How to mark a leaver? #
To set a worker as a leaver:
- Go to Employee setup > Choose the worker > Update
- Set their End date and click Update.
Then, the next Pay run will process the worker as a leaver:
- Salary will be automatically prorated.
- Holiday will pay out if the When leaving setting is selected (in the Scheme Pay Definition).
- (GB) A P45 will created, and HMRC will be notified.
You can also use the Toolshed > Employee bulk editor to set the end dates of multiple people at the same time.
Note: You do not need to add Pay after end – that is only needed to pay someone after they have left.
Which pay run included the leaving date and P45? #
- Employees > Select:Past > Select:Company > Search > Update
- Details > Login and click the Active tick box if unset to temporarily make the employee active, then Update
- Update the employee > As employee tab > My documents
- Look for the P45, which will tell you the pay run date and when the leaving declaration was sent in the Full Payments Submission FPS
- Finally, Update the employee > Details > Login and clear the Active tick box if it was set in step 2, then Update
How to check a leaver? #
- Pay Item Editor: check zero pay (in case one of the pay items is still paying out)
- Pay runs Redo
- Pay runs > View > Reports tab > View FPS FPS > see the HMRC receipt
- Scroll down to Successes to see the leaving date in the submission
- My Documents > P45
How can a leaver see their documents? #
Workers have access to paiyroll® after the leaving date for about 31 days.
- If you need to allow access after that, please consult the documentation under “Leavers”.
- If you need to temporarily re-enable access, set the worker’s Active setting.
- There is no need to set a reminder to clear the setting as Payroll Debbie will run within a day and clear it.
- Pay-after-leave (see below) will automatically restore access temporarily.
Pay After Leaving #
How to pay a leaver? #
To include a worker in a Pay run after leaving, first add a date in the worker’s Pay after end setting:
Now, all Pay runs up to that date will include the worker. Second, use the Pay Item Editor to make the necessary adjustments. Tip: remember to clear any pay and pay after end date after.
paiyroll® does not generate an additional P45 as per HMRC: “You must not give the employee another P45”.