Your new provider isn’t going to have access to past pay stubs, which is why you’ll need your current provider to give you electronic copies of all past pay stubs, for active and terminated staff.Step 4: Request Copies of Pay Stubs for All Staff, Including Terminated Employees and Contractors Once your relationship has been terminated with your previous provider, you will have no control over the speed with which the information will be handed over, especially if you have an emergency.

If the payroll records are maintained by your payroll provider, you will need to get access to all the payroll records before your relationship is terminated.

As an employer, you are required to keep payroll records for a period of six years from the end of the last tax year.Without accurate year-end information, your new provider will not be able to issue T4s/T4As for your terminated employees during your year-end filing. The key component in the setup of a terminated employee or contractor is capturing the year-end data correctly.If you’re switching providers mid-year, you’ll need the information from these payroll register reports to setup your active and terminated employees with your new provider.Step 3: Request Copies of All Payroll Register Reports Up Until Your Last PayrollĪ payroll register report provides a comprehensive recap of each payroll, including a detailed breakdown of net wages, payroll taxes and more by employee. If you’ve signed an ROE Web Authorization with your existing provider, you’ll need to notify your new provider so that they can register as the new Primary Officer (PO) and electronically submit ROEs to Service Canada on your behalf.This is precisely why you should ensure that your current provider issues and submits ROEs to Service Canada after you process your last payroll with them.If your current provider doesn't issue this ROE, your new provider isn’t going to have access to a detailed per pay period breakdown of insurable earnings to prepare ROEs on your behalf.This is because an ROE issued for this reason does not need to be provided to employees, unless there is going to be an interruption in earnings. However, a scenario that is less commonly known is when an employer switches payroll providers. The most common one being an employee termination. There are a number of different scenarios in which an employer is required to issue a Record of Employment (ROE) to an employee. Step 2: Request ROEs for a Change of Provider Review your contract/subscription agreement and ensure that you provide the required amount of notice to your current provider.However, if you are using a SaaS solution (cloud-based or online), you might be able to cancel your subscription right away. Most companies require a 30-day notice.Any kind of change can feel overwhelming and switching payroll providers is no exception. Getting it wrong can also result in an administrative nightmare or worse - which is why you should follow these steps to cover all your bases as you make the switch.

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