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Kirsten 1
Level 1

Employee has left but i can't run his P45

Hi, an employee left so I ran payroll on payday. I then marked as a leaver but quickbooks wouldn't allow me to put a date that was the payroll date or previous to payroll date. For example our payroll date is 5th, so after running payroll then went to mark as a leaver and I couldn't choose 5th or 4th only 6th! So he is still on the payroll for this month! :thinking_face:  I need to issue his p45 but I can't till his final payroll is run! But obviously it has been. I have worked out I should have marked him as a leaver before that payroll but I didn't. My question is how do I now deal with this please? 

Using quickbooks online standard. 

Thank you. 

QuickBooks Team

Employee has left but i can't run his P45

I know it can be difficult when you can't issue a P45, Kirsten 1. I'm here to assist you with that. 


The P45 will show up when you mark your employee as a leaver before their last pay run. Since your employee was marked as a leaver after running their final pay, I'd suggest deleting the last pay run. Here's how: 


  1. Go to the Employees or Payroll menu.
  2. Select Payroll History and choose the most recent period.
  3. On the Payroll details page, click Actions and select Delete Payroll.
  4. Type YES in the box, then click Delete.
  5. Repeat these steps for any additional pay runs that need deleting.


Then, you can marking your employee as a leaver. I'll show you how:


  1. Go to the Employees or Payroll menu.
  2. Select the name of the employee to open the profile.
  3. Choose Actions and then select Mark as leaver under the employee name.
  4. For the Details of leaving,
    • Add the employee's leaving date.
    • Enter the employee's reason for leaving.
    • Click Save.
  5. Select Done to dismiss the note that their P45 will be available at the end of the final payroll.


For your visual reference, I'd suggest visiting this article: Mark Employee as a Leaver.


Once done, I'd suggest running a payroll again. Then, you can issue the P45 by going to the Documents on the individual Employee's profile page. You can also check out this article for more details: Employee P45 in QuickBooks Online Standard Payroll.


Additionally, I've included an article that'll help you stay informed about what to do when your employee leaves: One of your Employees Leaves or Retires.


I'll be right here to help if you need further assistance with the process, Kirsten 1. It's always my pleasure to help you out again.

Kirsten 1
Level 1

Employee has left but i can't run his P45

Hello, thankyiu for your reply, it's very helpful. 

Just one more question before I do this; obviously the payroll automatically submitted to HMRC on the day. So what happens when I delete and resubmit? Bearing in mind on 22nd HMRC will take payment based on that submission ? I'm concerned that they'll be 2 submissions and therefore 2 payments will leave our account.

Thank you :smiling_face_with_smiling_eyes: 



QuickBooks Team

Employee has left but i can't run his P45

Thanks for your follow-up question, @Kirsten 1. After you delete the pay run, our system will delete the FPS from QuickBooks, regardless it is submitted to HMRC or not.


Additionally, there are some things you need to know before you delete a pay run. You can check out all of this information in this help article: Delete a pay run in QuickBooks Online Standard Payroll.


Get back to me if you have additional concerns. I'd be happy to answer all your needs. 



Kirsten 1
Level 1

Employee has left but i can't run his P45

Hello thank you.

I read the articles "before you delete a payroll " and this concerns me.



If the payroll includes a leaver and you:

  • Submitted a filing to HMRC, you won't be able to edit the leaver date for the employee. We'll also keep the employee's P45 in their Documents.

    Because I put there leavers date in as 1 day after payroll was run. This was because I obviously couldn't do the leaving date as the same date as payroll had been run and submitted to HMRC. 

    Should I still delete??? :thinking_face:  


    Thank you for your help :folded_hands: 

QuickBooks Team

Employee has left but i can't run his P45

Thanks for getting back to us, Kirsten 1. 


Allow me to share additional information about deleting payroll in QuickBooks Online. 

If you're going to delete it, you can no longer edit the leaver date in the Employee. I suggest contacting our Customer Care Team. They have the tools to check your account in a secure environment and they can do something to mark the employee as leave without deleting the payroll.

Here's how to reach them:


  1. Click the Help menu in the upper-right-hand corner.
  2. Type in "Talk to a human", then press Enter.
  3. Look for I still need a human and click on it.
  4. Click Get help from a human or Contact Support Team.
  5. Select between Send a messageSchedule an appointment, or Get a callback.


You can check out this article for our most updated contact information and scheduled hours: Support hours and types.


I've also included an article that will keep you up to date on what to do if your employee leaves: One of your Employees Leave.


Keep me posted if you have any follow-up questions about payroll. I'll be around if you need any help.

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