Leaver process
Staff leaver process
You can now use the Leaver status to initiate a P45 request. This can be achieved by:
- You changing their status to Leaver within the system
- Staff clicking on the link in the email using the [[leaver_link]] tag
What you decide to do with those staff is your own decision as it may depend on the history of that person, and what they want to do. You can:
- Move them to the archive so they remain on the books and the staff have access to the staffarea should they ever want to return for work
- Delete them from the books. See the next article for the deletion process
What information can be kept about staff
It is always important that you check the very latest employment laws with HMRC, Gov.uk, ACAS or your company accountant.
If staff have had a shift with their employer:
- You will need to make sure you don’t have any outstanding payments owed to you.
- You may need to retain the following information about you for a period of no longer than 2 years:
- name
- address
- date of birth
- sex
- education and qualifications
- work experience
- National Insurance number
- tax code
- emergency contact details
- employment history with the organisation
- employment terms and conditions (eg pay, hours of work, holidays, benefits, absence)
- any accidents connected with work
- any training taken
- any disciplinary action
As per UK employment law, the employer may need to retain the following for a minimum of 2 years:
- Passports image with the document expiry date, the holder’s nationality, date of birth, signature, immigration permission, expiry date, photograph and any page containing information indicating the holder has an entitlement to enter or remain in the UK (visa or entry stamp) and undertake the work in question
- Immigration Status Document and/or Application Registration Card.
- See Gov.uk for further information on retaining ID documents:
.png)