There are a number of things which need to be done when recruiting a new member of staff or when a member of staff leaves the council, in relation to payroll.

Entering Employees

Following the successful recruitment of a new member of staff and the completion of the recruitment procedure including the issuing of a job offer, contracts and the receipt of the signed contract, you must complete the following for payroll:

NEW EMPLOYEE - PLEASE PASSWORD PROTECT WHEN RETURNING.doc – A new employee form to give us details of the new employee

HMRC New Starter Form-compressed.docx – An HMRC new starter form, this needs to be completed in the absence of a P45

P45 from previous employer – if the employee is still employed elsewhere or is in receipt of a pension, they need to complete the HMRC new starter form (link above)

All documents need to be password protected, instructions of which can be found here.

If you would like assistance in calculating your new employee’s holiday entitlement (of which all employees are legally entitled to) please provide me with their contract of employment.

Exiting Employees

After you have received your employee’s resignation, you must let me know of the official leaving date of the employee.

This is so I can process them as a leaver with HMRC in an FPS submission and issue their P45. If they have left prior to running payroll, I will either need their personal email address to send their P45 to them, or the council can forward this on to them.

Before calculating the exiting employees final pay, you will need to:

Ensure that they have been paid any outstanding hours

Calculate their holiday pay – if they have taken more than their entitlement, this can be deducted from the final pay, but they must be informed of this prior to it being deducted. If they have holiday outstanding, this must be paid to them in their final payslip. If you need any assistance calculating this, please get in touch.

Deductions can be made but the employee must be informed of the deduction, we recommend deductions are made in the final payslip.

We recommend an exit interview, this is important as it will go on record any issues the employee had, or more importantly if they record no issues then raise an issue at a later date, this can be used as evidence in a tribunal.

Handover documents can be really helpful if the exiting employee has time to prepare one. This is something which should be discussed during the acknowledgment of resignation.