist upon handling data conversion inhouse, while others, particularly small firms with limited administrative staff, larger companies with massive amounts of employee data to manage or those in certain niche industries, may not have the luxury of time and staffing to enter all employee data themselves. Meanwhile, SBOs themselves may struggle with efficiently handling larger conversions.

“Most payroll service bureaus are operating as lean as possible,” Blakesley says. “They simply don’t have the headcount or time for a massive conversion without asking employees to work a lot of overtime. This can have a negative impact overall. That’s why Apex has an entire conversion and implementation team dedicated to helping SBOs and their clients make that switch.”

It’s also highly recommended that SBOs provide end users with training tools and materials, such as training webinars and instructional videos for payroll system administrators and sample communications that managers can share with employees on how to access their self-service portals.

To learn more about converting your SBO and its clients to Apex HCM’s cloud-based, fully customizable payroll, HCM and time and attendance solutions, call 877-750-2739 or visit us online to request a demo.