If you have just left a job or are about to, you need to understand the P45 form. Well, it is an official HMRC document that directly affects how much tax you pay in your next job. However, many employees do not fully grasp what it is, what the P45 form does, or what to do if they do not receive one in the UK.
This guide explains everything, including questions like:
- What is a P45 form?
- How to obtain your P45 after you leave your job?
- How to get a P45 online if your employer uses digital payroll systems?
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What is a P45 Form in the UK?
Your employer gives you a P45 form when you leave your job. This official HMRC P45 form displays the amount of tax you have already paid during the current tax year. The P45 contains the following information:
- Your full name, National Insurance (NI) number, leaving date, and tax code,
- Total pay earned in the current tax year (from 6 April to your leaving date) and
- The total income tax you have paid that year
What Are The Four Sections Of The P45 Form?
Like any form, this one also has a few sections. To be precise, the P45 form is composed of four components:
- Part 1: Proceeds directly to HMRC from your employer.
- Part 1A: This is a personal copy that you should keep for your own tax and employment records.
- Parts 2 and 3: These sections are traditionally provided to a new employer or Jobcentre Plus to help set up the correct PAYE tax code.
What Does A P45 Form Do?
If you want to know what is the purpose of a P45 form, understand that a P45 form is an official UK tax document provided by an employer when an employee stops working for them. It helps the new employer and HMRC understand your total taxable earnings and the amount of tax paid during the current tax year. This ensures employees are placed on the right tax code for their next job.
What is the P45 Form Used For?
A P45 helps transfer your tax and payroll information when you change jobs. When you apply for a refund, claim benefits, or change employment, this helps ensure your tax records remain accurate. Here is how it is used:
- By providing your P45 to a new employer, they can simply set up your account in their payroll system and apply the appropriate tax code. This helps prevent you from overpaying or underpaying tax.
- The form transmits your tax and payroll information to HM Revenue and Customs (HMRC), your new employer, and your previous employer.
- If you are between jobs, Jobcentre Plus may require your P45 to determine your eligibility for benefits.
- Lastly, it contains the exact data you need to apply for a tax refund or to verify your income during a Self Assessment.
Why Would You Be Sent A P45?
Under Regulation 36 of the Income Tax (Pay As You Earn) Regulations 2003, it is the legal responsibility of every employer to provide a P45 when an employment relationship ends.
The most frequent reasons for which you receive a P45 are as follows:
- If you choose to voluntarily leave your job and pursue a new career path or position.
- If your job ends because your position is no longer needed by the employer. This decision is made for business purposes rather than due to any performance or conduct issues.
- If your employer terminates your employment or if you retire from your job
- Also, if your fixed-term or temporary contract has expired.
- Sometimes, a P45 is issued by the previous employer if a company transfers or a new provider takes over a service contract. This is because you are no longer on their payroll, even though your job continues under a new umbrella.
How Can I Get A P45 Online?
In the UK, there is no central HMRC portal where employees can obtain their P45s directly. However, certain employers may offer secure employee portals or digital payroll systems that allow access to the P45 form. Employers often generate the P45 automatically once your final payroll is processed.
In some cases, employers may also email a digital copy of the P45 for convenience. You may contact the HR or payroll department of your former employer to request a copy if you are unable to access it online or if it has not been sent.
What Happens If You Lose Your P45?
If you have lost your P45 form, HM Revenue and Customs (HMRC) cannot issue you a replacement P45. Your employer holds the only original record of it. Furthermore, if your previous employer is unable to provide a copy of your form, you can complete a Starter Checklist (formerly known as a P46) for your new employer.
This form (P46) asks for information regarding your most recent employment and student loans, so your employer can apply the correct PAYE tax code. Additionally, you can access and verify your most recent pay history and tax information by using the HMRC app or your Personal Tax Account.
How Do I Get My P45 After Leaving My Job?
Your P45 form is legally issued by your previous employer when your employment ends. It is typically sent via an online payroll portal or the postal service shortly after the final payslip is issued.
Contact Your HR Team
Contact your former HR department or manager directly if you have not yet received it. Ask for a digital or paper copy, and provide your full name, National Insurance number, and the final working day.
Check Your Payroll Portal
Many businesses currently use cloud-based payroll platforms, including Sage, BrightPay, and Xero, that enable employees to access documents such as P45 directly via a self-service portal. Check the payroll platform your employer uses and examine your inbox, including any payroll-related email folder, for a PDF attachment.
Contact HMRC
Contact HMRC if your employer is unresponsive, neglecting or delaying your requests. HMRC can exert pressure on employers to comply with their legal obligations. However, it is important to note that HMRC cannot issue a P45 directly to you; this responsibility lies only with your employer.
Use a Starter Checklist
Do not wait, if you are starting a new job before your P45 arrives. Complete a Starter Checklist for your new employer. This enables them to allow you the most suitable tax code, which helps reduce the risk of being placed on an emergency tax code.
The Bottom Line
In the UK, a P45 form is important for ensuring your tax records are accurate when leaving a job. So, it helps transfer your employment and tax information accurately between employers and HMRC.
Understanding how to obtain it and where to access it can help prevent tax complications, such as being placed on an emergency tax code. If you are uncertain about your P45 or do not receive it after leaving a job, it is important to contact your employer’s payroll or HR department promptly.
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Managing payroll, PAYE, and employment tax requirements can be complex, particularly when handling documents such as P45 forms. At LimitedCompanyAccountants, we ensure that your payroll records are accurate, your tax obligations are correctly managed, and your business remains compliant with HMRC regulations. Whether you are an employer managing staff or an employee seeking clarification on tax documents, our professional support can simplify your tax process.
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