⚠️ Important: This article covers four distinct scenarios. Changes can't be undone so please read the guide carefully and in full before proceeding. If in doubt of the correct process to follow then perform the action in your test system first and check that the results are as desired.
The four different scenarios and corresponding processes are:
Scenario | Process |
A worker was made a leaver in error during the current payroll session. | Leaver status correction. |
A final payment or adjustment needs to be paid to an archived worker. | Cancel leaver for final payment. |
A worker archived in the current tax year needs to be reinstated as a continuation of the existing period of employment. | UnP45 Worker (previously cancelled leaver). |
A worker archived in a previous tax year needs to be reinstated, or a worker in the current tax year needs to be reinstated as a new period of employment. | Reload worker. |
Leaver status correction
📌 Note: This isn't possible if you're in the same payroll period but in a different session. You must allow the worker to be archived and then UnP45 the worker in the next period.📌 Note: This isn't possible if you're in the same payroll period but in a different session. You must allow the worker to be archived and then UnP45 the worker in the next period.
You can follow these steps to correct a worker made a leaver in error during the current period:
In Access Pay & Bill, click the Admin menu and select Leaver Status Correction.
Enter the Worker Reference then on your keyboard, press Tab.
Review and amend the following fields as necessary:
Worker Status.
Payroll Status.
Leaving Code.
Leaving Date.
Click OK to make the worker live again.
Cancel leaver for final payment
📌 Note: Previous to version 23.2.0.0 this functionality was only available to current tax year leavers. For UK legislation only this can now be performed on a previous tax year leaver. This counts as a continuation of the same period of employment and can only be used on the most recent record for the worker: you cannot use this function if the worker has subsequently been reloaded. The worker must have been made a leaver in a previous period and archived.
You can follow these steps to issue a final payment (eg remaining holiday pay or adjustment) to an archived worker:
In Access Pay & Bill, click the Workers menu then click Movements.
Select Cancel Leaver then enter the Worker Reference.
On your keyboard, press Tab then select Final Payment.
Click OK.
The worker is now back to a live status for the current period only allowing you to make any payments required on a 0T Week/Month 1 basis. The leaving and P45 dates are retained and the running period close re-archives the worker.
UnP45 worker
📌 Note: Previous to version 23.2.0.0 this was called Cancel Leaver. It counts as a continuation of the same period of employment so you can't use this function if the worker has been subsequently reloaded.
You can reinstate a worker archived in a previous period of the current tax year by following these steps:
In Access Pay & Bill, click the Workers menu then click Movements.
Select Cancel Leaver then enter the Worker Reference.
On your keyboard, press Tab.
Select UnP45 Worker then click OK.
The worker will now be live again and will remain live until made a leaver again.
Reload Worker
📌 Note: This option creates a brand new period of employment and should not normally be used to make adjustments to a worker who has been P45’d.
You can follow these steps to create a new period of employment for a worker who was archived in a previous tax year:
In Access Pay & Bill, click the Workers menu then click Movements.
Select Reload Worker then enter the Worker Reference.
On your keyboard, press Tab.
Amend the Rejoining Start Date as necessary, then click Start.
A new worker record now exists with the existing worker reference and the status of Appointee. Once you're happy with the details on the new record you need to run Payroll starters to make the worker Live.
⚠️ Important: The worker's Payroll Details and Supplier Details may require modification if different from the previous record. In particular, you should consider whether the reloaded worker is being supplied on a self-bill basis.