PAYE71020 | PAYE operation: aspects of PAYE operation - employee: coding: lost deduction documents

You may be told by the Employer Unit that the employer has lost deductions working sheets, code notifications and / or other records, for example, in a fire or theft.

Where you are told that the employer has enough information to prepare duplicate records

• Use the coding function to issue a duplicate form P6 for each employee whose records have been lost

Where you are told that the employer does not have enough information to prepare duplicate records

• Use the coding function to amend each live employee's code to Week 1 / Month 1 basis, but do not calculate any potential underpayment

• Remind the employer, for more information on Week 1 / Month 1 tax codes they can go to GOV.UK/HMRC homepage Operating PAYE in real time

Employee on week 1 / month 1 as result of loss of records

Employees on a Week 1 / Month 1 code as a result of the loss of records may ask

• That a cumulative code be used for the rest of the year

Or

• For a repayment on the grounds of unemployment or final cessation of work

If so

• Ask the employee for details of earnings and tax deducted for the period from 6 April to the date on which the employer records were lost

• If necessary estimate earnings, bearing in mind the

• Employee's previous rates of pay

• Possibility of overtime, bonus payments and the like

• Level of earnings after the lost records taking into account any change in circumstances, such as possible damage to the employer's business premises

• Amount of the employer's previous monthly remittances to Banking Operations. Consider this only where a few employees are affected

And

• Any other information available from the employer

• If necessary ask the Debt Management Office if they have any information that may assist