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The First-time Guide for Business Owners Setting up a Cloud-Based Payroll System

by James Musoba
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If you’re one of the many business owners who’re setting up a cloud-based payroll system for the first time, then this article is for you! There are a lot of different factors that go into the implementation, so you’ll want to take proactive measures to ensure these factors don’t turn into issues later on. As you continue below, we’ll walk you through the entire process, reviewing the things you’ll want to consider and the steps you’ll need to take. A first-time setup may seem like a daunting task, but it doesn’t have to be. Read on to learn just how easy it can be!

Getting Started: Set an Implementation Date

Once you’ve reviewed your options and settled on your choice of a new payroll platform, it’s time to determine your implementation date. This is the date by which you’ll need to have all of your previous processes switched over to the new system, so—although it may be tempting to rush—your first priority should be choosing a date that’s achievable. Since your employees will be relying on you to ensure the transition is a success, it’s vital that you choose a date that you know is possible to pull off, even if it’s a bit longer than you would like. This way, everything will be on schedule from the very beginning!

Gather Employee Data from Your Previous System

In some situations, you may have to gather this information yourself. In others, you may be able to transfer information over from your previous system. You should look into this to see how long this process will take. It’s important that the newly integrated data is 100% identical to the previous records; otherwise, you may have to redo part of the process, delaying and complicating the implementation. Much like setting a date, it’s important that you approach this realistically and give yourself extra time to manage any unforeseen complications. Beyond previous pay records, you will also need to gather employee PII (Personally Identifiable Information) such as Form W-4s and contact information to import over to the new system.

Collect Direct Deposit Information

Another critical piece that you’ll need is employee direct deposit information. Cloud-based payroll platforms such as UZIO allow you to pay employees directly from the platform using direct deposit, but you’ll need their banking information first. Once the information has been entered into the system, payments will be automated, saving you the hassle of managing them yourself! It’s a good idea to review all employee records to make sure you have everyone’s banking information. Take note of which employees haven’t yet provided you with their banking information; you will need to gather this right away!

Determine Your Ongoing Pay Day

This part can be quite simple, or quite complicated: ultimately, that’s up to you! The easiest way to manage ongoing paydays is by setting a single pay period for all of your employees. If you already have everyone on the same schedule then this won’t be an issue, but if not, you’ll have to settle on a pay period. In that case, you’ll want to have a discussion with your employees to determine which pay period would meet your employees’ needs. Avoid changing this pay period without first discussing it; if you do, you’re likely to end up with disgruntled (and possibly fewer) employees!

Educate Your Employees

One of the best parts about cloud-based payroll solutions is their employee self-service options. While it’s certainly important that employees understand how the new payroll processing system works, it’s also important that they know about any specific features that might benefit them. Complete payroll solutions (which combine payroll and HR solutions) often allow employees to track their time, check their pay stubs, or manage their benefits right from an employee portal! Make sure to learn about these features yourself so you can provide a solid education on them to your employees.

Completing the Implementation 

As you can see, there are a couple of different points you’ll need to consider when implementing cloud-based payroll software into your business, but overall, the process itself is quite straightforward. With proper planning, a solid strategy, and a bit of systems education all around, you’ll no doubt be able to seamlessly switch your business over to a new, superior payroll management system.

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