The P45 It form is a critical document used in the UK tax system, specifically for employees who are leaving their job. It provides essential information about an employee's pay and tax deductions up to their leaving date, which is necessary for both the employee and their new employer. To ensure a smooth transition, it is important to fill out this form accurately; click the button below to complete your P45.
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The P45 form consists of three parts: Part 1, Part 1A, and Parts 2 and 3. Each part serves a specific purpose for the employer, employee, and new employer.
When completing the form, use capital letters to ensure clarity and avoid mistakes. This applies to all sections, including names and addresses.
It is essential to enter the correct National Insurance number and PAYE reference to ensure accurate processing of tax information.
Parts 1A, 2, and 3 must be handed to the employee upon leaving. These parts are crucial for their tax records and future employment.
If the employee has a Student Loan, indicate whether deductions will continue. This is important for both the employee and the new employer.
In cases where the employee has passed away, mark the appropriate box and send all parts of the form to HMRC immediately.
Employees should keep Part 1A safe as it may be needed for tax returns or other financial matters in the future.
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
1
5
Office number
Reference number
Enter 'Y' if Student Loan deduction is due to be made
/
Tax Code at leaving date
6
2
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
3
Week 1/Month 1
Last entries on P11 Deductions Working Sheet.
7
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
£
•
4
Leaving date DD MM YYYY
Total tax to date
Employee’s private address
8
This employment pay and tax. Leave blank if the Tax Code
12
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
9
(if any)
13
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
10
Male
Female
Date of birth DD MM YYYY
11
Date DD MM YYYY
When an employee dies. If the employee has died
14
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
Copy for employee
Student Loan deductions to continue
Complete only if Tax Code is cumulative. If there is an ‘X’
at box 6 there will be no entries here.
This employment pay and tax. If no entry here, the amounts
are those shown at box 7.
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
P45 Part 2 Details of employee leaving work
Copy for new employer
Office number Reference number
Title - enter MR, MRS, MISS, MS or other title
5Student Loan deductions
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.
£ •
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?
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
P45 Part 3
New employee details
For completion by new employer
Title – enter MR, MRS, MISS, MS or other title
at box 6, there will be no entries here.
To the new employer Complete boxes 8 to 18 and send P45 Part 3 only to your HMRC office immediately.
New employer PAYE reference
15
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
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
16Gender. Enter ‘X’ in the appropriate box
17Date of birth DD MM YYYY
Declaration
18I have prepared a P11 Deductions Working Sheet in accordance with the details above.
P45(Manual) Part 3
The P60 form is similar to the P45 in that it provides a summary of an employee's pay and tax for the year. While the P45 is issued when an employee leaves a job, the P60 is given at the end of the tax year. It details the total earnings and tax deductions for the entire year, helping employees understand their tax situation. Both forms serve as important documents for tax purposes, and employees may need them when filing their tax returns.
The P11D form is another document that shares similarities with the P45. It is used to report benefits and expenses provided to employees by their employer. While the P45 focuses on income and tax deductions, the P11D captures non-cash benefits, such as company cars or health insurance. Both forms are essential for tax reporting and can affect an employee's overall tax liability.
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The P60U form is often used for employees who have had multiple jobs within the same tax year. It summarizes the income and tax deductions from all employers. Like the P45, it is crucial for understanding tax obligations. Employees may use it to ensure they have paid the correct amount of tax across all their jobs, making it a valuable tool for managing finances.
The P50 form is utilized when an employee has stopped working and wishes to claim a tax refund. Similar to the P45, it helps individuals reclaim overpaid taxes. The P50 requires information about income and tax deductions, similar to what is found on the P45. It is particularly useful for those who have been unemployed for a period and need to recover funds.
The P85 form is designed for individuals leaving the UK to work abroad. It serves to inform HMRC about the change in residency status and to manage tax obligations. Like the P45, it helps ensure that the correct tax is paid. Both forms facilitate communication with HMRC regarding employment status and tax matters.
The P14 form, which is now replaced by the P60, was used to report an employee's pay and tax at the end of the tax year. While it is no longer in use, it functioned similarly to the P45 in that it provided essential information for tax calculations. Both documents ensured that employees had accurate records of their earnings and tax deductions.
The P2 form is a notice of coding issued by HMRC, informing employees of their tax code. While it does not summarize pay or tax like the P45, it affects the amount of tax deducted from an employee's salary. Understanding one's tax code is crucial for ensuring that the correct amount of tax is withheld, similar to how the P45 details tax deductions upon leaving a job.
The P11 form is a record of an employee's pay and deductions that employers must keep. While it is not given to employees like the P45, it serves a similar purpose in tracking earnings and taxes. Both documents are vital for maintaining accurate financial records and ensuring compliance with tax regulations.
The RTI (Real Time Information) submissions are another related document type. Employers must report employee earnings and tax deductions to HMRC every pay period. This ongoing reporting is similar to the P45, which summarizes these details upon an employee's departure. Both systems aim to keep tax information up-to-date and accurate for employees and HMRC alike.
Filling out the P45 form is a necessary step when an employee leaves a job. This process ensures that the employee's tax information is accurately recorded and transferred to the relevant authorities. Following these steps will help ensure that the form is completed correctly.
After completing the form, the next steps involve the employee retaining Part 1A for their records. Parts 2 and 3 should be given to the new employer or retained as necessary. It is crucial to ensure that all information is accurate to avoid complications with tax deductions in future employment.
The P45 form is an essential document for employees leaving a job, but several other forms and documents often accompany it. Each of these documents serves a specific purpose, ensuring that both the employer and the employee handle the transition smoothly. Below is a list of commonly used forms alongside the P45.
Understanding these forms can facilitate a smoother transition for employees leaving a job. Each document plays a vital role in ensuring that all parties meet their legal obligations and manage their financial responsibilities effectively.
Using Incorrect Capitalization: It's essential to fill out the P45 form using capital letters. Failing to do so can lead to confusion and delays in processing.
Omitting National Insurance Number: Always include the employee's National Insurance number. Missing this crucial piece of information can result in tax complications.
Incorrectly Entering Tax Code: Ensure the tax code at the leaving date is accurate. An incorrect tax code can lead to improper tax deductions.
Not Indicating Week 1 or Month 1: If the week 1 or month 1 rule applies, remember to mark 'X' in the designated box. Neglecting this step can affect tax calculations.
Leaving Date Errors: Double-check the leaving date entered on the form. An incorrect date can cause issues with tax records and entitlements.
Failure to Certify Details: It’s important to certify that the information provided is correct. Not doing this can lead to legal repercussions.
Ignoring Student Loan Deductions: If student loan deductions apply, ensure to indicate this properly. Missing this can lead to unexpected deductions later.
Not Providing Employee’s Private Address: Including the employee’s private address is necessary. Omitting it can create complications in future correspondence.
Improper Handling of Parts 2 and 3: When giving parts 2 and 3 to the employee, ensure they are kept together and unaltered. Alterations can invalidate the form.
When filling out the P45 form, it’s essential to ensure accuracy and completeness. Below is a list of things you should and shouldn’t do to help you navigate this process smoothly.