Before you process P45 Part 3 (Starters) for the first time, ensure the P45 parameters are set up.
When you create P45 Part 3s, the employees to be included can be specified by choosing a single employee, by selecting a range of dates, or by looking for employees who have been marked as requiring a P45 Part 3 in their payroll details on the HR Record window (HR Record > Payroll Details > Details > Other Controls). If an employee is marked on the Other Controls tab as requiring a P45 Part 3 (the P45 / P46 Type field is set to P45 Part 3 [Starters]), the P11 Figure field is available to enter a P11 figure. This is the figure that you would have previously entered in field 13 of the paper version of the P45 Part 3.
When you are given a P45 Part 2 by a new employee, enter the information from the form in the P45 Part 3 window (HR Record > Balances > P45 Part 3) to provide initial balance information about the new employee.
Note that any information already entered about the employee is displayed on the window and, if you alter it, the information you enter overrides previously held details.
When you enter details of employee’s earnings and tax paid at his previous employment, as shown on their P45 part 2, any values previously entered on the Statutory window (HR Record > Balances > Statutory) are displayed. An entry in the P45 Part 3 window updates the value shown in the Statutory window. No entry should be made in the P45 Part 3 window if the value on the employee’s P45 part 2 refers to employment in a previous tax year.
You can set P45 / P46 Type to P45 Part 3 [Starters] in the P45 Part 3 window and this updates the payroll details, as described above.
P45 Part 3 Submission
You create the file for transmission by clicking Payroll > Pre Printed Stationery > P45 Print.
The first page of this wizard asks which type of return is being created. Click P45 Part 3 and click Next.
On the second page, select, from the list, the template to be used to create a file for internet returns. Select the template you set up for P45 Part 3s. For more information, refer to Set up transfer templates for P45s and P46s. Click Next.
The third page asks you to specify how the employees to be included in the return are to be identified. The options are:
- Date Range – the process picks up all employees who are in the template specified on the next page of the wizard (page 4) and whose start date is within the range entered on pages 5 and 6.
- Selected Employee – the process picks up the single employee selected on the next page (page 4).
- Payroll Details flag – the process picks up all employees who have been marked as requiring a P45 Part 3 in their payroll details record (see above).
After you select the employees, you can click Review to see who are included in the print / submission.
Finally, click Run. A message is displayed that asks if you want to proceed. Click OK to prepare the file and submit it to the Gateway. If the submission is not successful, a list of errors is shown and you can go back to the individual employee’s records and correct the details before submitting again.