Entering P45 details/new starters

Summary

This article explains how to enter P45 details or P46 New Starter declaration into the Payroll system.

More Information

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.

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].

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.

HMRC Starter Checklist

The HMRC also provides a PDF document to help you collect the required information for a new employees. Click HERE to download this document from the HMRC website.

Troubleshooting Document Download Issues

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In Mozilla Firefox

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To the right of this there is a box saying:

"Open with a different viewer" on the to top right of your Firefox browser.

In Google Chrome

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See also

• How do I Run a Payroll Period?
• How do I Close a Payroll Period?
• How do I Add a New Employee to the Payroll?
• How do I Set Up Payroll Adjustments?
• Dealing with Employee Holidays in Payroll

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Keywords AND Misspellings

P45, P46, New Starters, Online