Solution Properties
Solution ID:
240305143634907
Last Modified Date:
Fri Jan 03 16:35:25 UTC 2025
Taxonomy Path:
Category//Payroll and HR//Employees//Starters and leavers
Author:
[email protected]
Add a new employee
Description

An employee should supply you with a P45 from their previous employment. This will have all the necessary details to create a new record in Sage Payroll. If they don’t have this, they should be filling in a starter check list which replaced the P46 form. For more information, read Starter checklist for PAYE.

If you’re migrating from another software and want to add existing employees into Sage Payroll, read one of the following:

Cause
Resolution

Once you have all the relevant information, you can create a new employee record.

Create the new employee record

  1. From the Employees tab, select Create Employee.
  2. Fill in the Personal Details section.
    • Sections with an * are mandatory
    • If the employee hasn't supplied an NI number, leave the NI number box blank
  3. Fill in the Contact Details section.
  4. Fill in the Employment Details section.
    • Sections with an * are mandatory
  5. Select Is a Director and fill in the other fields if relevant.
  6. Fill in Pay Document Preferences section.
    • You don't need to provide an email address if you select Print  

Enter previous tax details

How you fill in the Previous Tax Details section depends on which form the employee has supplied.

▼The employee supplied a P45
  1. Under Previous Tax Details, in the Starting Basis dropdown, select Employee declaration: P45.

  2. In the Circumstances list, select one of the following options:

    A Select this declaration if this is the employee’s first job since the last 6 April. They also didn't get taxable Jobseeker’s Allowance or Employment and Support Allowance. Also no taxable Incapacity Benefit, or state or occupational pension.
    B Select this declaration if this is the employee’s only job but since last 6th April they’ve had another job. Or has received taxable Jobseeker’s Allowance. Or Employment and Support Allowance, or taxable Incapacity Benefit. The employee doesn’t receive a state or occupational pension.
    C Select this declaration if the employee currently has another job. Also select if they receive a state or occupational pension.
  3. Select an NI Category.
  4. Enter the Tax Code from the P45 (box 6 on the form).
  5. In the Leaving Date box, enter the previous employment leave date (box 4 on the form).
  6. Clear or select Week1/Month1 to match the form (after box 6, but before box 7 on the form). If you select this check box, skip to step 10.
  7. In the Final Pay Period dropdown, select Week or Month. Then enter the corresponding number. For example, the 12/12/24 is be Month 9.
  8. Enter the Total Pay To Date from the P45.
  9. Enter the Total Tax To Date from the P45.
  10. Select the Student loan or Postgraduate loan if relevant.
    • This won’t add the deduction to the employee's payslip. You must complete this in the PAY window of the pay run.
  11. Select Save.
▼The employee has no P45
  1. Under Previous Tax Details, in the Starting Basis list, select Employee declaration: P46.

  2. In the Circumstances list, select one of the following options:

    A

    Select this declaration if this is the employee’s first job since the last 6 April. They also didn't get taxable Jobseeker’s Allowance or Employment and Support Allowance. Also no taxable Incapacity Benefit, or state or occupational pension. Put the employee on a 1257L tax code.

     

     
    B Select this declaration if this is the employee’s only job but since last 6th April they’ve had another job. Or has received taxable Jobseeker’s Allowance. Or Employment and Support Allowance, or taxable Incapacity Benefit. The employee doesn’t receive a state or occupational pension. Use the tax code 1257L on a 'Week 1/Month 1' basis.
    C Select this declaration if the employee currently has another job. Also, select if they receive a state or occupational pension. Use the tax code BR
  3. Select an NI Category.
  4. Select the Student loan or Postgraduate loan if relevant.
    • This won’t add the deduction to the employee's payslip. You must complete this in the PAY window of the pay run
  5. Select Save.

 NOTE: The system automatically assigns the employee the standard tax code 

 

 

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Steps to duplicate
Related Solutions

Starters and leavers when an employee has more than one job

Entering a P45 form