| | Description | When an employee leaves your company, you must provide them with a P45. You must also ensure that they’re excluded from any future payroll processing. To do this, you need to make them a leaver. If you pay your employee in arrears, enter their leave date after you process their payment. This ensures they appear on your pay run for their final payment.  NOTE: If the leaver was in your workplace pension scheme, contact the pension provider. Inform them the employee has left.
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| Resolution | Make a single employee a leaver - From the Employees tab, select the employee.
- Enter the employee Finish Date.
- In the Previous Tax Details section, set the Starting Basis to This is an existing employee.
- Select Save.
Make more than one employees leavers - From the Employees tab, select Bulk Actions.
- Select the relevant employees in the Select Item column. Select Add finish date.
- Enter the Finish date for all your chosen employees.
- Select Save.
You can now process the employee’s final pay and get their P45. Once you run the next payroll, you can't reinstate your leavers.  CAUTION: Ensure your leaver is present in the payment run. If they are missing, their leave date falls before the current pay run tax period. See section 'The leaver's finish date falls before their last payment run'. You must give the leaver their P45 after you’ve processed their final pay in this employment. - Select the Employees tab.
- If you can see the employee in the list, go to step 5.
- Select the Filter button.
- Tick the Include employees who have left checkbox and select Apply.
- Select the employee's record, then select the Print P45 button at the top right of the page.
 TIP: You can print the P45 or save it from your browser options. For example: The leaver's finish date may be 30th September, but you have money to pay them in the 5th October payment run. Don't enter the finish date until after the pay run is complete. Always pay the employees their final money using their usual pay frequency. If you have a monthly paid employee but only owe them one week's wages, don't move them to a weekly pay calendar. - Finish your pay run.
- From the Employees tab, select the employee.
- Enter the employee's Finish Date.
- Select Save.
You can now issue employee the P45 from their employee record. Notification to HMRC of the leaver happens in the FPS during the next pay run. NOTE: If this is the last pay run of the year, you should submit a supplementary FPS. Find out more > If you have completed the payment run and the employee informs you they are leaving: - Select the Employees tab.
- Select the employee.
- Enter their finish date.
- Select Save.
You can now get the leaver's P45 from within their employee record. Notification to HMRC of the leaver happens in the FPS during the next pay run. NOTE: If this is the last pay run of the year, you should submit a supplementary FPS. Find out more > If you have completed their final pay run and you have submitted the FPS for that period: - Mark the employee as a leaver and Save.
- Go back into the employee record and get their P45
- Process the next pay run as normal
NOTE: The system will omit the employee from the payment run. If this is not the case, go back into the employee record. Their leave date should fall before the pay period you are currently running. Notification to HMRC of the leaver happens in the FPS during the next pay run. If an employee in receipt of SMP leaves your employment and they are not going on to work for another employer, they should receive the remainder of their full 39 week entitlement. You pay any outstanding SMP in their final pay. If they are going on to work for another employer you should only pay SMP up until their leave date. Please read the HMRC article for full information. If you mark an employee as a leaver but have not completed a pay run, you can reinstate their employee record. Once reinstated, they are part of the pay runs again. - From the Employees tab, select the employee you want to reactivate.
- Under Employment Details, remove the date from the Finish Date box.
- Select Save.
NOTE: If you’ve submitted your FPS to HMRC, you can't reinstate the leaver. You must add the person back into the payroll as a new starter. Use the P45 from their leaver record. Read our article My employee left the company but has now come back. [BCB:299:UKI - Personal content block - Dane:ECB] [BCB:304:UKI - Search override - Payroll UK:ECB] [BCB:276:UKI - hide back button:ECB] |
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