Process multiple leavers

When more than one employee leaves your company on the same date, you can process them and generate their P45 at the same time. Do this after updating their final payment, but before submitting the full payment submission (FPS).

Before you start, visit our what to consider before you make an employee a leaver article for important information.

Once you've done this, you're ready to continue.

NOTE: If you have an employee who's leaving earlier than your normal pay day, you can follow our pay a leaver mid month article.

Process your employees' final pay

1. Click Payroll, then click Change Process Date.
2. Enter the required pay date, then click OK.
3. Select the employees you want to pay, then click Enter Payments.
4. Enter the payment details for any other employees in the pay run as normal.
5. For the employees who have left, enter their final payment details.
6. Click the Select this check box if your employee is leaving and this is their final payment check box for each of them.
   TIP: When you select this check box, any outstanding payments, such as statutory payments, calculate automatically. 
7. If required, check and pay any outstanding amounts due, such as holiday pay, then click Close.
8. Print any of your normal pre-update reports, such as payslips and payment summaries, as usual.
9. Update records for your employees for the pay period.
10. Don't submit your Full Payment Submission (FPS) yet, as it wouldn't include the leave dates.

Once you've printed the reports you need, continue to the next section.

Mark your employees as having left and print their P45

 CAUTION: If any employees have different leave dates, process them separately.

1. Click the required employees to highlight them.
2. Click Employee, then click Leaver.
3. Click Next, then enter the employees' leaving date.
4. On the select your stationery list, click P45 - Plain paper (for e-Submissions).
5. This report prints onto plain paper. You don't need P45 stationery.
6. Click Preview, then check the details on the report.
7. Click Print, then click OK.
8. Click Close then click Finish.
9. Click Payroll then click Change Process Date.
10. Change the Process Date to your current process date, then click OK.

Submit the full payment submission for the pay period. If you've already submitted the FPS for the period, you must submit an FPS adjustment.

Remove employees from the payslips portal

• Sage HR Online Services - When an employee leaves, you may need to terminate their profile so they no longer appear as an active employee 
• Online Bureau - When an employee leaves, you may need to remove their access to Sage Employee Online Services. 

 TIP: Unsure which Online Services you’re using? It's easy to check.

The Pensions Module

If you use Send Pension Data, your pension data doesn't include the employee's leave date.

Check with your pension provider if there are any steps you must take for employees who left that are members of the pension scheme.