PAYE68038 - employment maintenance: movements browser: work list - validation failures P45(3) (Action Guide)


To deal with entries on this Work List follow steps 1 - 12 below. The Guide is presented as follows

Initial actionSteps 1 - 2
Trace NINOStep 3
Invalid NINO suffixStep 4
Week / Month No missing or invalidStep 5
Use Function MLStep 6
Use Function MAStep 7
Contact employerStep 8
Date of birth later than today’s dateStep 9
Trace previous office numberStep 10
Trace previous reference numberStep 11
ResubmitStep 12

Initial action

  1. Check that all the details have been entered correctly from the paper form
  • If they are wrong, correct the entries on the browser and go to step 12
  • If they are correct, go to step 2
  1. If the
  • NINO is missing or in an incorrect format, go to step 3
  • NINO suffix is invalid, go to step 4
  • Week / Month Number is missing or invalid, go to step 5
  • Total Pay to Date is present but Tax Code at leaving date is missing, go to step 6
  • Total Pay to Date is present and the Week 1 or Month 1 box is checked, go to step 6
  • Total Tax to Date is present and the Week 1 or Month 1 box is checked, go to step 6
  • Total Tax to Date is present but Tax Code at leaving date is missing, go to step 6
  • The Code at Date of Leaving is in an invalid format, go to step 7
  • Total Tax to Date exceeds Total Pay to Date, go to step 6
  • Tax Code in use is in an invalid format, go to step 8
  • Employer has indicated that the employee will not be paid before next 5th April but the tax code in use is missing , go to step 8
  • Date of Commencement is later than CY+1, go to step 8
  • Date of Birth is later than today, go to step 9
  • Previous Office number is missing or less than 3 numeric characters, go to step 10
  • Previous Reference number is missing or not alphanumeric, go to step 11
  • If NINO not present and neither of Surname, Date of Birth, Address or Postcode are present, go to step 8

Trace NINO

  1. Use TBS Function FIND TAXPAYER first then COP Function TI to find the correct NINO or temporary reference number and then
  • Update the entry on the browser

And if there are no other failures

  • Go to step 12

Note: Further guidance on the search facilities is given in ‘Finding A Taxpayer Record’ at PAYE102000 onwards. Where you are unable to find a NINO or an existing temporary reference for the taxpayer you will need to consider using Function MS to set up a record for the taxpayer and deleting the form from the browser. For more information on this function see ‘Receipt Of Form P46 Statement B (Action Guide)’ at PAYE60023

Invalid NINO suffix

  1. Update the entry in the NINO field on the browser so that the NINO suffix is either A, B, C or D

And if there are no other failures

  • Go to step 12

Week / Month No missing or invalid

  1. Use the date of leaving to determine the week or month number

Note: Do not enter a Week No or a Month No if the Tax Code is missing. If Tax Code is present there must be an entry in the Week No or Month No field or the Week 1 / Month 1 field must be checked

  • Enter the correct week or month number on the browser

And if there are no other failures

  • Go to step 12

Use Function ML

  1. Delete the form from the browser and then use Function ML to capture the details from the paper form

Use Function MA

  1. Delete the form from the browser and then use Function MA to update the taxpayer record

Contact employer

If the

  • Tax Code in use is in an invalid format
  • Employer has indicated that the employee will not be paid before next 5th April but the tax code in use is missing
  • Date of Commencement is later than CY+1
  • NINO is missing and neither of the Surname, Date of Birth, Address or Postcode is present
  1. Contact the employer and obtain the missing or clarify the invalid information, and then
  • Update the entries on the browser

Note: You will not be able to enter a Commencement Date in the format COMMYY. Where an actual date of commencement is not known you may wish to consider deleting the form on the browser and using Function MA to update the record

And if there are no other failures

  • Go to step 12

Date of birth later than today’s date

  1. Delete the entry in the Date of Birth field on the browser

And if there are no other failures

Go to step 12

Trace previous office number

  1. Use Function TI to locate the reference you are pulling the record from and then
  • Enter the office number in the appropriate field on the browser

And if there are no other failure messages

  • Go to step 12

Note: If you are unable to locate a COP record for the taxpayer you will need to

  • Delete the form from the browser

And

  • Use Function MS to set up a new COP record

Trace previous reference number

  1. Use Function TI to locate the reference you are pulling the record from and then
  • Enter the employer reference in the appropriate field on the browser

And if there are no other failure messages

  • Go to step 12

Note: If you are unable to locate a COP record for the taxpayer you will need to

  • Delete the form from the browser

And

  • Use Function MS to set up a new COP record

Resubmit

  1. Select the [Submit] button to process the form

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