Wait Before You Cancel Your Old Payroll Service: Just in case something happens with your new payroll system. You would hate to not be able to pay your workers because you're still required to submit information before the new system will work.
When To Cancel: The best time to move your payroll service is either at the start of a new year or at least a new quarter if you cannot wait that long. The less you have to carry over to the new payroll system the better, and the smoother you can dump your old service for your shiny new one.(sounds a bit like high school, eh?)
Make It a Clean Break: You need to pay all your outstanding taxes and get any forms filed you need to because generally your new service provider will not take on the liabilities of your previous payroll service provider.
If You Don't Cancel at a New Year or Quarter: Keep all your payroll records before you switch for your new provider. They will need that information if you're changing services in the middle of the year.
Where Are They Located?: One important thing to consider is if you know where they are located at. If they are national you may not have the same benefits a local organization may have. If you're not doing direct deposit you may have problems getting checks mailed out to people if they are in a different state than your payroll service provider
How is Their Customer Service?: Always consider this option BEFORE you make the move. Don't be afraid to call their customer service line to make sure there are real people to assist your customers. While you may be saving on your costs not having an efficient customer service provider could cost you your business leads.
System Thresholds: If you're a larger corporation, and you change to a cheaper payroll service, make sure they can accommodate your business. If they can only support 50 employees, and your company supports 500 workers, you will be in trouble.
Last But Not Least: Make sure you only have one company at a time doing your year-end forms such as your W-2s. If you cancel your services from your previous payroll provider make sure they don't file a W-2 at the end of the year.
