You will need full (level 8) access to FreeAgent to be able to edit a payroll profile and edit a payslip.
Enter a leaving date
First, you need to enter a leaving date in your employee’s payroll profile. To do this, navigate to the ‘My Money’ tab at the top of the screen and select ‘Payroll’ from the drop-down menu.
In the ‘Employees’ section, select ‘Edit Profile’ to the right of the relevant employee’s name.
Scroll down to the ‘Leaving Details’ section and select ‘Yes’ to ‘Employee leaving during the next pay run?’. Then, enter their leaving date in the ‘Employee Leaving Date’ field and select ‘Update Payroll Profile’ at the bottom of the screen to complete the process.
For more information on editing a payroll profile, please see this article.
Edit the payslip
If the employee will be receiving a different amount for their final salary, you will need to edit their payslip before filing the payroll to HMRC.
To pro-rata an employee’s salary, navigate to the ‘My Money’ tab at the top of the screen and select ‘Payroll’ from the drop-down menu.
Select ‘Prepare Month [X] Payroll’ in the top-right of the screen. ‘X’ will be the number of the month for which you’re filing payroll.
Select ‘Edit Payslip’ to the right of the relevant employee’s name.
Scroll down to the ‘Pay’ section and make the relevant changes.
Select ‘Save Changes’ at the bottom of the screen to complete the process.
If you file the payroll to HMRC using FreeAgent, this will send the employee’s leaving date and final salary details to HMRC. If you mark the payroll as filed, you will need to send this information to HMRC outside of FreeAgent.
Once a leaving date has been entered into an employee’s payroll profile, they will no longer be included on your payroll and you’ll be able to access their P45 in FreeAgent.
FreeAgent is registered with the Financial Conduct Authority under the Payment Services Regulations 2017 (register no. 799763) for the provision of account information services.
Registered in sunny Scotland No. SC316774 - One Edinburgh Quay, 133 Fountainbridge, Edinburgh, Scotland, UK EH3 9QG