07 September 2023

HM Revenue and Customs (HMRC) is encouraging employers to provide information needed to get new employees on the correct pay quicker. It can be time consuming when taking on new employees and completing all the admin that comes with it. HMRC want to make this easier for employers and help them to get their new starters on the correct pay sooner.

It has been reported that over two million employees were put on the wrong tax code last year. HMRC has identified a number of ways that employers can get their new starters on the right tax code sooner, so they don’t have to deal with as many payroll queries.

Here’s some helpful tips:

  • obtaining personal details and entering them accurately: the best way to make sure employers are submitting the correct details about the employee, is by making sure the information exactly match the official documents (i.e. name, date of birth, NINO)
  • when there’s no P45 - use the digital starter checklist
  • use the right tax code with starter declaration code C: you should not use any tax code other than BR or 0T with starter declaration code C
  • top tip for new employees: download the HMRC app to help monitor pay and taxes.

How does HMRC process employee data? When HMRC receive ‘in-year’ and ‘end of year’ information, the following steps are carried out to match an individual to their records, and determine the tax code HMRC tell employers to use:

1. Once the payroll information is submitted, HMRC match key employer submitted data with the individual’s National Insurance (NI) account. HMRC compare the following details:

  • National Insurance number (NINO)
  • surname
  • forenames
  • date of birth
  • gender.

2. If there is a match, HMRC associate this information with the correct NI account, allowing HMRC to issue the right tax code at the earliest opportunity.

3. If HMRC can’t find a match at this stage, the correct NINO will be traced by using the employer submitted surname, forenames, date of birth and gender.

4. If there is now a match, HMRC associate this information with the correct NINO account.

5. If there is still no match, HMRC will investigate this further until the correct NI account is found, and the payroll information can be associated.

As you can see, it’s really important that accurate information is provided at the earliest opportunity. In particular, submitting the correct NINO speeds up the process and allows HMRC to correctly match an individual to their records and issue an accurate tax code to the employer.

You can also share and access employer and employee help cards, here.

Other useful links:

Starter checklist for PAYE - GOV.UK (www.gov.uk)


Resource pack.pdf

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