Personnel profile group
- Full list of employees: full name, personal income tax code, social insurance book number, date of employment.
- Current labor contract of each employee.
- Records of dependents for family deductions (if any).
Group of records on salary policy
- Current salary scale and salary table.
- Regulations on allowances, bonuses, amounts included and not included in salary for social insurance contributions.
- Overtime and overtime policy of the business.
The data team operates each pay period
- Most recent timesheet (data format, export source from the timekeeping system).
- List of personnel changes during the period (leave of absence, maternity leave, unpaid leave).
- Bank account information to pay salaries of each employee.
Historical records group (recommended but not required)
- History of social insurance payments in previous periods for comparison when necessary.
- Personal income tax finalization for the most recent year.
Tips to help handover quickly and accurately
A single internal focal point should be appointed to work with the payroll service provider during the transition period, avoiding data coming from many inconsistent sources, causing errors in the first payroll period.
If personnel records are incomplete, can you start hiring a payroll service right away? You can start with basic data, but missing records should be supplemented in the first pay period to avoid accumulated errors later, especially related to personal income tax.
How long does it take to prepare documents before conversion? Usually 1-2 weeks if the data is available and well organized; longer if the business is managing salaries manually and scattered in many places.