How do I reprint a P45?

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Historic Article

 This article has been replaced and is only included in the Knowledge Base for historic reference only.
Reprinting a P45 is not allowed. The guidance below is for historical reference only. A guide to producing a P45 when processing a leaver can be found here.
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Summary

This article will explain how you can reprint the P45 details for an Employee.

Please note that you must not issue a reprinted P45 so please carefully consider why you need to reprint it.

An employee without a P45 can complete a new starter checklist with their new employer.

More Information

In order to reprint the P45 details for an employee you will need to know the date that the employee left and why they are requesting a copy of their P45.

This option can only be used to print onto pre-printed forms. These must be ordered from HMRC.

Then you will need to:

  • Go to " Payroll Maintenance Options Add or Edit Employees".
  • Type in the "Employee:" code.
  • Press <Enter>.
  • Press <Shift+F7>.
  • Type in <P45> on the "Report : S".
  • Press <Arrow Key Up> until you get to "Frequency".
  • Type in the payroll frequency for the employee which will be one of the following:
    • 'M'onthly.
    • 'W'eekly.
    • 'F'ortnightly.
    • '4' Weekly.
  • Press <Enter>.
  • On "Payroll Tax Year:" enter the payroll year that the employee left.
Remember this will be the year when the payroll started. i.e. If the employee left before April 2013 in the 2012/13 payroll year you would enter '2012'.
  • Press <Enter>.
  • On "Payroll Period:" enter the 'Payroll Period' in which the employee left.
  • Press <F2> to run the report.
  • Select :
    • Either 'L'aser if your P45's are on single sheets of A4 paper and are printed on a Laser or Inkjet printer.
    • Or 'C'ontinuous if your P45's are on tractor feed paper and are printed on a dot matrix printer.
  • Click [Start] to produce the P45.
You must NEVER issue a duplicate P45, so only do this if you're certain that the employee wasn't given the original P45 that you printed.
Make sure you remember which part to give to the employee:
  • Part 1 - is for you the employer to send to HM Revenue & Customs (HMRC).
  • Part 1A - is for the employee's own records.
  • Part 2 & 3 - is used by your employee to give to their new employer or Jobcentre.

See also


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Keywords AND Misspellings
p45, leaver
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