Employee personnel number: how is it assigned? Why do you need a payroll number?

2024 Author: Howard Calhoun | [email protected]. Last modified: 2023-12-17 10:16

Not every employee is faced with such a concept as "employee's personnel number". This is often known to those who work in a large or medium-sized enterprise. The accounting department of a small scale LLC usually does not notify employees. Large factories always tell employees their personnel numbers. Whether employees know about it or not, the assignment of a serial number is carried out by the personnel department or the accounting department. This is regulated by applicable law, and the absence of this paragraph is a violation.

Personnel number - what is it?

In principle, from the name itself it becomes clear what a personnel number is. This is a kind of numerical value that is assigned to a specific employee. This is a cipher that denotes an employee.

The peculiarities of personnel numbers include the fact that they are individual. That is, there are no employees whose code would completely match. At the same time, the personnel number is retained for the dismissed employee. If he continues to work with this employer in the future, thenhe is given his old number.

It is also worth noting that the personnel number of an employee is assigned to him upon employment, it does not change in the future. That is, applying for a job fixes a certain code, which in the future remains the same, regardless of a change in position or an increase in salary.

Need for personnel numbers. What are they for?

Still, it's better to figure out why the employer needs personnel numbers. The employee does not receive anything from this. As mentioned above, the employee may not be aware of the presence of such a cipher. However, why was the employee's personnel number originally introduced then? How is this cipher assigned and what does it mean?

Personnel numbers help the accounting department of an LLC or an enterprise. Thanks to them, the implementation of electronic document management becomes easier. Although it is worth noting that personnel numbers at large factories have been used for a long time, even before the emergence of the 1C program.

What are the main points that allow you to use this cipher? First of all:

• Facilitation of the work of personnel department specialists. This is due to the fact that keeping track of the personnel number helps not to "lose" an employee when he changes positions.
• Assistance to the accounting department in the work with the calculation and issuance of wages. Here personnel numbers in 1C are directly related. It is this program that helps to choose an employee not by name or position, but by personnel number.
• Tracking the location of an employee onworkplace. Relevant for enterprises that are equipped with an electronic pass system.

Specific examples. Why do you need a personnel number?

To understand by whom and how a personnel number is assigned to an employee, it is necessary to fully understand why this parameter is needed.

First of all, it helps to avoid unnecessary gossip. So, if when calculating wages, an accountant or a specialist in rationing and remuneration sees only personnel numbers. He cannot understand exactly what amount Ivanov received, and what amount - Petrov. That is, it allows you to further enhance secrecy.

Also, the personnel number helps not to make a mistake. This is another parameter that allows you to check the correctness of the document. This is especially true when there are namesakes or full namesakes. Of course, you can also check the parameters by position or date of employment. However, personnel numbers should not be discounted.

Who can appropriate?

Personnel numbers are assigned to employees by a specialist in the personnel department. However, it should be noted that the legislation does not regulate the position of an employee engaged in the assignment of ciphers. However, when applying for a job, it is HR engineers who are directly present.

This can also be done by the heads of structural divisions or even the head of the enterprise. In the absence of a personnel worker, his place in this matter may be taken byaccountant.

Who can be assigned a personnel number

Can all employees be assigned a code? Accounting for personnel numbers is usually kept for all employees of the enterprise. Namely:

• For full-time employees.
• Temporary or seasonal workers.
• For external part-time workers.
• For those who work part-time.

In fact, each employee has his own personnel number, regardless of how long he is employed. It is noteworthy that even students who apply for practice in any department receive their code.

It is worth noting that if an employee has any combination of jobs or professions within the same enterprise, he still receives one personnel number. An employee who works part-time in two companies has his own individual code in each of them.

How an employee's personnel number is assigned. What does the law say?

It should be noted right away that the legislation is rather vague about the assignment of a personnel number at an enterprise. In fact, there are no specific articles in the Labor Code or federal laws regulating how a personnel number is assigned to employees. Each employer develops for himself the system that helps him to keep a competent and convenient record of these ciphers. Here, internal documents of the organization play an important role. In them, for example, you can define the position of an employee involved innumber assignment.

How to keep records? Practical Tips

It is generally accepted that a personnel number is assigned to each employee, and you should start with the first number. In fact, it becomes identical to the concept of "serial number".

Such records can be kept in two ways:

• Using special programs.
• Manually by an employee.

The last method is used less and less. This is due to the fact that the most popular 1C program allows you to automatically assign numbers to each newly employed employee of the enterprise.

Practical Tips

Assigning a personnel number can seem like a tedious process. However, it is not. It is worth following a few simple rules, and this action will be carried out automatically.

First of all, this obligation must be assigned to a specific employee by the internal documents of the organization. This will help avoid conflicts in the future. It will also eliminate the situation when no one is responsible for this operation.

Secondly, the direct assignment of the number to the employee should be carried out on the first working day of the employee, and ideally - at the time of the conclusion of the employment contract. In this case, the numbering will be correct and without gaps.

The specific numerical code must be conveyed to employees, as this not only increases their importance in their eyes, but also helps to avoid errors in payrollfees. This is due to the fact that when writing any applications for financial assistance or for taking a vacation, the employee will indicate, among other things, his personnel number.

Also, this parameter must be indicated without fail in the order for employment. It can be typed into the software or handwritten by a Human Resources representative.

Accounting journal. Fixing personnel numbers

Businesses that are forced to use personnel numbers for their employees often use a document such as a personnel number register.

The following parameters can be specified in this internal document of the enterprise:

• Passport data of the employee, including his last name, first name and patronymic, as well as the number and series of the document.
• Date of admission of the employee to his main workplace.
• The number of the employment contract, as well as the date of its preparation.
• Specialist position.
• The unit in which the employee will work.
• Directly personnel number.

Personnel number is mandatory for large enterprises. However, small companies also use this method to make life easier for employees of the personnel department or accounting department. In a general sense, this is the numbering of employees. Since each number is unique, it helps to ensure that the funds are credited to the right person. This is especially true when employing namesakes or namesakes. Maintaining personnel number records is not complicated or time-consumingprocedure. Basically, it is assigned to a specialist in the personnel department. However, the law allows you to assign this mission to another employee. This fact is written in the documents directly to the organization.