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PAYE60016 | Employment maintenance: in-year forms and data capture: data capture initial screen (Action Guide)

From HM Revenue & Customs · PAYE Manual

Follow steps 1 - 11 to validate the PAYE reference before capturing an in-year form. This guide is presented as follows

Steps 1 - 5

Step 6

Steps 7 - 8

Steps 9 - 11

Capture initial information

1. Access the DATA CAPTURE INITIAL screen

2. Select the form to be captured from the drop down menu

3. Enter the employer PAYE reference number for:

  • P45 Part 1

  • P45(1)U(Man) - if PAYE reference is not shown pass to Exceptions team, see step 9

  • P45(1)IB

  • P46

  • P46(Expat)

4. Enter the new employer PAYE reference for:

  • P45 Part 3

  • P46(Pen)

Note: Care must be taken when entering the PAYE reference to avoid forms being captured to the wrong PAYE reference.

5. Enter the date the form was received, and

  • Press the [Next] button

If the employer PAYE reference is valid

6. You will be taken to the form details screen. This screen will already show the employer reference number you entered onto the INITIAL DATA CAPTURE screen. See PAYE60021 for how to complete the DATA CAPTURE screen

Note: Check that the PAYE reference number shown agrees with the form to avoid the form being captured to the wrong PAYE reference.

If the employer PAYE reference is invalid

7. Error message ‘Employer PAYE Reference’ Not Found’ will be displayed

  • Check the PAYE reference has been correctly captured

If incorrect information has been entered

  • Re-enter and press the [Next] button

  • See step 6

If the information has been correctly input

8. Pass the form to Data Capture exceptions, and review the next in-year form

Data Capture Exceptions

9. If the form failing employer reference validation is a P45 (1) U (Man)

  • Review the individuals EMPLOYMENT SUMMARY screen

If the JSA record can be matched to the P45 (1) U (Man)

  • Note the PAYE reference on the form, see step 3

If the JSA record cannot be matched to the P45 (1) U (Man)

  • (This content has been withheld because of exemptions in the Freedom of Information Act 2000) , see step 3

10. If the form failing employer reference validation is a P45(1)IB

  • (This content has been withheld because of exemptions in the Freedom of Information Act 2000) , see step 3

11. If the form failing employer reference validation is not a P45 (1) U (Man) or P45(1)IB

  • Mark the entry needing to be completed / corrected with a pen ‘X’

  • Return the form to the employer with stock letter OCA37