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Administrator Guide
Last Updated: 2025-03-14
Import P45 Tax Data Using Machine Learning (UK)

Import P45 Tax Data Using Machine Learning (UK)

  • The newly hired worker provides a scan of their P45, as part of the
    Hire
     or
    Onboarding
     process.
Use machine learning and optical character recognition (OCR) to analyze and identify new worker's tax details from their P45. This can help improve efficiency and accuracy by reducing the manual processes involved in recording details of a new starter's pay-related information.
This feature is only available to customers’ tenants or instances hosted in the European Union or the U.S.
You can still use the
Apply UK New Hire Tax Details
 task to record workers' details, even if you don't use machine learning and OCR.
  1. Enable Innovation Services Features and Machine Learning Data Contributions.
    1. On the
      Available Services
       tab, select the
      Payroll
       category in the left column, and then the
      P45 Tax Form Scanning
       service check box.
    2. Click
      Next
      .
    3. From
      Payroll: P45 Tax Form Scanning
      in the left column, select the
      P45 Tax Form Scanning
       category
      Opt In
       check box.
    4. Click
      Next
      .
    5. Click
      OK
      .
    Security:
    Manage: Innovation Services
     domain in the Innovation Services functional area.
  2. Access the
    Apply UK New Hire Tax Details
     task to verify the P45 data.
    Workday prepopulates the
    P45
     section with the new worker's details and provides an estimated
    Confidence Level
     of how accurate the details are. Click on the
    Image
     for a worker to see their scanned P45.
    To amend any details in either the
    Tax Details
     or
    Student Loan Details
     columns, select the check box in the left column, next to the worker’s name.
    Security:
    Process: New Hire Tax Details
     in the UK Payroll functional area.
    1. To apply the P45 data to a worker’s record, select the check box in the left column, next to their name.
      You can't apply both
      Starter Checklist
       and
      P45
       details.
    2. Select the
      OK to Proceed
       check box.
    3. Click
      OK
      .
      Workday displays a summary of the changes to be applied.
    4. Click
      OK
      .
      Workday updates the worker record with any changes and displays a summary of the actions taken.
The worker's tax details are updated to match the information from their P45. To check the updates, on the worker's profile, select
Pay
 >
Tax Details
.