PAYE61034 - employment maintenance: employment leavers: UNBEN signal checks (Action Guide)


To check on receipt of a P45 whether or not the UNBEN signal is set and to take any other consequential action follow steps 1 - 22 below. The guide is presented as follows

Initial actionStep 1
P45(1) received and UNBEN signal is set in your officeSteps 2 - 3
P45(1)U received and UNBEN signal is not set in your officeSteps 4 - 5
P45(1)U received and main source record held elsewhereSteps 6 - 9
P45(1) received main source record held elsewhere and UNBEN signal setSteps 10 - 11
Further actionSteps 12 - 22


For details of how to access any of the COP functions use the [Index of Functions] button on the left of the screen.

Initial action

  1. Use Format 1 of Function ML to check if the UNBEN signal is set

  • If the UNBEN signal is set and you have a P45(1)

Or

  • If the UNBEN signal is not set and you have a P45(1)U
  • Press [Ctrl] & [A] to abandon Function ML

And then

  • Follow steps 2 - 11

P45(1) received and UNBEN signal is set in your office

  1. If the JSA record is still live and

  • The start date is before the date of leaving on the P45(1)
  • Go to steps 17 – 19
  • The start date is after the date of leaving on the P45(1)
  • Go to step 20 only
  1. If the JSA record shows a date of termination

  • Before the date of leaving on the P45(1)
  • Go to steps 17 – 19
  • After the date of leaving on the P45(1)
  • Go to step 20 only

P45(1)U received and UNBEN signal is not set in your office

  1. If the latest employment is still live and

  • The start date is before the date of termination shown on the P45(1)U
  • Go to steps 12 – 14
  • The start date is after the date of termination shown on the P45(1)U
  • Go to step 20 only
  1. If the employment record shows a date of leaving

  • Before the date of termination on the P45(1)U
  • Go to steps 15 – 16
  • After the date of termination on the P45(1)U
  • Go to step 20 only

P45(1)U received and main source record held elsewhere

  1. Use Function BG to view the record

  2. If the UNBEN signal is set

  • Use E-Form to send the P45(1)U details on to the office that holds the JSA record
  • File the form in strict alphabetical order in the No Trace P45(1) range
  1. If the UNBEN signal is not set and the latest employment record is still live and

  • The start date is before the date of termination shown on the P45(1)U
  • Go to step 21 only
  • The start date is after the date of termination shown on the P45(1)U
  • Go to step 22 only
  1. If the employment record shows a date of leaving

  • Before the date of termination on the P45(1)U
  • Go to step 21 only
  • After the date of termination on the P45(1)U
  • Go to step 22 only

P45(1) received main source record held elsewhere and UNBEN signal set

  1. If the JSA record is still live and

  • The start date is before the date of leaving on the P45(1)
  • Go to steps 17 – 19
  • The start date is after the date of leaving on the P45(1)
  • Go to step 22 only
  1. If the JSA record shows a date of termination

  • Before the date of leaving on the P45(1)
  • Go to steps 17 – 19
  • After the date of leaving on the P45(1)
  • Go to step 20 only

Further action

  1. Check for an unworked P45(1) in the No Trace P45 range

  2. If you find an unworked P45(1)

  • Use Function ML to enter the employment leaving details
  • Use Function MA to transfer the record to the UB range (as if you had received a form P45(3)(SUBS) data printout)
  • Use Function ML to enter the JSA termination details
  • Retain the form in accordance with your normal office practice
  1. If you do not find an unworked P45(1)

  • Use Function MA to transfer the record to the UB range (as if you had received a form P45(3)(SUBS) data printout)
  • Use Function ML to enter the JSA termination details
  • Retain the form in accordance with your normal office practice
  1. Use Function MA to transfer the record to the UB range (as if you had received a form P45(3)(SUBS) data printout)

  2. Use Function ML to enter the JSA termination details

  3. Use Function MA to transfer the record to your office

  4. Use Function ML to capture the details

  5. Retain the form in accordance with your normal office practice

  6. Use Function MR to insert the P45(1) / P45(1)U details

  • Retain the form in accordance with your normal office practice

Note: For the entry required in this situation follow the instructions given in ‘Other Information Received (Action Guide)’ at PAYE64018

  1. Use E-Form to send the P45(1) details on to the Processing Office responsible for the main source record

  • File the form in strict alphabetical order in the No Trace P45(1) range
  • The Processing Office responsible for the main source record should
  • Use Function MA to transfer the record to the UB range (as if you had received a form P45(3)(SUBS) data printout)
  • Use Function ML to capture the details
  1. Use E-Form to send the P45(1) details on to the Processing Office responsible for the main source record

  • File the form in strict alphabetical order in the No Trace P45(1) range
  • The Processing Office responsible for the main source record should
  • Use Function MR to insert the P45(1) / P45(1)U details
  • Pass the P45(1) / P45(1)U or printout to the appropriate officer to review

Note: For the entry required in this situation follow the instructions given in ‘Other Information Received (Action Guide)’ at PAYE64018

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