How to Issue or Reissue a P45 (For Leavers and Former Employees)
Everything you need to know about issuing and retrieving P45s when employees leave.
When an employee leaves your organisation, Intelligent Payroll automatically generates and issues their P45 after processing their final pay.
The P45 summarises their pay and tax details for the current tax year up to the leaving date.
📋 Step-by-Step: Issuing a P45
1️⃣ Notify us of the leaver
When an employee resigns or their contract ends, simply:
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Confirm the leaving date
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Confirm whether any final pay, holiday, or adjustments are due
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Submit this information via your usual payroll submission method or secure upload
2️⃣ We’ll process the final payroll
Once the final pay is processed:
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The P45 is automatically generated and uploaded to the employee’s Paycircle portal
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A copy is included in your final payroll reports for record-keeping
💡 P45s are only generated for employees who leave before 5th April. Employees still on payroll at tax year end receive a P60 instead.
📂 Reissuing or Retrieving P45s
If a former employee asks for their P45:
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Direct them to log in to their Paycircle Employee Portal (access remains active for up to 10 years)
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They can download their P45 under Documents → Year of Leaving
If they can’t access the portal:
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You (the employer) should raise a support ticket on their behalf
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Our team will verify authorisation and securely resend the document
💡 Related Scenario: New Employees Providing a P45
If a new joiner provides a P45 from their previous employer, please attach it to their New Starter Form.
If no P45 is available, the employee should complete the Starter Declaration (Statement A, B, or C) within the form.
This ensures the correct tax code is applied.
🤝 When We Can Help
Intelligent Payroll can:
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Issue P45s automatically for all leavers
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Reissue lost or historic P45s upon request
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Verify tax codes from incoming P45s
We cannot:
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Generate a P45 before the final payroll is processed
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Send P45s directly to employees without employer authorisation
💬 Contact Us
If you need help with a P45 or employee leaver query,
👉 Contact us here