WFM UK: UI Refresh: Printing or Emailing P45s

Overview

Once an employee leaves employment, they must be given a P45 form. Employers are required to do so by law, as it is a record of the employee's pay and tax deductions during their employment. It also shows when the employee was last paid, the gross pay they received in the tax year until they stopped working for the employer, along with any tax deducted from it. An employee must receive only one P45 when they leave employment. Deceased employees do not receive a P45 (the system will not allow them to be sent).

For an Employer to Enable Employees to Receive their P45 via Email (EP45)

• Employees must have their P45 delivery method set to Email
• For all new employees to have their P45 delivery method set to Email, the company pay basis must also have the P45 delivery method set to Email
• Employees must have a personal email address

For an Employer to Enable Employees to Receive a Paper P45 

• Employees must have their P45 delivery method set to Paper
• For all new employees to have their P45 delivery method set to Paper, the company pay basis must also have the P45 delivery method set to paper
• If using P45 forms supplied by HMRC, then the global setting 'Use P45 forms supplied by HMRC' must be set to yes (box ticked)
• If using plain A4 paper, then the same setting: Use P45 forms supplied by HMRC must be set to no (box not ticked)
• The user who prints the paper P45s must have the user access setting P45 Administration set to yes (box ticked)

P45 Administration

To manually start the process of printing or emailing P45s: 

• Use the side menu and go to Payroll > HMRC Data Exchange > P45 Administration

• Select the Company, Pay Basis, and Pay Run that P45s are being processed for
• Select the required Delivery Method:
  • ​All 
  • Paper 
  • Email 
• Dealt With? 
  • Yes will return employees who have already received P45
  • No will return employees who need a P45

Any column or combination of columns of Leaving Date, Pay Date and Payrun Closed date may appear highlighted. This is a warning that those employees might be due a final payment. It is still possible to process P45s for these employees, but it will remove them from the following pay run.

• The Print check box against employee records needs to be ticked for P45s to be processed for both emailing and printing
• The Select All or Deselect All buttons will update the Print check boxes accordingly for multiple employees in the list#
• Once all employees have been selected to receive their P45, selecting the Process button will start the process

Fig.1 - P45 Administration screen

• All employees set to Paper will have a PDF P45 generated that will then need to be printed and delivered/posted to them
• All employees set to Email will have their P45 sent to the personal email address held in their HR record 

Automated Email P45s

When approving a payroll, a request will be added to queue P45s for sending. 

• To see the queued P45s, go to Payroll > HMRC Data Exchange> P45 Administration
• Select List Queued Email Leave P45 Runs

Fig.2 - 'List Queued Email Leaver P45 Runs'

Fig.3 - List Queued Email Leaver P45 Runs

Updating P45 Delivery Method for All Employees on a Pay Basis

To update the P45 Delivery Method on all employee records:

• Go to Payroll > Administration > Company Setup and select a Company

• Use the Page Links drop-down and select View Pay Basis

Fig.4 - 'Page Links' > 'View Pay Basis'

• Select a Pay Basis

• Choose a P45 Delivery Method and Save to apply the setting

All employees associated with that pay basis will have their P45 Delivery Method updated accordingly, whether it is Email, Paper or ESS. Any new employees created for that pay basis will also have the delivery method applied.

Fig.4 - P45 Delivery Method setting within a Pay Basis

It is still possible to have individual employees on different Delivery Methods by updating them individually.

• Go to Payroll > Employees > Employee List

• Search for and select an Employee

• Use the employee side menu and go to Payroll > Employee Payroll Info > Pay & Tax Details

• Update the P45 Delivery Method accordingly

‘ESS’ as a Delivery Method

A Global Setting exists which allows ESS (Employee Self Service) to be selected as a P45 Delivery Method at both Pay Basis and employee level.

• Go to Payroll > Administration > Global Settings > Portal Settings

• Tick the box next to P45s in ESS

• Save to apply the setting 

Fig.5 – P45s in ESS Global Setting

Please note: Only individuals using ESS will be able to apply this Global Setting.