- How do I prepare 12Pay for PAYE-Online operations? (eg internet filing of starters, leavers, and year-end)
- How do I get a PAYE-Online login from HMRC?
- How do I file a P45 for a leaver, and print their P45?
- How do I file P45s and P46s from starters, and P45s from leavers?
- How do I reprint a leaver's P45?
How do I prepare 12Pay for PAYE-Online operations?
You should fill in the following boxes on the employer form:
- tax reference (consists of the tax office, which is a 3 digit number on your correspondence from HMRC, then a set of letters and numbers separated from the tax office by a "/" character)
- PAYE Online Login (usually a 12 digit number, older ones may be 12 letters and numbers)
- PAYE Online Password (You chose this when you set yourself up for PAYE Online, this is up to 12 characters, currently. It is case sensitive)
- Email Address, Name, and Phone Number (So HMRC can contact you if they have any questions after you've filed)
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How do I get a PAYE-Online login from HMRC?
If you haven't already got one you will need to register for a government gateway user ID and password (you may already have one of these for other reasons such as VAT online) and make sure that you have enrolled for PAYE online. You can do everything here. Here is some further HMRC information about the registration and enrolment process. We strongly suggest that you get this done now, because completing the process does involve a wait of a few days (HMRC has to send you a letter with your password in it, for security reasons).
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How do I file a P45 for a leaver, and print their P45?
Enter the employee's leaving date on their main employer form (if the leaving date is before the start of the current period the employee will not be paid anything this period)
Then, once you're happy that you've correctly finalised the employee's pay for the current period click the "P45" button that appears immediately to the left of the leaving date. You will automatically be prompted to file the P45 with HMRC (click the "File Movements" button at the top-left of the form that appears), and after you've done that the system will print a P45(Online) document for you, which doesn't require any stationery.
If you choose not to file the P45 online using 12Pay the system will print a standard P45 rather than the P45(online) document, and the standard P45 needs the 4-part laser sheet P45 stationery that you can obtain from the HMRC order line. Filing the P45 online is compulsory from April 2011 (though you can do this by entering it through the HMRC website if you prefer, for some reason)
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How do I file P45s and P46s from starters, and P45s from leavers?
Important: You can only file employees whose address you have entered in 12Pay. You can file all of your starter and leaver documents from the payroll form. Select the "Reports" button at the bottom of the form, and then the "Internet Movements" option. You will be shown the following form:
In the top half of the form you can see all of the starters since last time you filed, and in the bottom half of the form you can see all the leavers since last time you filed. Sometimes you don't want to file all the starters and leavers you can see (for example if you have already filed some of them manually, or with different payroll software earlier in the year) and in that case each line has an "Exclude" tick box on it, which allows you to omit that particular employee from the filing. But usually you'll want to file them all and you can do that simply by clicking the "File Movements" button at the top-left of the form.
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How do I reprint a leaver's P45?
Please remember that you should never issue a leaver with a duplicate P45. These instructions should only be used if you need to print a replacement P45 and you didn't give the original to the employee.
You can print a replacement P45 by selecting the employee and clicking the P45 button on their main form, while holding down the "Shift" key on the keyboard (the vertical arrow that gives you capital letters while it is held down).
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