How to generate IR21 form for a terminated employee

Overview: 

Employers are required to file an IR21 if a non-Singapore Citizen employee (including foreigners and Permanent Residents):

• Resigns or is terminated.
• Goes on an overseas posting.
• Plans to leave Singapore for more than three months.

This guide aims to show you the steps to take to generate and submit a IR21 form via the payroll system.

TABLE OF CONTENTS

• Submitting IR21 form via payroll system: Step-by-Step
  • Step 1: Update the Employee's Termination Details in Omni HR
  • Step 2: Sync payroll data & ensure the final month pay run is processed
  • Step 3: Navigate to the IR21 form within the payroll system
  • Step 4: Review and complete the form
  • Step 5: Submit to IRAS
• Important Notes:

Submitting IR21 form via payroll system: Step-by-Step

Step 1: Update the Employee's Termination Details in Omni HR

• Go to the employee's profile and use the quick action function to record the employee's termination
  • Fill in the last day of work and tick the option Leaving country

Step 2: Sync payroll data & ensure the final month pay run is processed

• This ensures accurate details are reflected in the IR21 submission.
• For guide on how to run payroll, click here

Step 3: Navigate to the IR21 form within the payroll system

• Go to Payroll > IR21.
• Select the YA of assessment and the resigned employee

Note: YA of assessment refers to income earned in the preceding calendar year (e.g. YA 2027 covers income from 1 Jan - 31 Dec 2026)

• Click Generate IR21 for 20XX

Step 4: Review and complete the form

• Check all the pre-filled information and complete any remaining fields required by IRAS. 
• Review the filled form for accuracy before submission

Step 5: Submit to IRAS

• Click on Submit to IRAS button directly within the payroll system. To process the submission, you will be required to login with your Singpass account. 

You will receive a confirmation notice once the submission is successful. 

Important Notes:

• File Early: Submit the IR21 form to IRAS at least one month before the employee's last day of work or impending departure.
• Withhold Monies: Withhold all final monies due to the employee (e.g., salary, bonus, leave pay, and gratuities) from the date of resignation or departure notice until IRAS issues a "Clearance Directive".

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