How to Switch Payroll Providers in the UK Safely
- Damian Allen
- Aug 26
- 2 min read
Switching payroll providers can feel risky but it doesn’t have to be. If you're stuck with a service that’s slow, inaccurate, or too expensive, you have better options.
Here’s how to change payroll providers in the UK without losing data, missing deadlines, or upsetting staff.
1. Time Your Switch at the Right Point
The best time to switch payroll providers is:
At the start of a new tax year (6 April)
At the start of a new payroll period (e.g. start of the month or quarter)
Avoid switching mid-pay run unless absolutely necessary.
2. Gather the Right Data First
Your new provider will need accurate and up-to-date info. Prepare:
Full employee list with names, addresses, and NI numbers
Year-to-date figures (gross pay, tax, NI)
Payroll schedules
PAYE reference and Accounts Office reference
Pension scheme info (if enrolled)
Any outstanding HMRC payments
Ask your old provider to export these or give you system access.
3. Inform HMRC
Your new payroll provider should:
Register with HMRC under your company’s PAYE reference
Start filing Real Time Information (RTI) submissions from the handover point
You don’t need to contact HMRC yourself—your provider does it when they take over.
4. Check for Common Mistakes
Things that go wrong during a switch:
Duplicate payroll runs
Missed pension contributions
Wrong tax codes
Overlapping RTI submissions
Staff getting paid late
Solution: Choose a provider with experience handling UK payroll migrations.
5. Communicate With Your Team
Tell employees:
Who’s handling payroll now
When they’ll receive payslips
Who to contact for queries
This prevents confusion and builds trust especially during the first month post-switch.
Switching to WorldWage Services
We make payroll transitions simple and risk-free:
We handle all data transfer
No missed HMRC deadlines
Direct contact with our UK-based team
First pay run accuracy guaranteed
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