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HMRC internal manual

PAYE Manual

From
HM Revenue & Customs
Updated
, see all updates

Employer records: employer mailings: P9 reprint (Action Guide)

Where an employer or their Payroll Agent advises you they have not received their annual code issue follow steps 1 - 4 below. The Guide is presented as follows

  Step 1
   
  Steps 2 - 4

Note: Reprints are only available for six weeks following 6 April or up to the date of the main budget coding run whichever is earlier. After this date, no reprints can be provided.

Initial action

Note: All reprint requests must be dealt with as shown below.

1. The action you take will depend on when the request is received
   
  * If the request is received on or before 5 April go to step 2
  * If the request is received after the 5 April send an email to: P9, Reprint (PT Operations)
  * The email ‘subject’ field should read ‘P9 reprint’ and the email text must include
  Employer name
  Employer address
  PAYE reference number
  Whether paper or electronic issue is required
  Notes:
a. A reprint can only be issued to the address held on NPS. If it is required to be issued to a different address, please ensure you update EBS first and wait 2 days before submitting your request.
b. In all cases an EBS note should be made when a reprint request has been made.
c. The P9 Reprint mailbox can only deal with requests for a reprint for a full employer scheme and is not available for individual tax codes.

Requests received on or before 5 April

2. Check the annual code issue period and satisfy yourself that the request for a reprint is reasonable and the original will not be otherwise received. The issue period can be found in the Annual Employer Pack and Annual Code Notification Newsboard
   
  * If a request is received and you have reason to believe the original will reach the employer or payroll agent contact the employer
  * Advise the employer or payroll agent of the timetable and / or any updated information regarding issue
  * Request they contact you again should the form(s) P9 not be received by the deadline date
  * If a request is received and you have reason to believe the original issue will not reach the employer or payroll agent send an email to: P9, Reprint (PT Operations)
  * The email ‘subject’ field should read ‘P9 reprint’ and the email text must include
  Employer name
  Employer address
  PAYE reference number
  Whether paper or electronic issue is required
3. A Contact History note will be added to the employees records when the output has been issued
4. Where an old or incorrect correspondence address is held on the employer record
  * Use Function AMEND EMPLOYER SUMMARY to access Function ADDRESS SEARCH
  * Update the correspondence address on the employer record accordingly and wait two days before submitting your request

Requests received after 5 April

Requests received after 5 April for reprints are only available for six weeks following 6 April or up to the date of the main Budget Coding run whichever is earlier. After this date no reprint requests should be made.