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Moving employees between data files under the same PAYE reference

Article ID
11730
Article Name
Moving employees between data files under the same PAYE reference
Created Date
1st April 2019
Product
IRIS Payroll Business, IRIS Bureau Payroll
Problem

I have my employees for a single PAYE reference split into several separate companies in my payroll software, can I move employees between the separate files?

Resolution

In order to prevent the employee being paid in the original company/pay frequency, they will need to be set as a leaver. However, in this situation, you would NOT want to send this leave date on an FPS to HMRC.

To achieve this, before setting the employee as a leaver, we need to enable a system setting:

Click on the round menu button in the top left-hand corner and the click on “Options”:

On the options window go to “System Settings” and tick the option “Display Send Leave Date? on issue P45 Screen”:

Click “OK”.

With this option enabled you will now see an additional option when you go to P45 a leaver:

If you untick this option BEFORE you click “OK” the employee will stop being available to pay in this company, but the leave date will not be sent to HMRC. You can now set up a new record for the employee under the new company.

When you set up the employee details in the destination company make sure you tick the option “This is not a new employee” on the start declaration.

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