How do I add a payroll leaver?

Details

You will need to make sure that you have paid the employee everything that you owe them up to the end of the last period for which you are going to pay them.

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.

Method

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

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

• Type 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 stationary 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.

Come back out of the Parameters options, and the employee will have disappeared from the list shown in Run Payroll for the next period.

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.

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Keywords AND Misspellings

payroll leaver, p45