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How to request and review a worker's HMRC starter details

Send a worker HMRC's Starter Checklist to complete on their phone, then review their answers, tax statement and signed PDF on their profile.

When a new worker has no P45, or has a student loan, payroll needs HMRC's Starter Checklist to work out the right tax code. You used to collect this on paper and type it in by hand. Now you can send the worker a link, they complete HMRC's checklist on their phone or laptop, and the answers, the resulting HMRC statement and a signed PDF arrive on their profile.

You are not completing the checklist for the worker, and you are not carrying out a tax assessment. The worker answers HMRC's questions themselves and confirms their own declaration.

Before you begin

  • This works for any worker, on any licence, whether they are Off Panel or part of your Care Hires workforce.
  • You need the worker's profile open and an email address on it, so the request can reach them.
  • Have the worker's basic details correct first. Their name, date of birth and National Insurance number are pre-filled from the profile into the checklist.

Finding the HMRC Details section

  1. Open the worker's profile and go to their Basic Info page.
  2. Scroll to the HMRC Details section at the foot of the page, below Travel & Other Information.

What each status means

The section shows a status so you always know where things stand:

  • Not requested: nothing has been sent yet.
  • Pending: the worker has been asked but has not submitted.
  • Submitted: the worker has completed and signed the checklist.

Sending the request

  1. In the HMRC Details section, send the request to the worker. They receive an email with a link.
  2. The worker opens the link and completes HMRC's Starter Checklist themselves. They do not need to log in or use the app, and the form works on a phone or a laptop.
  3. While you wait, the status stays Pending. If the worker says the email has not arrived, you can resend it from the section.

Please note: You cannot complete the checklist on the worker's behalf. It has to be the worker, because they are signing their own declaration.

What the worker fills in

For context, this is what the worker sees. Their name, date of birth and National Insurance number are already filled in; they add their home address and employment start date, answer HMRC's questions, pick the right tax statement and any student loan plan, and confirm. HMRC's own notes and guidance appear in full throughout, so the worker has the official wording in front of them.

Correcting a pre-filled detail

If the worker spots a mistake in a pre-filled detail, such as a misspelt name, they can correct it only while their profile is still a draft. Once the profile has been submitted to Care Hires, those details are locked and the worker is told to contact you instead.

Reviewing the submission

Once the status shows Submitted, open the record from the worker's profile. You will see:

  • The worker's answers to each question.
  • The HMRC statement they fall under (A, B or C), which tells payroll the tax-code basis to use.
  • Any student loan plan they selected.
  • The signed PDF in HMRC's own Starter Checklist layout, with the declaration showing the worker's typed name, the date and "Confirmed electronically".

When the worker has corrected a detail

If the worker corrected a pre-filled detail, it is shown to you marked Corrected by worker, with the profile's value alongside. The correction stays on the HMRC record only; it does not change the profile. Update the profile yourself if the worker's version is the right one.

Please note: Once a worker has submitted, the checklist is final. It cannot be resubmitted or reopened, and the worker, if they return to the link, is simply told they have already submitted. If genuinely wrong information was sent, contact our Support Team.

Where the signed checklist lives

Submitting does not need any approval from Care Hires. The checklist goes live on the profile the moment the worker sends it, and both you and the worker are emailed the signed PDF straight away.

The PDF is kept on the profile exactly as signed and can be downloaded at any time. This supports HMRC's rule to keep a Starter Checklist for the current tax year and the following three.

Tip: HMRC Details does not change the worker's Tax Code on the profile, and it does not count towards profile completion. You can submit a worker's profile to Care Hires without it, and apply any tax code change yourself once you have reviewed the statement.

If something looks wrong

  • The worker says the email never arrived. Check the email address on the profile, then resend the request while the status is still Pending.
  • A detail in the checklist is wrong. If the profile is still a draft, the worker can correct it on the form. If it is submitted, the detail is locked; update it on the profile and ask the worker to redo the checklist only if the answers themselves were affected.
  • A correction has not reached the profile. Corrections are deliberately kept on the HMRC record and not applied automatically. Open the record, read the item marked Corrected by worker, and update the profile yourself.

For anything the record does not explain, contact our Support Team.