What Happens When an Employee Leaves the Company?
Steps we take when someone finishes their employment — and what you need to do
When an employee leaves your business, there are a few important steps to ensure their record is closed correctly, tax is calculated accurately, and they can access everything they need.
✅ What the Employer Needs to Do
Please let us know as soon as possible when an employee leaves.
You can do this by:
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Updating the employee’s record via the secure payroll portal (via notes)
OR
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💬 Contacting us here with the employee’s name and their final working date
🔁 What We’ll Do When Notified
Once we receive the leaver details:
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✅ A P45 is automatically generated and made available in the employee’s portal
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✅ The employee’s record is updated and marked as a leaver in the payroll system
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✅ Final tax and NI calculations are processed for their last payslip
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✅ If the employee has a student loan, this is reported to the Student Loan Company via HMRC
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✅ If enrolled in a pension scheme, their leaving status is sent to the provider
📂 Access to Payslips After Leaving
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Former employees will continue to have access to their Paycircle portal
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They can download historic payslips and their P45 at any time
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Access typically remains available for several months after leaving
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If they forget their login details, they can reset them directly via the portal
Note: We do not send payslips or P45s via email to employers for leavers — employees should access these directly.