Issuing a P45

vruti jivan · ‎April 15, 2020

Hi,

We are terminating an employee this period and wondering how i issue/create the P45 for the employee.

So far I have terminated them via the payrun.

Thanks

RaymondJayO · ‎April 16, 2020

I appreciate you for performing the steps suggested by my peer above, @vruti jivan. Also, I'm here to ensure you're able to issue a P45 to your terminated employee.

Based on your scenario, it looks like you're using QuickBooks Online Advanced Payroll (QBOAP). The steps provided by Ryan_M above apply to the Standard Payroll version. This may be the reason you're unable to view the Actions drop-down menu (see the screenshot below). Then, step 3 takes you to the Employee Details page.

In QBOAP, the P45 form is automatically generated when the employee's final payroll is completed. Since you've already terminated the employee and ran payroll, but the form isn't auto-populated, I'd suggest going to the HMRC Forms tab from their profile. This way, you'll be able to issue their P45 via email. I'll guide you how.

Go to Employees from the left menu.
Select All Employees from the Active Employees drop-down.
Locate the terminated employee.
Choose HMRC Forms.
Under the P45 section, click Re-send notification.

The screenshot below shows you the last two steps.

As always, I recommend visiting this resource hub: QBOAP. It contains links about managing your payroll settings, employees, processing pay runs, viewing payslips, and submitting reports.

I'll be right here to help if you need further assistance. Enjoy the rest of your day, @vruti jivan.

View solution in original post

Ryan_M · ‎April 15, 2020

Hi @vruti jivan,

Let me share the steps as to how you can process your employee as a leaver, then create a P45 for them.

First, you need to mark the employee in question as a leaver.

Here's how:

Highlight the Employees tab.
Select Employees.
Search for the employee in question, then click it.
Under the Actions drop-down menu, choose Mark as leaver.
For Details of leaving:
- Enter the employee's leaving date.
- Type in the employee's reason for leaving.
- Press Save.
Hit Done to dismiss the note that their P45 will be available at the end of the final payroll.

You can run their final payroll at this point, along with sending an FPS. This informs HMRC that you've finished paying the employee.

To locate the P45, follow these steps:

Highlight the Employees tab.
Select Employees.
Search for the employee in question, then click it.
Go to the Documents tab.

To ensure you have a smooth transition to the next payroll year, I suggest checking out this article: Payroll Year End 2019/2020 for QuickBooks Online Standard Payroll. You can find a list of steps that helps you check if you're ready to run your final payroll.

Feel free to post a comment below, in case you other questions in mind. I'll be sure to get back to you.

vruti jivan · ‎April 16, 2020

Thank you @Ryan_M

I have searched and clicked the employee in questions. I can not see the action drop down menu? Once i follow step 3 below, it takes me to the employee detail page.

Please advice.

RaymondJayO · ‎April 16, 2020

I appreciate you for performing the steps suggested by my peer above, @vruti jivan. Also, I'm here to ensure you're able to issue a P45 to your terminated employee.

Based on your scenario, it looks like you're using QuickBooks Online Advanced Payroll (QBOAP). The steps provided by Ryan_M above apply to the Standard Payroll version. This may be the reason you're unable to view the Actions drop-down menu (see the screenshot below). Then, step 3 takes you to the Employee Details page.

In QBOAP, the P45 form is automatically generated when the employee's final payroll is completed. Since you've already terminated the employee and ran payroll, but the form isn't auto-populated, I'd suggest going to the HMRC Forms tab from their profile. This way, you'll be able to issue their P45 via email. I'll guide you how.

Go to Employees from the left menu.
Select All Employees from the Active Employees drop-down.
Locate the terminated employee.
Choose HMRC Forms.
Under the P45 section, click Re-send notification.

The screenshot below shows you the last two steps.

As always, I recommend visiting this resource hub: QBOAP. It contains links about managing your payroll settings, employees, processing pay runs, viewing payslips, and submitting reports.

I'll be right here to help if you need further assistance. Enjoy the rest of your day, @vruti jivan.

DebOK · ‎July 22, 2020

How can I confirm that a P45 has been sent to the Employee by email? When I look at the Employee record, HMRC page some of them have a date sent others don't. Is there a report I can look at?

JasroV · ‎July 22, 2020

You’ll want to contact your employee to ensure they received the email you sent to them, @DebOK.

As of now, there isn’t a report that shows the email sent to your employees or received by them. If you’re unsure you did not send an email to your employee, you’ll want to resend it to them again. To do so, you can follow these steps:

Go to the Employees menu
Click the Employees tab.
Select Employees.
Search for the employee in question, then click it.
Go to the Documents tab.
Click the 45 and download it on your computer.
Then, attached the file when sending an email.

Let me also add this article that guides you in easily editing or inactivate your employees in QuickBooks Online (QBO): Add, edit, or inactivate an employee.

You can always get back to me whenever you need help with managing your employee’s payroll. I’m only a few clicks away. Have a good one!

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