Processing a leaver

You must make sure that you process all leavers before you run your Payroll year end routine.

When an employee leaves your company, you need to provide them with a P45 and inform HMRC that they have left.

Process your employee’s final pay

  1. Click Payroll, then click Change Process Date.
  2. Enter the required pay date, then click OK.
  3. Select the employee(s) 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 employee(s) 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.

NOTE: When you select this check box, any outstanding payments, such as statutory payments are calculated automatically.

  1. If required, check and pay any outstanding amounts due, such as holiday then click
  2. Print any of your normal pre-update reports, such as payslips and payments as usual.
  3. Update records for your employees for the pay period.

Mark your employee as a leaver and print their P45

You now need to mark them as  leaver and print their P45.

  1. Click Payroll, then click Change Process Date.
  2. Change the Process Date to the employee’s leave date then click OK.
  3. Double-click the required employee.
  4. Click the Employment tab, then click Leaver.
  5. Click Next, then enter the employee’s leave date.
  6. On the select your stationery list, click P45 – Plain paper (for eSubmissions).

TIP: This report prints onto plain paper.  You don’t need P45 stationery.

  1. Click Preview, then check the details on the report.
  2. Click Print, then click OK.
  3. Click Close then click Finish,
  4. Click Payroll then click Change Process Date.
  5. Change the Process Date to your current process date, then click OK.

Submit to HMRC

You can now submit a full payment submission as normal for the pay period.  If you have already submitted the FPS for the period, simply submit a full submission adjustment.

If you need help processing a leaver or need any other help or advice with your payroll please contact us

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