Difference between revisions of "How do I add a payroll leaver?"

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== Details ==
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== Summary ==
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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.
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This article explains what to do in the {{PR}} when an employee leaves.
  
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Before you do anything else, you '''must''' close this period.
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== More Information ==
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HMRC should be informed of the employee's leaving date when you submit your FPS for the final period in which that employee is being paid.
  
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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.
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This means that the leaving date must be entered as you are processing their final period's pay.
  
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=== Method ===
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* Go to {{Menu|{{PR}}|Run Payroll Period}} and select the period in the usual way. For help on this, click [[How do I run a payroll period?|here]].
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Once you have run off all your reports and closed the period:
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* Click on the {{DataPrompt|Employee}} who is leaving.
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* Enter their pay for the final period as normal.
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* Click {{Button|Leaver}} at the top of the screen.
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* Enter the {{DataPrompt|Leaving Date}} for the employee.
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* Click {{Button|OK}}.
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* Process your Payroll as normal, including printing your reports, and then [[How do I close a payroll period?|close]] the period.
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* After the period has been closed and submitted, the employee's P45 details will be displayed on screen.
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* Click {{Button|Print}} and their P45 will print to your default printer.
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* If you wish to keep an additional copy in case of any queries press {{KeyPress|A-P}} and enter {{DataValue|92}} then press {{KeyPress|ENTER}} before choosing {{Button|Print}} again.
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* Check you have a successful printout before clicking {{Button|OK}}. You may then issue the P45 to your employee for them to hand on to their next employer.
  
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Go into "Payroll" -> "Payroll Parameters/Maintenance" -> "Payroll Parameters" -> "Enter Payroll Leavers".
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{{Information|text=All data has now been sent to HMRC.}}
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* Type the employee code of the employee that is leaving. Remember that you can search for employees from here.
 
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* Type in the leaving date.
 
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* Click {{Button|Continue}}.
 
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* You will be asked to confirm that you have closed off the employee's last period, as described above. Click {{Button|Yes}} if so.
 
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* 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 {{Button|Cancel}}.
 
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* 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 {{Button|Submit}}.
 
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{{note|To use this option you must have set up your Government Gateway user name and password. See [[Payroll End of Year#User name and password|this section of the Payroll End of Year page]] for more information on how to do this.}}
 
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* 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 {{Button|Print}} when you are ready.
 
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* 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 {{DataValue|on plain paper (Online)}} from the drop-down list and click {{Button|Print}}.
 
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* 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.
 
  
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Come back out of the Parameters options, and the employee will have disappeared from the list shown in Run Payroll for the next period.
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== If Employee has left but their Last Pay Period has been Closed ==
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{{Information|text=If you have closed a period in which an employee should have been made a leaver, you will need to do the following '''as soon as possible!'''}}
  
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{{note|text=
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* Go to {{Menu|{{PR}}|Run Payroll Period}} and select the period in the usual way. For help on this, click [[How do I run a payroll period?|here]].
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Should you have "jumped the gun" and made them leave too early, re-trace your steps as above, and click {{Button|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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* Click on the {{DataPrompt|Employee}} who has left.
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* Edit the amounts on the current period to reflect that they are not getting paid. This may result in them getting a tax rebate.
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** Press {{KeyPress|S-F10}} to edit the employee record.
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** Select the {{Tab|Tax, NI and Pension}} tab.
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** Set {{DataPrompt|Allow Tax Refund?:}} to {{DataValue|N}}. This will stop them getting any rebate in the current period.
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** Click {{Button|Done}} and {{Button|Accept}} the changes and return to processing the payroll.
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* Click {{Button|Leaver}} at the top of the screen.
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* Enter the {{DataPrompt|Leaving Date}} for the employee.
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* Click {{Button|OK}}.
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* Process your Payroll as normal, including printing your reports, and then [[How do I close a payroll period?|close]] the period.
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* After the period has been closed and submitted, the employee's P45 details will be displayed on screen.
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* Click {{Button|Print}} and their P45 will print to your default printer.
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* If you wish to keep an additional copy in case of any queries press {{KeyPress|A-P}} and enter {{DataValue|92}} then press {{KeyPress|ENTER}} before choosing {{Button|Print}} again.
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* Check you have a successful printout before clicking {{Button|OK}}. You may then issue the P45 to your employee for them to hand on to their next employer.
  
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{{FAQ}}{{KB_Tags|payroll leaver, p45}}{{KB_PR}}
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== See also ==
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* [[How do I run a payroll period?]]
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* [[How do I close a payroll period?]]
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* [[How do I deal with the death of an employee?]]
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* [[How do I reprint a P45?]]
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* [[How do I reverse a payroll leaver?]]
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{{KB_Tags|payroll leaver, payroll leavers, payroll, leavers, p45}}
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{{FAQ}}{{How}}{{KB_PR}}

Latest revision as of 05:27, 18 May 2022

Summary

This article explains what to do in the Payroll when an employee leaves.

More Information

HMRC should be informed of the employee's leaving date when you submit your FPS for the final period in which that employee is being paid.

This means that the leaving date must be entered as you are processing their final period's pay.

  • Go to " Payroll Run Payroll Period" and select the period in the usual way. For help on this, click here.
  • Click on the "Employee" who is leaving.
  • Enter their pay for the final period as normal.
  • Click [Leaver] at the top of the screen.
  • Enter the "Leaving Date" for the employee.
  • Click [OK].
  • Process your Payroll as normal, including printing your reports, and then close the period.
  • After the period has been closed and submitted, the employee's P45 details will be displayed on screen.
  • Click [Print] and their P45 will print to your default printer.
  • If you wish to keep an additional copy in case of any queries press <Alt+P> and enter '92' then press <Enter> before choosing [Print] again.
  • Check you have a successful printout before clicking [OK]. You may then issue the P45 to your employee for them to hand on to their next employer.
All data has now been sent to HMRC.

If Employee has left but their Last Pay Period has been Closed

If you have closed a period in which an employee should have been made a leaver, you will need to do the following as soon as possible!
  • Go to " Payroll Run Payroll Period" and select the period in the usual way. For help on this, click here.
  • Click on the "Employee" who has left.
  • Edit the amounts on the current period to reflect that they are not getting paid. This may result in them getting a tax rebate.
    • Press <Shift+F10> to edit the employee record.
    • Select the [Tax, NI and Pension] tab.
    • Set "Allow Tax Refund?:" to 'N'. This will stop them getting any rebate in the current period.
    • Click [Done] and [Accept] the changes and return to processing the payroll.
  • Click [Leaver] at the top of the screen.
  • Enter the "Leaving Date" for the employee.
  • Click [OK].
  • Process your Payroll as normal, including printing your reports, and then close the period.
  • After the period has been closed and submitted, the employee's P45 details will be displayed on screen.
  • Click [Print] and their P45 will print to your default printer.
  • If you wish to keep an additional copy in case of any queries press <Alt+P> and enter '92' then press <Enter> before choosing [Print] again.
  • Check you have a successful printout before clicking [OK]. You may then issue the P45 to your employee for them to hand on to their next employer.

See also


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Keywords AND Misspellings
payroll leaver, payroll leavers, payroll, leavers, p45
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