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Fill in Your P 45 It Template

The P45 It form is a crucial document used in the United Kingdom to record details when an employee leaves a job. It serves to summarize an employee’s tax information and pay details for the current tax year, ensuring that tax records remain accurate. Understanding the significance of this form is essential for both employers and employees to navigate the complexities of tax obligations effectively.

Table of Contents

The P45 form plays a crucial role for both employees and employers in the United Kingdom, particularly when it comes to tax management during transitions in employment. This form is divided into three parts and serves as a record of an employee's tax and income details at the time they leave a job. It contains vital information, including the employee's National Insurance number, PAYE reference, and the total pay and tax to date. One of the most important aspects of the P45 is its ability to allow the employee to retain accurate records that are essential for future tax purposes, especially when starting a new position. Employers are required to complete this form accurately and submit the appropriate parts to HM Revenue & Customs (HMRC) either online or through direct mail. The significance of filing a P45 cannot be overstated, as it prevents issues related to overtaxation when transitioning to new employment or claiming benefits. Moreover, the form includes provisions for those who may experience changes due to personal circumstances, such as illness or death, ensuring that tax obligations are managed with care. By understanding this form's structure and requirements, both employees and employers can navigate the complexities of the employment landscape more effectively.

Sample - 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

↓ P 45 It PDF

File Specs

Fact Name	Description
Purpose	The P45 form is used to provide tax information to an employee when they leave a job.
Sections	The form consists of three parts: Part 1 for HM Revenue & Customs, Part 1A for the employee, and Parts 2 and 3 for the new employer.
Information Included	Basic information includes employee’s National Insurance number, leaving date, total pay, and tax deductions.
Tax Codes	The form captures the Tax Code at the date of leaving, indicating how much tax has been paid to date.
Student Loans	Employers must indicate any Student Loan deductions that are applicable when filling out the form.
Employer Responsibilities	Employers must complete the form accurately and file Part 1 with HMRC immediately upon an employee's departure.
HMRC Filing	Part 1 is to be filed online with HM Revenue & Customs at their designated website.
Legal Compliance	This form complies with UK tax laws under the Pay As You Earn (PAYE) scheme, which governs employee taxation.

P 45 It - Usage Guidelines

Filling out the P45 IT form requires careful attention to detail. Each part of the form serves a specific purpose in the employment and taxation process. Once completed, the form has to be distributed appropriately to ensure that tax records are accurately maintained. Follow these steps to fill out the P45 IT form correctly.

Begin with Part 1, where you will enter details about the employee leaving work. Start with the Employer PAYE reference in the designated box.
Next, fill in the Office number and Reference number.
Enter the employee's National Insurance number.
If applicable, specify if it is a week 1 or month 1 basis by placing an 'X' in the appropriate box.
Provide the employee's Title (e.g., MR, MRS, etc.), Surname, and First or given name(s).
Enter the Leaving date in the format DD MM YYYY.
Fill in the Total pay to date and Total tax to date represented in £.
Include the Employee’s private address and postcode.
If a Student Loan deduction is applicable, enter 'Y' where required.
Indicate the Tax Code at the time of leaving.
Mark the employee's gender by entering 'X' in the correct box (Male or Female).
Provide the Date of birth in the format DD MM YYYY.
Complete the certification by signing and dating the form.
Once Part 1 is completed, send this part to the HM Revenue & Customs office immediately.
Hand Parts 1A, 2, and 3 to the employee. Ensure Parts 1A, 2, and 3 are kept together.

After filling out the form, confirm that all information is accurate before submission. Be mindful of deadlines for sending the completed portions to the correct entities. Distribute the relevant copies to ensure that the employee's records reflect their current status accurately moving forward.

Your Questions, Answered

What is a P45 form?

The P45 form is a document issued by an employer when an employee leaves their job. It provides information about the employee's tax code, National Insurance number, and earnings. The form is divided into three parts, with one for HM Revenue & Customs (HMRC), one for the employee, and one for the new employer. This document is essential for ensuring that the correct amount of tax is deducted in future employment or when claiming state benefits.

How do I receive my P45 after leaving a job?

Your employer is responsible for issuing you a P45 on your last day of work or shortly thereafter. They should provide you with Parts 1A, 2, and 3 of the P45. It is crucial to request this document if you do not receive it, as you’ll need it for any subsequent tax filings or employment.

What should I do with my P45?

Once you receive your P45, keep it in a safe place. You will need Part 1A for your records, particularly if you are required to fill out a Tax Return. Parts 2 and 3 should be given to your new employer to ensure your tax deductions are applied correctly. This also prevents any emergency tax codes from coming into effect.

What information is included in the P45 form?

The P45 includes your personal details, such as your name and National Insurance number, along with your earnings and tax details for the tax year up until your leaving date. This could include your total pay to date, total tax deducted, and your tax code. Also, it contains important information relevant to Student Loan deductions, if applicable.

What if I don’t receive a P45?

If you do not receive a P45 from your employer, contact them directly to request it. If problems persist, you may need to contact HMRC for assistance. Remember, without a P45, you could end up paying too much tax with your new employer due to emergency tax codes being applied.

Can I use my P45 if I am self-employed?

A P45 is mainly for employees transitioning to new employment or claiming state benefits. If you become self-employed, you won't use your P45 directly. However, you should keep it for your records, as it shows your tax history, which may be useful when filing your tax return.

What do I do if I change jobs frequently?

Every time you leave a job, you should receive a new P45. Make sure to keep each one and provide your new employer with your latest P45. This will ensure your tax deductions are accurate and prevent overtaxing. If you have not received a P45 and you are starting a new job, inform your new employer to avoid emergency tax codes.

What information should I check for correctness on my P45?

Carefully review your P45 for accuracy. Check your personal details like name, National Insurance number, and earnings. Ensure that the tax code and tax deducted amounts are correct, as errors may impact how much you are taxed in future jobs. If you find inaccuracies, contact your previous employer to correct them.

Common mistakes

Ignoring Capital Letters: When completing the P45 IT form, individuals often forget to use capital letters for names, addresses, and other important details. This can lead to processing delays.
Incorrect National Insurance Number: Entering the wrong National Insurance number can cause significant issues. Verify the number before submission to avoid complications.
Misunderstanding Tax Codes: Many people struggle with tax codes. If unsure, it’s vital to seek clarification rather than making assumptions, which could lead to incorrect filings.
Failing to Indicate Week 1/Month 1: Forgetting to mark if the Week 1 or Month 1 basis applies can result in incorrect tax handling. Always check this box if applicable.
Omitting Leaving Date: A common error is leaving out the date of departure. This detail is crucial for proper documentation and tax records.
Inaccurate Total Pay and Tax: Double-checking the total pay and tax amounts to date is essential. Mistakes here can lead to overpayment or underpayment of taxes.

Documents used along the form

The P45 form is a critical document for employees leaving their job. It helps with tax reporting and tracking income. Additionally, there are several other forms and documents that are often used alongside the P45. Here is a brief overview of these documents:

P60: This form summarizes an employee's total earnings and tax deductions for the entire tax year. It is issued by the employer at the end of each tax year and is important for personal tax returns.
P11D: This document records any benefits in kind provided by the employer, such as company cars or health insurance. It's used for calculating tax liabilities on non-cash benefits.
P50: This form is for individuals who have stopped working and wish to claim their tax refund. It can be requested from HMRC and helps ensure that any overpaid tax can be returned.
P85: If someone is leaving the UK to live or work abroad, this form informs HMRC of their departure. It helps clarify tax residency status and allows for any necessary adjustments to be made.
Tax Return: This annual document is filed with HMRC, detailing an individual's income and tax liabilities. It may be needed when individual circumstances change, such as leaving a job.
National Insurance Contributions (NIC) Statement: This document shows the National Insurance contributions made by an employee. It's essential for understanding entitlements to state benefits.
Jobseeker's Allowance Claim Form: For those who may need financial support after leaving a job, this form is essential to apply for unemployment benefits.
Self-Assessment Registration: If an individual plans to become self-employed after leaving their job, they need to register for self-assessment with HMRC.

Understanding these forms can streamline the process of leaving a role and provide the necessary documentation for tax and financial purposes. If you have any questions regarding these documents, it's advisable to consult with a tax professional or HR representative.

Similar forms

The P45 form is a crucial document for employees leaving a job in the UK, but several other forms serve similar purposes in terms of financial reporting and employee transitions. One such document is the W-2 form in the United States. The W-2 summarizes an employee's annual wages and the taxes withheld by the employer. Just like the P45, it provides essential information that helps employees file their taxes at the end of the year. Employees receive a copy of the W-2 after their employer submits it to the IRS, ensuring that their income is accurately reported for tax purposes.

Another comparable document is the 1099 form, particularly the 1099-MISC or 1099-NEC, which pertains to independent contractors. This form informs the IRS about payments made to individuals who are not considered employees. While the P45 details an employee's earnings and tax contributions at the time of leaving employment, the 1099 captures payments made throughout the year, giving both the worker and the IRS a clear picture of taxable income.

The F1095-A form, provided by Health Insurance Marketplace, shares similarities with the P45 in terms of reporting important information. This form is used to report health care coverage and assist individuals in filing their federal tax returns. Like the P45, the F1095-A provides necessary details that help ensure accurate tax reporting related to healthcare responsibilities.

In the realm of unemployment benefits, the UC-1099G form is another document that aligns with the P45. This form is issued to individuals who have received unemployment compensation, detailing the total benefits received over the year. Both the P45 and UC-1099G ensure that recipients can report their income correctly when filing taxes, minimizing discrepancies with the tax authorities.

The final paycheck stub or pay statement can also be considered similar to the P45. This document provides a detailed summary of an employee’s earnings, deductions, and net pay for their final pay period. It ensures that employees understand their last earnings and how much tax has been withheld, which aligns with the purpose of the P45 to summarize wages and tax deductions at the time of leaving a job.

Acknowledge the importance of the IRS Form 8850, which is used to pre-screen job applicants for the Work Opportunity Tax Credit (WOTC). This form establishes eligibility based on certain criteria. While not a direct counterpart to the P45, both documents play significant roles in how employment affects taxpayer obligations and benefits.

Lastly, the employee's final performance review or separation agreement, though less formal, contributes to similar job transition documentation. These documents summarize the employee's contributions and clarify any post-employment obligations or benefits. Each form, including the P45, informs the employee about their status and financial implications as they transition to new opportunities.

Dos and Don'ts

When filling out the P45 IT form, there are essential dos and don'ts that will help ensure accuracy and compliance. Below is a guide to assist you in this process.

Do: Use capital letters throughout the form to maintain clarity.
Do: Include your National Insurance number as required. This information is essential for correct processing.
Do: Indicate "Y" if deductions for a Student Loan are applicable. This ensures that your new employer has the necessary information.
Do: Send Part 1 of the form to HM Revenue & Customs (HMRC) immediately after completing it. Timeliness is crucial.
Do: Keep Parts 2 and 3 together and ensure they are provided to your new employer when transitioning jobs.
Do: Straightforwardly certify that all entered information is correct. Ensure confidence in what you submit.

Don’t: Leave any relevant sections blank. Each item must be filled out correctly to avoid delays.
Don’t: Use informal abbreviations or incomplete titles when entering your name. Ensure proper titles are used.
Don’t: Forget to enter the leaving date, as this is necessary for the new employer’s records.
Don’t: Alter any Parts 2 and 3 of the form after it has been issued. Any changes could impact your tax status.
Don’t: Ignore any instructions related to employment type, such as student loan deductions or emergency tax codes.
Don’t: Overlook the importance of checking the completed form for errors. Simple mistakes can lead to tax issues.

Misconceptions

The P45 form is only for employees who quit their jobs. This misconception is false. The P45 form is issued whenever an employee leaves a job, regardless of the reason—whether they resigned, were laid off, or left due to other circumstances.
The P45 can be used for multiple jobs. In reality, the P45 is specific to one employer. An employee receives a new P45 from each employer upon leaving their job and cannot use a P45 from one employer for another.
Employees do not need a P45 if they start a new job immediately. This is incorrect. They must provide their new employer with the P45 to ensure the correct tax code is applied and to avoid paying too much tax.
The P45 contains only tax information. This is misleading. The P45 also includes important details such as the employee’s National Insurance number, total pay to date, and Student Loan deductions, all of which are relevant for accurate payroll processing.
The P45 is valid indefinitely. This is not true. The P45 is a record for a specific period. Employees should keep it safe as it may be needed for tax returns or future employment but should not be relied upon indefinitely.
The P45 form has to be completed by the employee. This is not accurate. The employer is responsible for completing the P45 form upon the employee’s departure, ensuring that all details are accurate and submitted to HMRC.

Key takeaways

Key Takeaways on the P45 IT Form:

When an employee leaves a job, the P45 form must be completed accurately and promptly. The employer has the responsibility to send Part 1 to HM Revenue & Customs and provide Parts 1A, 2, and 3 to the employee.
It is crucial to include the correct PAYE reference, National Insurance number, and tax code on the form. Errors in these fields can result in tax complications or delays.
The employee should retain Part 1A for their records, as it may be needed for future tax returns or when applying for benefits such as Jobseeker's Allowance.
If the employee wishes to keep their tax details private from their new employer, they can submit the P45 directly to HMRC along with a letter. This is important to manage personal tax situations without disclosing sensitive information.

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