Difference between revisions of "Entering P45 details/new starters"

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== Summary ==
 
== Summary ==
This article explains how to enter P45 details into the Payroll system. Check that you are following the procedure as laid down by HMRC.
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This article explains how to enter P45 details or P46 New Starter declaration into the Payroll system. Check that you follow the latest HMRC rules for new starters regarding which tax codes and NI letters to use. See the HMRC publications and website for any statutory changes that they may make.
  
 
== Details ==
 
== Details ==
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* Enter the Employee's Code and press {{KeyPress|Enter}}.
 
* Enter the Employee's Code and press {{KeyPress|Enter}}.
 
* Press {{KeyPress|F8}} Adjustment Entry.
 
* Press {{KeyPress|F8}} Adjustment Entry.
* You will be asked for the type of Adjustment to enter. The choices are : {{DataPrompt|P45}}, {{DataPrompt|P46}}, {{DataPrompt|Other}} or {{DataPrompt|Cancel}}.
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* You will be asked for the type of Adjustment to enter, this depends on the employee's circumstances:
* Click {{Button|P45}} to enter the details.  
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=== Employee with form P45 ===
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If your new starter has a ''current'' P45 from their previous employer (from the current tax year):
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* Click {{Button|P45}} to enter the P45 details.  
 
* Enter the required information into the box that pops up - this is just the usual information that you would have written on a P45 previously - and click {{Button|Continue}}.
 
* Enter the required information into the box that pops up - this is just the usual information that you would have written on a P45 previously - and click {{Button|Continue}}.
  
 
{{Note|title=Note|text=" If you see {{DataPrompt|"An item is missing or incorrect"}} at this point, then you should check that the {{DataPrompt|Leaving Date}} on the P45 is before the {{DataPrompt|Start Date}} on the employee record. You should check the actual leaving date with your new employee, or amend the {{DataPrompt|Start Date}} on the employee record as appropriate.}}
 
{{Note|title=Note|text=" If you see {{DataPrompt|"An item is missing or incorrect"}} at this point, then you should check that the {{DataPrompt|Leaving Date}} on the P45 is before the {{DataPrompt|Start Date}} on the employee record. You should check the actual leaving date with your new employee, or amend the {{DataPrompt|Start Date}} on the employee record as appropriate.}}
 
   
 
   
* A box of information appears which shows the normal P45 information in the same layout as the "old" P45. Check the information.
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* A box of information appears summarising the P45 information in the same layout as the "old" P45. Check the information.
* Click {{Button|Submit}} to file the information on-line with HMRC. This may take a short while to process depending on the load on the servers at HMRC. HMRC will validate the data and you should receive an e-mail very quickly which will confirm acceptance (or denial) of the information.
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* Click {{Button|OK}} and the information will be saved. It will be filed on-line with HMRC once you close the employee's first pay period.
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=== Employee without form P45 ===
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If your new starter does ''not'' have a P45 from their previous employer, or it is not from the current tax year:
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* Click {{Button|P46}} to enter the P46 new starter declaration.
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* Tick the relevant boxes depending on the employee's circumstances - and click {{Button|Continue}}.
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* A box of information appears summarising the P46 information. Check the information.
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* Click {{Button|OK}} and the information will be saved. It will be filed on-line with HMRC once you close the employee's first pay period.
  
{{FAQ}}{{KB_Tags|P45, New Starters, Online}}{{KB_PR}}
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{{FAQ}}{{KB_Tags|P45, P46, New Starters, Online}}{{KB_PR}}

Revision as of 10:08, 28 March 2013

Summary

This article explains how to enter P45 details or P46 New Starter declaration into the Payroll system. Check that you follow the latest HMRC rules for new starters regarding which tax codes and NI letters to use. See the HMRC publications and website for any statutory changes that they may make.

Details

Go to "Payroll" -> "Payroll Parameters/Maintenance" -> "Employee Amendments".

  • Enter the Employee's Code and press <Enter>.
  • Press <F8> Adjustment Entry.
  • You will be asked for the type of Adjustment to enter, this depends on the employee's circumstances:

Employee with form P45

If your new starter has a current P45 from their previous employer (from the current tax year):

  • Click [P45] to enter the P45 details.
  • Enter the required information into the box that pops up - this is just the usual information that you would have written on a P45 previously - and click [Continue].
Note: " If you see ""An item is missing or incorrect"" at this point, then you should check that the "Leaving Date" on the P45 is before the "Start Date" on the employee record. You should check the actual leaving date with your new employee, or amend the "Start Date" on the employee record as appropriate.
  • A box of information appears summarising the P45 information in the same layout as the "old" P45. Check the information.
  • Click [OK] and the information will be saved. It will be filed on-line with HMRC once you close the employee's first pay period.

Employee without form P45

If your new starter does not have a P45 from their previous employer, or it is not from the current tax year:

  • Click [P46] to enter the P46 new starter declaration.
  • Tick the relevant boxes depending on the employee's circumstances - and click [Continue].
  • A box of information appears summarising the P46 information. Check the information.
  • Click [OK] and the information will be saved. It will be filed on-line with HMRC once you close the employee's first pay period.


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Keywords AND Misspellings
P45, P46, New Starters, Online