How do I produce P45s for leavers?

Modified on Tue, 10 Dec at 3:07 PM

What is a P45?

A P45 is a document issued in the United Kingdom to an employee when they cease employment with an organization. When an employee is made a leaver on the payroll, HMRC will be notified when the RTI data is submitted each pay period. You need to give the employee a P45 form which shows the total pay and tax in the employment tax year.

How do I produce a P45?

Go to: Payroll> Payroll Tools> HMRC> P45 Forms. The Select Payroll and Tax Year for P45 form appears.
Select the desired Payroll.
Select the desired Tax Year.
Click the Next button. The P45 Forms - Select Sort Order form appears.
Select the desired sort order.
Click the Next button. The P45s Forms - Include Records for... form appears.
Select either All Employees, Specific Employees or Multiple Employees.
Click the Next button. The P45 Forms - Selection Summary appears.
Click the Run button. One or more P45s are displayed.
Perform either of the following:
- - Click the Archive button. This allows you to archive the P45 form to the Cintra iQ database.
  - Click the Publish to Self-Service button. This publishes the P45 form to the employee's Self-Service where they can view the form when they log in.
  - Click the Official Print Version button. The official four page document (1st page being name and address) appears.
  - Click the Save As button. This saves the file to be re-printed if necessary.
  - Click the Close button. Once you have printed an official version, a message appears stating: Do you want to record that the P45 has been printed? Click the Yes button. The P45 is saved on the employee's record.

Note:

If you need to re-print and you haven’t saved the P45 forms, navigate to Employment record Tax and NI HMRC Forms Sent tab. De select the P45 Printed check box. Repeat the To Produce a P45 steps.