Before you process P45s for the first time, ensure the P45 parameters are set up.
When you are creating P45s, the employees to be included can be specified either 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 1 in their HR Record window (HR Record > Payroll Details > Details > Other Controls).
If an employee who is to be included in the P45 run has died, then this information should be entered to the final page of the Leavers wizard found on the HR Record menu.
P45 Part 1 Print or Submission
You create the file for transmission by using Payroll > Pre-Printed Stationery > P45 Print.
The first page of the wizard asks which type of return is being created. Select P45 Part 1.
On the second page, you must select the template to be used to create a file for internet returns from the drop-down list of those available. You should select the template which you set up for P45s. Refer to Set up Transfer Templates for P45s and P46s for more details.
Alternatively, if you require printed P45s, select Print from the list.
The third page asks you to specify how the employees to be included in the return are to be identified. The options are:
- By date range – the process will pick up all employees who are marked as Leavers, who are in the payroll template defined on the next screen and whose leaving date is within the range entered on the final two screens.
- By individual employee selection – the process will pick up the single employee selected on the next screen.
- By Payroll Details flag – the process will pick up all employees who have been marked as requiring a P45 Part 1 on their Payroll Details record (see above).
After you select the employees, you can click Review to see who will be 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.
Note that only employees with a status of Leaver are included, so although certain employees may have left this month, their status could still be Current until they have been paid their final pay and processed through the period end.