Breakwaters insights · Updated October 4, 2026

Moving payroll to a service provider starts with a clear handover. Before the first pay run, organize the information your provider needs and agree who supplies updates, approves payments, and handles remittances.

Describe your current payroll

Prepare a summary of employee numbers, pay frequency, payroll software, and the provinces involved. Note whether your team includes salaried, hourly, part-time, seasonal, or commission-based workers. Identify contractor arrangements for separate review rather than assuming everyone belongs in the same workflow.

List upcoming hires, departures, or changes to pay. You can discuss these needs without sending personal employee records in an initial enquiry.

Gather records for the secure handover

Your provider may need employee setup information, year-to-date payroll reports, relevant tax forms, benefits details, and records of previous remittances. Agree the exact document list before transferring files.

Ask your provider to confirm province-of-employment treatment and any province-specific requirements. The CRA’s payroll information for employers is a starting point for current deduction, remittance, and reporting guidance. This checklist does not calculate deductions or establish deadlines for your business.

Set the approval process

Agree who submits hours and changes, the cut-off for each pay run, and who approves payroll before processing. Clarify who authorizes and makes remittances, who checks that they were completed, and how errors are reported and corrected.

Also confirm responsibilities for year-end reconciliation, slips, and Records of Employment. These details belong in the engagement rather than being assumed from a general service description.

Protect the handover

Arrange a secure portal before sharing SINs, banking information, payroll files, or credentials. Use the public contact form only to describe your needs and request a conversation.

Breakwaters provides Canadian payroll support with scope and responsibilities agreed for each engagement. Request a free payroll consultation, including your province, team size, and pay frequency. Explore Resources for related preparation guides.

This article is general preparation information, not payroll, tax, or legal advice for a particular employer.

General preparation guidance, not individual accounting or tax advice. Your circumstances and agreed engagement scope matter.