How do I add a payroll leaver?

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 and then close the period.
• After the period has been closed and submitted, the employee's P45 details will be displayed on screen.
• Select the correct option from the prompt 'Print from P45'.
  • If you have ordered P45 stationery from HMRC choose the relevant {{DataValue|on pre-printed from}] option else choose 'on plain paper'.
• Click [Print].
• Check it prints correctly then click [OK]

All data has now been sent to HMRC.

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

If you have processed a period where an employee should have been made a leaver, you will need to do the following as soon as possible!

• In the active period set the employee as a leaver with the date they actually 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.
• Against the employee, press <Shift+F10> to edit the details.
• Press <Page-Down> to get onto the second page.
• Set "Allow Tax Refund?:" to 'N'. This will stop them getting any rebate in the current period.

Should you have "jumped the gun" and made them leave too early, re-trace your steps as above, and click [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.

See also

• How do I run a payroll period?
• How do I close a payroll period?
• How do I Deal with the Death of an Employee?
• How do I Reprint a P45?
• How do I reverse a payroll leaver?

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Keywords AND Misspellings

payroll leaver, payroll leavers, payroll, leavers, p45