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Fill in a Valid P 45 It Form

The P45 IT form is a crucial document used in the UK tax system when an employee leaves their job. This form provides essential information about the employee’s earnings and tax deductions, making it easier for both the employee and their new employer to manage tax obligations. Understanding how to properly complete and use the P45 can help ensure a smooth transition between jobs and prevent any tax complications.

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Document Sample

P45 Part 1

Details of employee leaving work

Copy for HM Revenue & Customs

File your employee's P45 online at www.hmrc.gov.uk

Use capital letters when completing this form

Employer PAYE reference

Student Loan deductions

Office number

Reference number

Enter 'Y' if Student Loan deduction is due to be made

Tax Code at leaving date

Employee's National Insurance number

If week 1 or month 1 applies, enter 'X' in the box below.

Title – enter MR, MRS, MISS, MS

or other title

Week 1/Month 1

Last entries on P11 Deductions Working Sheet.

Surname or family name

Complete only if Tax Code is cumulative. Make no entry

if week 1 or month 1 applies, go straight to box 8.

Week number

Month number

First or given name(s)

Total pay to date

•

Leaving date DD MM YYYY

Total tax to date

•

Employee’s private address

This employment pay and tax. Leave blank if the Tax Code

is cumulative and the amounts are the same as box 7.

Total pay in this employment

•

Total tax in this employment

Postcode

•

Works number/Payroll number and Department or branch

(if any)

I certify that the details entered in items 1 to 11 on

this form are correct.

Employer name and address

Gender. Enter ‘X’ in the appropriate box

Male

Female

Date of birth DD MM YYYY

Postcode

Date DD MM YYYY

When an employee dies. If the employee has died

enter 'D' in the box and send all four parts of this

form to your HMRC office immediately.

Instructions for the employer

•Complete this form following the 'What to do when an employee leaves' instructions in the Employer Helpbook E13 Day-to-day payroll. Make sure the details are clear on all four parts of this form and that your name and address is shown on Parts 1 and 1A.

•Send Part 1 to your HM Revenue & Customs office immediately.

•Hand Parts 1A, 2 and 3 to your employee when they leave.

P45(Manual) Part 1

HMRC 04/08

P45 Part 1A

Details of employee leaving work

Copy for employee

Employer PAYE reference

Student Loan deductions

Office number

Reference number

Student Loan deductions to continue

Tax Code at leaving date

Employee's National Insurance number

If week 1 or month 1 applies, enter 'X' in the box below.

Title – enter MR, MRS, MISS, MS

or other title

Week 1/Month 1

Last entries on P11 Deductions Working Sheet.

Surname or family name

Complete only if Tax Code is cumulative. If there is an ‘X’

at box 6 there will be no entries here.

Week number

Month number

First or given name(s)

Total pay to date

•

Leaving date DD MM YYYY

Total tax to date

•

Employee’s private address

This employment pay and tax. If no entry here, the amounts

are those shown at box 7.

Total pay in this employment

•

Total tax in this employment

Postcode

•

Works number/Payroll number and Department or branch

(if any)

I certify that the details entered in items 1 to 11 on

this form are correct.

Employer name and address

Gender. Enter ‘X’ in the appropriate box

Male

Female

Date of birth DD MM YYYY

Postcode

Date DD MM YYYY

To the employee

The P45 is in three parts. Please keep this part (Part 1A) safe. Copies are not available. You might need the information in Part 1A to fill in a Tax Return if you are sent one.

Please read the notes in Part 2 that accompany Part 1A. The notes give some important information about what you should do next and what you should do with Parts 2 and 3 of this form.

Tax credits

Tax credits are flexible. They adapt to changes in your life, such as leaving a job. If you need to let us know about a change in your income, phone 0845 300 3900.

To the new employer

If your new employee gives you this Part 1A, please return it to them. Deal with Parts 2 and 3 as normal.

P45(Manual) Part 1A

HMRC 04/08

P45 Part 2 Details of employee leaving work

Copy for new employer

Employer PAYE reference

Office number Reference number

Employee's National Insurance number

Title - enter MR, MRS, MISS, MS or other title

Surname or family name

First or given name(s)

Leaving date DD MM YYYY

5Student Loan deductions

Student Loan deductions to continue

6Tax Code at leaving date

If week 1 or month 1 applies, enter 'X' in the box below. Week 1/Month 1

7Last entries on P11 Deductions Working Sheet. Complete only if Tax Code is cumulative. If there is an ‘X’ at box 6, there will be no entries here.

Week number			Month number
Total pay to date

£ •

Total tax to date

£ •

To the employee

This form is important to you. Take good care of it and keep it safe. Copies are not available. Please keep

Parts 2 and 3 of the form together and do not alter them in any way.

Going to a new job

Claiming Jobseeker's Allowance or

Employment and Support Allowance (ESA)

Take this form to your Jobcentre Plus office. They will pay you any tax refund you may be entitled to when your claim ends, or at 5 April if this is earlier.

Give Parts 2 and 3 of this form to your new employer, or you will have tax deducted using the emergency code and may pay too much tax. If you do not want your new employer to know the details on this form, send it to your HM Revenue & Customs (HMRC) office immediately with a letter saying so and giving the name and address of your new employer. HMRC can make special arrangements, but you may pay too much tax for a while as a result of this.

Going abroad

Not working and not claiming Jobseeker's Allowance or Employment and Support Allowance (ESA)

If you have paid tax and wish to claim a refund ask for form P50 Claiming Tax back when you have stopped working from any HMRC office or Enquiry Centre.

Help

If you need further help you can contact any HMRC office or Enquiry Centre. You can find us in The Phone Book under HM Revenue & Customs or go to www.hmrc.gov.uk

If you are going abroad or returning to a country

outside the UK ask for form P85 Leaving the United Kingdom from any HMRC office or Enquiry Centre.

Becoming self-employed

You must register with HMRC within three months of becoming self-employed or you could incur a penalty. To register as newly self-employed see The Phone Book under HM Revenue & Customs or go to www.hmrc.gov.uk

to get a copy of the booklet SE1 Are you thinking of working for yourself?

To the new employer

Check this form and complete boxes 8 to 18 in Part 3 and prepare a form P11 Deductions Working Sheet. Follow the instructions in the Employer Helpbook E13 Day-to-day payroll, for how to prepare a P11 Deductions Working Sheet. Send Part 3 of this form to your HMRC office immediately. Keep Part 2.

P45(Manual) Part 2

HMRC 04/08

P45 Part 3

New employee details

For completion by new employer

File your employee's P45 online at www.hmrc.gov.uk

Use capital letters when completing this form

Employer PAYE reference

Student Loan deductions

Office number Reference number

Student Loan deductions to continue

Tax Code at leaving date

Employee's National Insurance number

If week 1 or month 1 applies, enter 'X' in the box below.

Title – enter MR, MRS, MISS, MS or other title

Week 1/Month 1

Last entries on P11 Deductions Working Sheet.

Surname or family name

Complete only if Tax Code is cumulative. If there is an ‘X’

at box 6, there will be no entries here.

Week number

Month number

First or given name(s)

Total pay to date

•

Leaving date DD MM YYYY

Total tax to date

•

To the new employer Complete boxes 8 to 18 and send P45 Part 3 only to your HMRC office immediately.

New employer PAYE reference

Office number Reference number

Employee's private address

9Date new employment started DD MM YYYY

10Works number/Payroll number and Department or branch (if any)

11Enter 'P' here if employee will not be paid by you between the date employment began and the next 5 April.

12Enter Tax Code in use if different to the Tax Code at box 6

If week 1 or month 1 applies, enter 'X' in the box below. Week 1/Month 1

13If the tax figure you are entering on P11 Deductions Working Sheet differs from box 7 (see the E13 Employer Helpbook Day-to-day payroll) please enter the

figure here.

£ •

14New employee's job title or job description

Postcode

16Gender. Enter ‘X’ in the appropriate box

Male

Female

17Date of birth DD MM YYYY

Declaration

18I have prepared a P11 Deductions Working Sheet in accordance with the details above.

Employer name and address

Postcode

Date DD MM YYYY

P45(Manual) Part 3

HMRC 04/08

Document Information

Fact Name	Details
Purpose	The P45 form is used when an employee leaves a job, providing essential information about their employment and tax details.
Parts of the Form	The P45 consists of three parts: Part 1 for HM Revenue & Customs, Part 1A for the employee, and Parts 2 and 3 for the new employer.
Tax Code Information	It includes the employee's tax code at the time of leaving, which is crucial for determining the correct tax deductions in future employment.
Student Loan Deductions	The form indicates whether any student loan deductions are applicable, ensuring that the new employer is aware of ongoing obligations.
Filing Requirements	Employers must send Part 1 to HMRC immediately after an employee leaves and provide Parts 1A, 2, and 3 to the employee for their records.

P 45 It - Usage Guidelines

Completing the P45 form is a necessary step when an employee leaves a job. This form consists of several parts, each serving a specific purpose. The information provided on the P45 will be essential for the employee's future tax obligations and for the new employer.

Begin by entering the Employer PAYE reference in the designated box.
Fill in the Office number and Reference number as required.
Input the employee's National Insurance number.
Choose the appropriate Title for the employee (MR, MRS, MISS, MS, or other).
Enter the employee's Surname or family name.
Provide the employee's First or given name(s).
Specify the Leaving date in the format DD MM YYYY.
Indicate if Student Loan deductions are applicable.
If the Tax Code at leaving date is cumulative, complete the necessary fields. If week 1 or month 1 applies, enter 'X' in the box provided.
Record the Total pay to date and Total tax to date in the specified boxes.
Fill in the employee’s private address and Postcode.
Complete the Works number/Payroll number and any relevant Department or branch information.
Mark the Gender by entering ‘X’ in the appropriate box (Male or Female).
Provide the employee's Date of birth in the format DD MM YYYY.
Sign and date the declaration confirming that the details are correct.

After completing the form, ensure that all parts are clear and accurate. Send Part 1 to HM Revenue & Customs immediately. Provide Parts 1A, 2, and 3 to the employee as they leave. The employee will need these parts for their records and future employment or tax purposes.

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Dos and Don'ts

Filling out the P45 form correctly is crucial for ensuring a smooth transition for both the employee and the employer. Here are some important do's and don'ts to keep in mind:

Do use capital letters when completing the form to ensure clarity.
Do provide accurate details, including the employee's National Insurance number and PAYE reference.
Do ensure that the leaving date is clearly stated in the correct format (DD MM YYYY).
Do check that all sections of the form are completed before submission.

Don't leave any boxes blank unless instructed to do so. Each section is important.
Don't forget to send Part 1 to HM Revenue & Customs immediately after filling it out.
Don't alter any parts of the form once it has been completed; this could lead to errors.
Don't forget to hand Parts 1A, 2, and 3 to the employee upon their departure.

Common mistakes

Using Incorrect Capitalization: Always use capital letters when filling out the P45 form. Failing to do so can lead to confusion and processing delays.
Missing National Insurance Number: Forgetting to include the employee's National Insurance number is a common mistake. This number is crucial for tax and benefits purposes.
Incorrect Tax Code: Entering the wrong tax code can result in incorrect tax deductions. Always verify the tax code before submitting the form.
Ignoring Week 1/Month 1 Indicator: If the employee is on a Week 1 or Month 1 basis, make sure to mark the appropriate box. Neglecting this can lead to incorrect tax calculations.
Omitting Leaving Date: Failing to provide the correct leaving date can cause issues with tax records. Ensure this date is accurate and formatted correctly.
Not Certifying the Information: The form requires a certification that the details are correct. Forgetting to sign or date this section can invalidate the form.
Providing Incomplete Address: The employee's private address must be complete. An incomplete address can hinder communication with HMRC.
Failing to Keep Copies: It is important for both the employer and employee to keep copies of the P45 form. Not doing so can create problems in future tax matters.
Not Submitting Parts Timely: Employers must send Part 1 to HMRC immediately. Delays can lead to penalties or issues for the employee.

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