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RPCP45GNRTI_PBS - HR-GB: P45 form for Great Britain

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Purpose

• Leavers

The report creates a P45 form (all parts 1A, 2 and 3) with the details for those employees leaving the company within the period specified. For each employee, the report updates the date of issue and the payroll results sequence number in the relevant record of the Tax Data GB (0065) infotype.

• Transfer of PAYE Reference

The report creates a P45 form (all parts 1A, 2 and 3) with details for those employees transferring PAYE references within the period specified. The report delimits the existing infotype record Tax Data GB (0065) with the same Tax data as at the date of transfer. The report also creates a new infotype Tax Data GB (0065) record from the start date of the transfer to the new PAYE reference with tax code source EMP, starter declaration of “2” and all relevant previous pay and tax details completed.

• Deceased Employees

The report does not create a P45 form. Note: The report reads feature GMSGD. The deceased leaving action has to be configured in the feature. For each employee, the report updates the date of issue date in the relevant record of the Tax Data GB (0065) infotype.

• Pensioners

The report does not create a P45 form if the employer is paying the pension payments. Note: The report reads the return value of Action types for P46(PEN) form (GPNOT) feature. The leaving action employee to pensioner has to be configured in the feature. For each employee, infotype record Tax Data GB(0065) for the field Employee to Pension is flagged.

Integration

Prerequisites

1. The employee who is leaving must have correct and up-to-date payroll results for the period in which they are leaving.
2. You must check the configuration of the P45 cumulation wage types for P45 tax and payments with the view cluster Non-statutory subapplications (VC_596A_B).
3. You must configure in the feature Termination for Death (GMSGD) the specified default value for termination reason for death, which is used in infotype Actions (0000). Note: See the feature documentation for further details.
4. You may have to configure the go live date in the feature Payroll Go Live Date (Great Britain) (GBPGL). Note: See the feature documentation for further details.
5. You must set the sequence in which the subtypes are processed when formatting addresses. To do so, use the feature Set subtype sequence for address formatting (ADDRS) RCLAS CP45. Note: See the feature documentation for further details.
6. You must configure in the feature Determination of employer name for legal reporting (GBENA) from which table you intend to read the employer's name for statutory reporting. Note: See the feature documentation for further details.
7. P45 SAP A4 sapscript plain paper substitute form (HMRC approved) form name HR_GB_P45_A4
8. It may be necessary to adapt the printing of the data onto the form. To do so, you must use the Form Painter (transaction /se71). You must then copy the form that is offered by SAP (HR_GB_P45_A4) and modify it to your printer.

Features

Selection

Standard Variants

Output

Activities

1. On the SAP Easy Access screen, choose Human Resources -> Payroll -> Europe-> Great Britain -> Subsequent Activities -> Per payroll period-> Reporting -> Real Time Information (RTI) -> HR GB RTI Leaver Report.
2. On the Selection section, choose the relevant person selection criteria. The Payroll area is a required field. The Payroll area will be used to determine the beginning date of the tax year given in the section Processing criteria.The report can be run only for single payroll area. The system displays the Tax district number and indicator in the corresponding fields in Processing Criteria section, based on the selected payroll area.
3. In the Processing criteriasection:

• Enter the Tax year (ending April 5th). It will be used together with entered Payroll areato determine the Person selection period. The Start Date of Person Selection Periodis the beginning date of the first payroll period for the given Payroll area and Tax year. The End date of person selection periodis the current date plus thirty days. (This is to conform to HMRC business rules)
  
  Note

The report only produces P45 forms for the employees who have left in the specified tax year. Ensure that the year you specify in this field and the employee's date of leaving fall in the same tax year.

For example, if you specify the previous tax year in this field and select an employee who has left the company in the current tax year in the Person selection period field, the report generates the error message Employee not a Leaver in tax year NNNN. Here, NNNN is the tax year that you have specified on the selection screen.

• In the field Test run,set the indicator if you would like to run this report in test mode. See the detailed documentation.

1. In the Output option section, you can choose between the following two output options:

• SAPScript -Select this option button if you want the system to display the P45 report data in a SAPScript output.

This will print the SAP A4 P45 plain paper substitute form, HR_GB_P45_A4.

See the detailed documentation

• ALV Output -Select this option to display the P45 report data in ALV format. See the detailed documentation

1. Choose Program--> Execute

The screen HR-GB: P45 form for Great Britainappears

To produce the output for the Sapscript form, choose the P45 pushbutton.

You can find the information and error messages under the menu item Extras:

• P45 on tax reference change - You use this option to list employees who have had a change of PAYE reference

• List of issued P45 - You use this option to list employees for which a P45 form was already processed and should not be created again. With the options Repeat P45 issued and Test run selected, a second P45 form can be printed. Please note a second P45 form should only be produced if an error occurred during printing, if the employee has not received/lost the original P45 then the employee should contact HMRC and you should not issue a replacement P45 form – as per HMRC guidance. As an alternative if the employee has not received/lost the P45 you could give the employee a statement of earnings in the form of a letter.

• Changes on Tax Data - Use this menu item to display information about changes on Tax Data for each processed employee. (Only in productive mode)

• Warning list- You use this option to list warnings and further information for all processed P45 forms including notification of deceased employees.

• Error list - You use this option to list error messages for the reason why the P45 could not be produced.

• Employee to Pension List - You use this option to list employees who have transferred to an employer paid pension and therefore, have no form P45 issued.

• You can switch between SAPScript Output and ALV Output modus. Use for this menu item Extras -> Switch display forms

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This documentation is copyright by SAP AG.

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