Entering P45 details/new starters
Contents
Summary
This article explains how to enter P45 details or a P46 New Starter declaration into the Payroll system.
More Information
Please follow the latest HMRC rules for new starters regarding which Tax Code and NI letters to use. See the HMRC publications and website for any statutory changes that they may make or contact HMRC for advice if you are unsure.
Go to " Payroll Maintenance Options Add or Edit Employees".
- Search for the Employee by name and click [Search] else click [Search] to list all employees.
- Select the employee ad click [Edit].
- Press <F8> to post an Adjustment Entry.
- You will be asked for the type of Adjustment to enter, this depends on the employee's circumstances:
Employee with form P45
If your new starter has a current P45 from their previous employer (from the current tax year):
- Click [P45] to enter the P45 details.
- Enter the required information into the box that pops up - this is just the usual information that you would have written on a P45 previously - and click [Continue].
 | If you see ""An item is missing or incorrect"" at this point, then you should check that the "Leaving Date" on the P45 is before the "Start Date" on the employee record. You should check the actual leaving date with your new employee, or amend the "Start Date" on the employee record as appropriate. |
- A box of information appears summarising the P45 information in the same layout as the "old" P45. Check the information.
- Click [OK] and the information will be saved. It will be filed on-line with HMRC once you close the employee's first pay period.
Employee without form P45
If your new starter does not have a P45 from their previous employer, or it is not from the current tax year:
- Click [P46] to enter the P46 new starter declaration.
- Tick the relevant boxes depending on the employee's circumstances - and click [Continue].
- A box of information appears summarising the P46 information. Check the information.
- Click [OK] and the information will be saved. It will be filed on-line with HMRC once you close the employee's first pay period.
HMRC Starter Checklist
The HMRC also provides a PDF document to help you collect the required information for a new employees. Click HERE to download this document from the HMRC website.
Troubleshooting Document Download Issues
There are occasions, depending on your internet browser where the above document will not download.
 | Microsoft Internet Explorer 10 and above also Apple Safari 5.1 and above have no issues with displaying this document. |
When trying to view in Mozilla Firefox or Google Chrome, it will show a page with the following text.
Please wait... If this message is not eventually replaced by the proper contents of the document, your PDF viewer may not be able to display this type of document...........
In Mozilla Firefox
At the top of the browser if got a message saying
"This PDF Document might not be displayed correctly."
To the right of this there is a box saying:
"Open with a different viewer" on the to top right of your Firefox browser.
In Google Chrome
Hover the mouse over the Bottom right of the document and a small toolbar will appear, simply click the picture of a "Disk" and save the file to the desired location.
See also
- How do I Add a New Employee to the Payroll?
- How do I Run a Payroll Period?
- How do I Close a Payroll Period?
