How do I add a payroll leaver?

Summary

There are temporarily two methods for entering payroll leavers. For any leavers up to your starting on RTI, the Pre 2012-2013 Payroll year end (Pre-RTI Submissions) method below will apply. Once you are submitting under RTI, then Post 2012-2013 Payroll year end (Once RTI Submissions are active) method will apply.

More Information

Methods

Post 2012-2013 Payroll year end (Once RTI Submissions are active)

• Go to " Systems Payroll Run Payroll Period" and select the Payroll period in the usual way. For help on this click HERE. This MUST be done BEFORE you enter a employees Leaving date.

  IMPORTANT NOTE:  Because of the requirement that a leaver's details must be submitted to HMRC under RTI on their final payday, not after, the " Systems Payroll Payroll Parameters/Maintenance Payroll Parameters Enter Payroll Leavers" option has been removed.

• There is now a button at the top of the " Run Payroll" screen that says [Leaver].

WARNING:  It is important to only click the leaving button and continue onto the next step when your payroll is in the last payroll period to be paid. This is because after following the next steps the the employee with disappear from the payroll after the period is closed

• Click the button and enter the "Leaving date" for the employee.
• Process your Payroll as normal and then close the Payroll period. For more details on how to do

this, click HERE.

• After the period has been closed and submitted to RTI, Platinum will ask if a P45 is to be printed.

Tip:  If you choose No, the P45 will be printable from Employee Amendments.

Important:  If you have processed a period where an employee should have been made a leaver. You will need to do the following as soon as possible! In the active period set the employee as a leaver with the date they actually left. Edit the amounts on the current period to reflect that they are not getting paid. This will result in them getting a tax rebate.' Against the employee press <Shift+F10> to edit the employee. Press <Page-Down> to get onto the second page. Set "Allow Tax Refund? :" to 'N'. Which will stop them getting any rebate in the current period.

Pre 2012-2013 Payroll year end (Pre-RTI Submissions)

Before you do anything else, you must close this period.

If you leave the period open and show the employee as left, the cumulative totals for the employee will be that last week short. This will upset the P45 information and your end of year returns.

Once you have run off all your reports and closed the period:

Go into " Payroll Payroll Parameters/Maintenance Payroll Parameters Enter Payroll Leavers".

• Enter the employee code of the employee that is leaving. Remember that you can search for employees from here.
• Type in the leaving date.
• Click [Continue].
• You will be asked to confirm that you have closed off the employee's last period, as described above. Click [Yes] if so.
• You will be shown a summary of the information that will go on the P45. You must check that all of the details are correct before continuing. If not, click [Cancel].
• You can send P45 Part 1 to HMRC online or in the post. If you have 50 or more employees you must use the online option. To send online click [Submit].

To use this option you must have set up your Government Gateway user name and password. See this section of the Payroll End of Year page for more information on how to do this.

• If you have P45 stationery to go through your printer, load it now if you want the system to print the P45, select the type of stationery from the drop-down list and click [Print] when you are ready.
• Alternatively, if you have successfully filed Form P45 Part 1 to HMRC online, then you can print the other parts of the form on plain paper. Select 'on plain paper (Online)' from the drop-down list and click [Print].
• Finally, if you wish to fill in the P45 manually, use the details shown in the summary. The numbers in the left column correspond to the numbered boxes on the form.

Click [OK], come back out of the " Parameters" options, and the employee will have disappeared from the list shown in " Run Payroll" for the next period.

PLEASE NOTE: Should you have "jumped the gun" and made them leave too early, re-trace your steps as above, and click [Undo] to blank out the leaving date and re-activate the employee. Process them as necessary and then repeat the process at the correct time. If the initial form was sent to HMRC, either online or in the post, then you must inform them in writing of the situation and what happened.

See Also

• How do I Close a Payroll Period?
• How do I Run a Payroll Period?
• Troubleshooting Payroll RTI Submission Errors
• How do I Add a New Employee to the Payroll?
• How do I Delete a Payroll Period?
• What should I do if I Submitted Incorrect P45 Details Online?
• How do I Set up Platinum for Online P45 Submission?
• How do I Reprint a P45?
• How do I Reverse a Payroll Leaver?

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Keywords AND Misspellings

payroll leaver, payroll leavers, payroll, leavers, p45