PAYE68015 - employment maintenance: movements browser: capturing forms P45(1) onto the browser

The P45(1) capture screen has been developed to closely represent the paper form for familiarity and ease of use.

The following forms are not suitable for capture by the browser

• Forms where there are no details in the ‘PAYE Reference’ boxes and / or the ‘Surname’ box
• Forms where a date of leaving is not shown
• Forms where the date of leaving is 31-12-1999 or 01-01-2001

Once the onscreen P45(1) has been completed, selecting the [Submit] button will bring up a new blank P45(1) screen together with a note at the top to let you know ‘The form was successfully submitted’.

There are two levels of validation on the capture screens and any validation errors are highlighted on the screen with an explanation of the error. System help is available onscreen to identify what corrections may need to be made

It is possible to capture a form with a validation error by using the [Accept] button. If you do decide to accept the error then the form will appear on the appropriate Validation Failure Work List for further review.

Where a NINO is present on the capture screen it is not necessary to make entries in the Address fields to complete the screen. However, if the Address fields are left blank

• The chances of finding a matching record are reduced
• Where the record can not be traced the absence of the address will make finding a record manually more difficult
• If it is necessary to set up a new COP record the address will not be known

After checking and verifying the data, computer processes will automatically enter the details on the taxpayer record and note it as a leaver. Work List items are produced if

• A record cannot be processed
• A Tax Table check shows a discrepancy
• The P45(1) data shows the taxpayer has died

The following Work List items will be created where the form could not be processed or a record could not be noted as a leaver

• Validation Failures
• Tracing Failures
• P45(1) rejections
• Redirected P45(1) Forms

Where a Work List item is created the reason will be shown at the top of the onscreen form and can be one or more of the following

• Data is invalid or incomplete
• The NINO is missing or invalid
• No taxpayer with this NINO can be found at the reference shown
• No taxpayer can be found with a matching name at the reference shown
• The matching record is not for the latest employment
• The matching record found already shows a date of leaving
• There is an unprocessed transaction for the sub source record
• There is uncleared electronic mail for the sub source record found

You may also receive a Work List entry where the taxpayer record has been updated but further action is needed. These show the following advisory messages

• Notification has been received of the death of the following taxpayer

Or

• A Tax Table check of the P45(1) details entered on the record has revealed a discrepancy – the details entered on the record are ……