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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:

  • Updating the employee’s record via the secure payroll portal (via notes)

    OR

  • 💬 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:

  • ✅ A P45 is automatically generated and made available in the employee’s portal

  • ✅ The employee’s record is updated and marked as a leaver in the payroll system

  • Final tax and NI calculations are processed for their last payslip

  • ✅ If the employee has a student loan, this is reported to the Student Loan Company via HMRC

  • ✅ If enrolled in a pension scheme, their leaving status is sent to the provider


📂 Access to Payslips After Leaving

  • Former employees will continue to have access to their Paycircle portal

  • They can download historic payslips and their P45 at any time

  • Access typically remains available for several months after leaving

  • 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.