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HMRC internal manual

National Insurance Manual

HM Revenue & Customs
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National Insurance Numbers (NINOs): Confirming a NINO: Confirmation by employer - Form CA6855

Regulations 66 and 104 of the Social Security (Contributions) Regulations 2001

All employees must give their NINO to their Employer to enter on their payroll records.

If the employee can’t remember or find their NINO, the employer may be able to find it on a document such as a form P45 or form CA4139 (CF383) certificate of election. If not, they need to keep a record of the employee’s details until the NINO is received, including:

  • full name
  • address
  • date of birth, and
  • gender.

The employer may have to send a form P46 to their local HMRC office about the employee, in which case the employee’s NINO will be traced automatically and there is no need to use another form. If necessary, HMRC NIC&EO will carry out a clerical trace. If the NINO is traced, HMRC NIC&EO will notify the employer on form P46-5, and notify the employee on form P217.

If the employer does not have to send form P46 to their local HMRC office, they can use the National Insurance number tracing service by using form CA6855, which is available from:

  • the Employer’s Orderline on 0300 123 1074
  • any HMRC office
  • , ‘I want to trace a National Insurance number’

The employer may use their own schedule with the information set out in the following order:

  • employee’s title
  • surname
  • first name(s)
  • address
  • date of birth
  • gender
  • works/payroll number
  • date employment started
  • date employment ended (if applicable)
  • employer’s PAYE reference.

Form CA6855 or schedule should be sent to:

NMTS - NI Registrations Non-Match Tracing
Room BP2101
Benton Park View
Newcastle Upon Tyne
NE98 1ZZ

If HMRC NIC&EO trace the employee’s NINO, they will notify the employer on form CA6856. If they cannot trace a NINO, they will tell the employer to ask the employee to apply for a NINO. See NIM39215