How do I issue a P45 for a leaver when QBO does not include their pay details for the first two months because they introduced a new pay system mid term!?

Hi there, Canadian Susan.

I'm here to help issue a P45 for a leaver in QuickBooks Online Core Payroll.

After the migration to Core Payroll, all data, forms, or reports from previous years beyond the current year will be transferred and accessible in a secure area within the program.

Let's check the Pay History page to verify if the first two months are shown there. Here's how:

1. Login to your QuickBooks Online account.
2. Go to Payroll and then select Pay History.
3. Review the payroll details on the list and ensure the first two months of data appear on the page.

If so, I recommend marking the employee as a leaver. Here's how:

1. Go to Payroll and then Employees. 
2. Select the name of the employee to open the profile. 
3. Select Actions, then Change status. 
4. In the status field, select Terminated. 
5. Enter the reason for leaving and the employee’s last day of employment. 
6. Hit Save. 

Then, run the final payroll. QuickBooks will let you know when you reach the employee’s last pay.

Once done, you can give the employee their P45 form. To learn how, please see this article: Issuing P45 forms in QuickBooks Online Core Payroll.

In addition to that, you can also browse this resource to learn what to do when an employee leaves: One of your employees leaves or retires.

If the first two months of data aren't available, I suggest accessing your account in a private or incognito mode. This way, we can check if this is a browser cache issue. The browser uses cache data to swiftly load web pages faster. However, too much of it causes issues that affect the views and performance of your account. 

Using a private window helps us verify the issue as this doesn't save any data files. You can refer to these keyboard shortcuts to open an incognito window.

• Ctrl + Shift + N for Google Chrome browser)
• Ctrl + Shift + P for Mozilla Firefox & Microsoft Edge browsers
• Command + Shift + N for Safari browser

If you can view them, I recommend clearing your regular browser cache. This deletes all the data from your browser and optimizes its performance. Using other supported browsers also helps us verify if this is a browser-specific issue. 

In case none of these solutions resolve the issue, I suggest contacting our live support team to assist you in locating the missing payroll data after migration.

I'll be around if you need more help managing payroll with QuickBooks. Keep me in the loop by tagging me in your reply. Keep safe!

Did you not even read my post? There is no pay history before July because QBO switched to Core after payroll year end. They put those earlier months in an archive, it is not included when I try to create a P45 in QBO, so QBO will not issue an accurate version of this government mandated form. It is a colossal screw up by QBO! And please do not respond to genuine concerns if you’re not going to take the time to read the post.

I acknowledge the importance of accessing missing payroll data to handle a P45 for a leaver in your QuickBooks Online (QBO) company, Susan. Allow me to route you to our support team to assist you further regarding this matter.

Our payroll support has the tools to review your account in a safe environment. Doing so ensures they can investigate the missing data accordingly. Please refer to the steps below to connect with them.

1. Open your QuickBooks account and go to the (?) Help menu.
2. From the Assistant tab, enter brief details about your concern.
3. Press the Enter button on your keyboard and select the Contact a human option.
4. Choose a way to connect with our team:
   • Live chat - start a conversation with our live chat personnel.
   • Call me back - get a call from our available experts.

I've also included this article about generating or modifying your employee's details in QuickBooks: Add or update an employee record in QuickBooks Online. It can help you secure up-to-date information on your records.

If you have additional queries about managing P45 for leavers or need assistance handling other payroll transactions or reports, kindly add a reply to this thread. I'll be around the clock to assist you.