When an employee on a UK payroll leaves your company, you must provide them with a P45 and notify HMRC that they have left. To do this, after setting your run control but before you running your payroll and submitting your full payment submission (FPS) for the current period, you must mark them as a leaver.

Marking individual employees as leavers

1. Click the Employees navigation bar, double-click Functions then click Leaver Process.
2. Ensure the Leaver Details and Payroll Leaver boxes are selected then click the tick .
3. Enter the employee number then press Enter.

   Alternatively, click Lookup , select the employee then click the tick.

4. Click Edit then complete the screen as follows:

   
   

   Notice Given:	Select this checkbox then select whether the employee or employer provided the notice.
   Notice Given On:	Enter the date you receive the notice.
   Leave Date:	Enter the employee's leaving date.
   Last Working Day:	Enter the employee's leaving date.
   Reason for Leaving Code:	Click Lookup then select the most appropriate reason for leaving then click the tick. TIP: Click Lookup then click Add/Update/Delete  to amend this list of Leave Reason Codes.
   Re-Employ?	Enter whether or not you would re-employ the leaver. TIP: If you enter Yes in this field, to re-employ this employee at a later date, click the Employees navigation bar, double-click Functions then click Re-employment.
   Re-Employed as Employee Number:	If you re-employ the leaver and give the employee a new employee number, the new number appears here.
   New Employer	Enter details of the leaver's new employer. This field is for information purposes only.
   Leaver Notes	Enter comments relating to the leaver. This field is for information purposes only.

   
   

5. Click OK then click Next .
6. Click Edit then complete the screen as follows:

   
   

   Future/Past Leaver	If the employee is due a payment in the current period, select Future. If the employee isn't due any payments in the current period, select Past.
   Last Payroll Date:	Enter the employee's leaving date. This is also the date that appears on the employee's P45.
   Last Period	If the employee is a future leaver, enter the period number of their final payment. If the employee is a past leaver, this field is automatically populated using the latest period on the last payslip screen.
   Print P45 for Past Leaver:	To produce the P45 when you run your payroll for the current period, enter Y. To produce a P45 before running the payroll, using P45 Production, enter P. For further information about using P45 Production, please click here.
   Suppress P45 for Future Leaver:	If you process the employee as a future leaver and you don't want to print the P45 yet, select this option. For example, if you re-instate the employee but they already have a correct P45.
   Death in Service:	If you entered the Reason for Leaving Code as Death in Service in the Leaver Details screen, this checkbox is automatically selected.

   
   

7. Click OK, click Exit then click Exit again.

Marking employees as leavers in bulk

If you need to mark a lot of employees as leavers, you can data load this using profile 3 - Joiner/Leaver and Permanent Data Import, or profile 7 - Leaver Details Import. Click here for instructions on how to use the data loader.

The CSV file you data load will need the following column headings and corresponding data entered. You will need to map the columns to the Field Descriptions with the same names:

• Employee Number
• Future/Past Leaver - use F for future leavers, P for past leavers.
• Last Pay Date - In the format dd/mm/yyyy. This will populate the Last Payroll Date, and is the date that will appear on the P45.
• Last Payroll Period - When processing Future Leavers, enter the number of the last period that the employee will be paid. For monthly payrolls this is a number from 1 to 12, for weekly payrolls a number from 1 to 53.
• Last Working Date - In the format dd/mm/yyyy. Populates the Last Working Day field.
• Leave Reason Code - This is the code from the lookup table under Admin > System Definitions > Lookup Tables > Core System E - M > Leave - Reason.
• Leaver Date - In the format dd/mm/yyyy. This will populate the Personnel Leave Date.
• Leaver Re-employ Y/N - Enter Y unless you do not want to be able to re-employ this employee in the future, in which case enter N.
• Notice Given - Y for yes, N for no.
• Notice Given By - E for employee or R for employer
• Notice Given On - In the format dd/mm/yyyy. Enter the date notice was given (must be before the Leaver Date).
• Print P45 Ind - Enter Y to print the P45 when you next Run Payroll (usually used for Future Leavers), or P to print the P45 through P45 Production (usually used for Past Leavers), or blank if you do not want the P45 to be generated.

If the employee has left the company due to death in service, this would be indicated by the Leave Reason Code - you would use a Leave Reason Code that is flagged for death in service.