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Fill Your P 45 It Form

The P45 form is a crucial document issued by an employer when an employee leaves their job. It provides essential information about the employee's earnings and tax deductions during their employment. Understanding how to properly complete and use the P45 can help ensure a smooth transition to new employment or benefits.

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The P45 form is a crucial document for employees transitioning from one job to another in the UK. This form serves multiple purposes, including providing essential information about an employee's tax situation and ensuring that their tax code is accurately reflected in their new employment. When an employee leaves a job, the P45 is divided into three parts: Part 1 is sent to HM Revenue & Customs (HMRC), while Parts 1A, 2, and 3 are provided to the employee and their new employer. Key details included on the P45 form are the employee's name, National Insurance number, leaving date, total pay, and total tax paid to date. It's important for employees to keep Part 1A safe, as it may be needed for tax returns or if they claim benefits. Employers must complete the form accurately and promptly, ensuring that all information is clear and legible. Understanding the P45 form is essential for both employees and employers to navigate the tax implications of changing jobs smoothly.

P 45 It Preview

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

Office number

Reference number

Enter 'Y' if Student Loan deduction is due to be made

Tax Code at leaving date

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

Week 1/Month 1

Last entries on P11 Deductions Working Sheet.

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

•

Leaving date DD MM YYYY

Total tax to date

•

Employee’s private address

This employment pay and tax. Leave blank if the Tax Code

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

(if any)

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

Male

Female

Date of birth DD MM YYYY

Postcode

Date DD MM YYYY

When an employee dies. If the employee has died

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

Details of employee leaving work

Copy for employee

Employer PAYE reference

Student Loan deductions

Office number

Reference number

Student Loan deductions to continue

Tax Code at leaving date

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

Week 1/Month 1

Last entries on P11 Deductions Working Sheet.

Surname or family name

Complete only if Tax Code is cumulative. If there is an ‘X’

at box 6 there will be no entries here.

Week number

Month number

First or given name(s)

Total pay to date

•

Leaving date DD MM YYYY

Total tax to date

•

Employee’s private address

This employment pay and tax. If no entry here, the amounts

are those shown at box 7.

Total pay in this employment

•

Total tax in this employment

Postcode

•

Works number/Payroll number and Department or branch

(if any)

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

Male

Female

Date of birth DD MM YYYY

Postcode

Date DD MM YYYY

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

HMRC 04/08

P45 Part 2 Details of employee leaving work

Copy for new employer

Employer PAYE reference

Office number Reference number

Employee's National Insurance number

Title - enter MR, MRS, MISS, MS or other title

Surname or family name

First or given name(s)

Leaving date DD MM YYYY

5Student Loan deductions

Student Loan deductions to continue

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.

Week number			Month number
Total pay to date

£ •

Total tax to date

£ •

To the employee

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?

To the new employer

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

HMRC 04/08

P45 Part 3

New employee details

For completion by new employer

File your employee's P45 online at www.hmrc.gov.uk

Use capital letters when completing this form

Employer PAYE reference

Student Loan deductions

Office number Reference number

Student Loan deductions to continue

Tax Code at leaving date

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

Week 1/Month 1

Last entries on P11 Deductions Working Sheet.

Surname or family name

Complete only if Tax Code is cumulative. If there is an ‘X’

at box 6, there will be no entries here.

Week number

Month number

First or given name(s)

Total pay to date

•

Leaving date DD MM YYYY

Total tax to date

•

To the new employer Complete boxes 8 to 18 and send P45 Part 3 only to your HMRC office immediately.

New employer PAYE reference

Office number Reference number

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

If week 1 or month 1 applies, enter 'X' in the box below. Week 1/Month 1

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

Postcode

16Gender. Enter ‘X’ in the appropriate box

Male

Female

17Date of birth DD MM YYYY

Declaration

18I have prepared a P11 Deductions Working Sheet in accordance with the details above.

Employer name and address

Postcode

Date DD MM YYYY

P45(Manual) Part 3

HMRC 04/08

Common mistakes

Using Incorrect Capitalization: Always use capital letters when filling out the form. Failing to do so can lead to misunderstandings or errors in processing.
Omitting the National Insurance Number: This number is crucial for tax purposes. Leaving it blank can delay the processing of your P45.
Ignoring the Week 1/Month 1 Box: If your tax code is on a week 1 or month 1 basis, you must indicate this by entering 'X' in the designated box. Neglecting to do this can result in incorrect tax deductions.
Inaccurate Leaving Date: Ensure the leaving date is correct. An incorrect date can affect your tax records and future employment.
Failing to Complete All Required Sections: Every section must be filled out accurately. Incomplete forms can cause delays and complications with HMRC.
Not Certifying the Information: You must certify that the details entered are correct. Skipping this step can invalidate the form.
Providing an Incorrect Tax Code: Double-check your tax code before submitting. An incorrect code can lead to incorrect tax deductions.
Not Keeping a Copy: Always keep a copy of the completed form for your records. This can be important for future tax returns or inquiries.

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Dos and Don'ts

Things You Should Do:

Use capital letters when filling out the form to ensure clarity.
Check that all details are correct before submitting to avoid delays.
Keep a copy of the P45 for your records, especially Parts 2 and 3.
Send Part 1 to HM Revenue & Customs immediately after completion.

Things You Shouldn't Do:

Do not leave any sections blank unless instructed; this can lead to processing issues.
Do not alter any information on the form once it has been completed.
Do not forget to provide Parts 1A, 2, and 3 to the employee when they leave.
Do not ignore the instructions regarding Student Loan deductions; ensure they are correctly indicated.

Misconceptions

Misconception 1: The P45 form is only necessary for employees who are leaving their jobs voluntarily.

This is incorrect. The P45 form is required whenever an employee leaves a job, regardless of the reason. This includes resignations, layoffs, and even terminations due to misconduct. Employers must provide this form to ensure that the employee's tax records are accurate and up to date.

Misconception 2: A P45 form is not needed if the employee is starting a new job immediately.

This is a common misunderstanding. The P45 is essential for the new employer to ensure that the correct tax code is applied. Without it, the new employer may use an emergency tax code, which could lead to the employee paying more tax than necessary until the correct information is processed.

Misconception 3: The P45 form is only relevant for tax purposes.

While the P45 is primarily used for tax purposes, it also serves other important functions. For instance, it can be used to claim benefits, such as Jobseeker's Allowance, or to provide proof of employment when applying for loans or mortgages. Therefore, it is important for employees to keep their P45 safe and accessible.

Misconception 4: Employees do not need to keep their P45 form after they receive it.

This is misleading. Employees should retain their P45 form for their records. It may be required for future tax returns or to resolve any discrepancies with HM Revenue & Customs (HMRC). Losing the P45 can complicate tax matters and may result in unnecessary delays or complications in tax processing.

Detailed Guide for Using P 45 It

Completing the P45 form is an essential task when an employee leaves a job. This form helps ensure that the employee's tax information is accurately recorded and transferred to their new employer or tax authority. Following the steps below will help you fill out the P45 correctly.

Enter Employer Details: Fill in your PAYE reference, office number, and reference number in the designated fields.
Employee National Insurance Number: Input the employee's National Insurance number.
Title and Name: Write the employee's title (MR, MRS, MISS, MS, or other) followed by their surname and first name(s).
Leaving Date: Record the employee's leaving date in the format DD MM YYYY.
Student Loan Deductions: If applicable, indicate whether student loan deductions will continue by marking the appropriate box.
Tax Code: Enter the tax code at the time of leaving. If the week 1 or month 1 basis applies, mark 'X' in the corresponding box.
Total Pay and Tax: Fill in the total pay to date and total tax to date amounts in the respective fields.
Employee Address: Provide the employee's private address, including the postcode.
Certification: Sign and date the certification section, confirming that all details entered are correct.
Gender and Date of Birth: Mark the appropriate gender box and enter the employee's date of birth in the format DD MM YYYY.

After completing the form, ensure that all four parts are clear and legible. Send Part 1 to HM Revenue & Customs immediately. Provide Parts 1A, 2, and 3 to the employee upon their departure. This process helps maintain accurate tax records and ensures a smooth transition for the employee to their next job or tax situation.