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Official P 45 It Form in PDF

The P45 It form is an important document used in the UK to record the details of an employee who is leaving a job. It helps both the employer and the employee manage tax and pay records effectively. Understanding how to fill out and use this form can make the transition to new employment smoother.

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The P45 form is an essential document used in the United Kingdom to record an employee's departure from a job. It is divided into three parts, each serving a distinct purpose for the employer, the employee, and the new employer. The first part, which is sent to HM Revenue & Customs (HMRC), includes critical information such as the employee's National Insurance number, tax code, and total pay and tax deducted during their employment. Employers must complete this section accurately and promptly to ensure compliance with tax regulations. The second part, retained by the employee, serves as proof of income and tax contributions, which may be necessary for future tax returns or claims for benefits. The third part is provided to the new employer, allowing them to set up the employee's tax and National Insurance contributions correctly. It is crucial for employees to keep their P45 safe, as it contains sensitive information that impacts their tax status. Overall, the P45 form plays a vital role in the employment lifecycle, facilitating a smooth transition between jobs while ensuring tax obligations are met.

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Steps to Using P 45 It

Completing the P45 form is a critical step for both employers and employees when an individual leaves a job. This form serves to document the employee's tax and pay details, which are essential for tax purposes and future employment. Below are the steps required to accurately fill out the P45 form.

Begin with Part 1 of the P45 form. Write the Employer PAYE reference in the designated box.
Enter the Employee's National Insurance number accurately.
Fill in the Title (MR, MRS, MISS, MS, or other) and the Surname or family name of the employee.
Provide the First or given name(s) of the employee.
Input the Leaving date in the format DD MM YYYY.
Indicate if Student Loan deductions are applicable by entering 'Y' if deductions are due to continue.
Complete the Tax Code at the time of leaving.
If applicable, mark the box for Week 1/Month 1 by entering 'X'.
Enter the Total pay to date and Total tax to date in the respective fields.
Provide the Employee’s private address and Postcode.
Fill in the Works number/Payroll number and Department or branch if any.
Sign and date the form in the certification section, confirming the details are correct.
Send Part 1 to HM Revenue & Customs immediately.
Hand Parts 1A, 2, and 3 to the employee upon their departure.

After completing the form, ensure that all details are correct and clear. The employee will need to keep their copy safe, as it may be required for future tax filings or employment. The next steps involve submitting the necessary parts to HMRC and providing the employee with their copies for their records.

Key takeaways

The P45 form is essential for documenting an employee's departure from a job. It consists of several parts, with each serving a specific purpose.
Employers must complete the P45 accurately, ensuring all required fields are filled out clearly. This includes the employee's PAYE reference, National Insurance number, and tax code.
When an employee leaves, the employer should provide Parts 1A, 2, and 3 to the employee. Part 1 must be sent to HM Revenue & Customs (HMRC) immediately.
Employees should retain Part 1A for their records. This part may be necessary for future tax returns or claims.
If an employee has a student loan, the employer must indicate this on the form. The employee should also be aware that student loan deductions may continue with a new employer.

Misconceptions

Misconceptions about the P45 form can lead to confusion and errors in handling tax information. Here are ten common myths, along with clarifications to help you navigate this important document.

Myth 1: The P45 is only for employees who quit their jobs.

This is not true. A P45 is issued when an employee leaves a job for any reason, including redundancy or termination.

Myth 2: I don’t need a P45 if I’m starting a new job immediately.

Actually, your new employer will need your P45 to ensure that you are taxed correctly. Without it, you may end up paying too much tax.

Myth 3: The P45 is the same as a payslip.

While both documents contain pay information, a P45 specifically details your total earnings and tax paid during your employment, which is crucial for your tax records.

Myth 4: I can get a replacement P45 if I lose mine.

Unfortunately, copies of the P45 are not available. If you lose it, you’ll need to ask your former employer for a new one.

Myth 5: The P45 form is only relevant for tax purposes.

In addition to tax, the P45 may also affect your eligibility for benefits, such as Jobseeker’s Allowance.

Myth 6: I don’t need to worry about my P45 if I’m self-employed.

Even if you become self-employed, understanding your previous P45 is important for your tax history and potential refunds.

Myth 7: All parts of the P45 are for the employer's records only.

That’s incorrect. Employees should keep Part 1A of the P45 for their records, as it may be needed for future tax returns.

Myth 8: The P45 automatically updates my tax code.

The P45 does not automatically update your tax code. It is your responsibility to ensure your new employer has the correct tax information.

Myth 9: If I don’t receive a P45, it means my employer has not reported my leaving.

Not necessarily. If you don’t receive a P45, you should follow up with your employer to ensure all paperwork is completed correctly.

Myth 10: The P45 is not important if I’m not claiming benefits.

This is misleading. The P45 is essential for ensuring that your tax affairs are in order, regardless of your current employment status.

Understanding these misconceptions can help you manage your employment transitions more smoothly and ensure that your tax obligations are met accurately. Always keep your P45 safe, and don’t hesitate to ask questions if you’re unsure about any part of the process.

Preview - P 45 It Form

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

Document Specs

Fact Name	Details
Purpose	The P45 form is used to provide details about an employee who is leaving a job, including their pay and tax information.
Parts	The P45 consists of three parts: Part 1 is for HM Revenue & Customs, Part 1A is for the employee, and Parts 2 and 3 are for the new employer.
Submission	Employers must send Part 1 to HMRC immediately after an employee leaves. Parts 1A, 2, and 3 should be given to the employee.
Tax Codes	Tax codes are recorded on the P45. If the employee's tax code is cumulative, certain entries may be omitted.
Student Loans	The form includes sections for indicating if student loan deductions apply, which helps ensure correct tax calculations.
Employee's Responsibility	Employees should keep Part 1A safe, as it may be needed for tax returns or when claiming benefits.
Governing Law	The P45 form is governed by UK tax laws, specifically the Income Tax (Earnings and Pensions) Act 2003.