Close your UK Payroll account

Retrieve any necessary data to stay in line with HMRC guidance and to move forward with your payroll.

Step 1: Download payroll and PAYE records

HMRC requires companies to retain PAYE records for at least 3 years after the end of the tax year to which they relate. Payroll and wage records must be kept for 6 years from the financial year in which they were made. These must be stored and made available if HMRC requests to view any of these records as part of an inspection, investigation, or audit.

Therefore, make sure you download the following payroll documents:

• Payslips for any processed payrolls
• FPS reports for any processed payrolls
• EPS reports for any processed payrolls
• Pension reports for any processed payrolls
• P45s for terminated employees
• P60s for each tax year
• P11Ds for each tax year
• P32s for each tax year

Once you have completed the download, please advise our team by return email on ukpayroll@hibob.io.

Note: Once your data has been removed from our system we will no longer be able to access these documents for you should HMRC require these. If you do not download your data prior to your access being removed, UK Payroll will accept no responsibility for any issues that may arise whereby you as the employer cannot provide any documentation as required by HMRC, The Pensions Regulator or any other third party. If you would prefer your data deleted before 30 days (our standard data retention period), you'll need to make a request via email on support@hibob.io.

Step 2: Disconnect integrations

Make sure you have disconnected any integrations from UK Payroll, including your HRIS, accounting software, pension providers, and HMRC account.

1. To disconnect from your HMRC account, navigate to Settings > Company > HMRC from the left side bar.
2. Click Disconnect.
3. To de-register UK Payroll as an agent from your HMRC account, remove the support team as your admin.
4. To disconnect your HRIS, accounting software, or pension provider, navigate to Settings > Integrations > Overview from the left side bar.
5. Click Disconnect in the relevant integration tile.
6. To de-register UK Payroll as an agent from your pension provider, log into your pension portal and remove the support team as your admin.

Step 3: Confirm you have no outstanding invoices

To confirm you have no outstanding invoices and to cancel any direct debits, contact Support.

FAQs

What happens if I leave at the end of the tax year?
Any companies that run M12 with UK Payroll will receive the following services from UK Payroll:

• P60s sent directly from UK Payroll to employees via email by the end of April.
• M12 Full Payment Submission to close the year end as per the normal FPS submission/pay date.
• M12 Employer Payment Summary submission as per the normal EPS submission date.
• Payments via Modulr to HMRC for M12 pay runs.

How can I correct payroll submissions from the prior year?
If there are any corrections needed, you can make amendments using HMRC's Basic PAYE Tools. The Full Payment Summary (FPS) and Amending or correcting details of an employee payment sections have further guidance.

What if I forget to download all of the payroll documents?
Once your data has been removed from our system we will no longer be able to access these documents for you should HMRC require these. If you do not download your data prior to your access being removed, HiBob will accept no responsibility for any issues that may arise whereby you as the employer cannot provide any documentation as required by HMRC, The Pensions Regulator or any other third party.

For any download requests after your deactivation date but before our data deletion deadline, please contact support@hibob.io.

How long will my data be retained?
We will hold your payroll related data for up to 30 days after the expiry of your contract as per HiBob's Payroll data retention policy. We cannot store data longer than 30 days.

Who can I contact if I don't want data stored after I've completed my data export?
Contact support to request data deletion with details of your request.

Can we receive a confirmation letter confirming our data was permanently deleted?
Yes.

How do I withdraw from my Modulr account?
UK Payroll will manually transfer back money to the selected account on request. Please supply your sort code, account number, and written request for full funds to be returned to ukpayroll@hibob.io.

How do I close my Modulr account?
UK Payroll's support team will liaise with Modulr to close your account 1 month after the termination of your UK Payroll account, following your last HMRC payment.

What happens to the link between my Service User Number and AccessPay's Bureau User Number?
We will remove your SUN from our AccessPay portal. You are responsible for asking your bank to end the relationship between the SUN and AccessPay's BUN. 

Will I receive P60s from UK Payroll if we process payroll for the full tax year with UK Payroll?
Yes. If you run your M12 payroll with UK Payroll then we will issue P60s to all eligible employees (those employed on April 5th, 2026).

What do I have to do if I am a Managed Services customer?
You are responsible for downloading all necessary data from UK Payroll. See the instructions above for more information.