Many people, when applying for a job, have no idea what an employee’s personnel number is and what it is needed for, but this thing is needed to carry out documentation operations.
Nowadays, entrepreneurs have begun to practice assigning an individual personnel number to an employee when hiring. A personnel number is a special digital code that allows you to reduce and facilitate the processing of an employee’s personal data related to time spent at the workplace and not only.
If you don’t know what a personnel number is and why it is necessary to assign it, then we’ll talk about it below. We will also consider the order in which it is issued to an employee of the enterprise and such an innovation as biometric registration.
What is a personnel number
As is already clear from the name itself, in fact, a personnel number is a special digital code for an employee. It is assigned to a person from the moment he begins to perform his job duties. Personnel numbers are not repeated and such a code is strictly individual for each employee. Throughout the entire period of a person’s work in a particular company, his personnel number remains unchanged.
Even if an employee at some point left the organization, but then decided to return to it, he will be assigned the same personnel number.
It must be said that timekeeping is rarely used in small companies, but, as a rule, it is mandatory in medium and large enterprises.
How to keep records? Practical recommendations
It is generally accepted that a personnel number is assigned to each employee, and one should start with the first number. In fact, it becomes identical to the concept of “ordinal number”.
Such accounting can be carried out in two ways:
- Using special programs.
- Manually by an employee.
The latter 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 hired employee of the enterprise.
Why are personnel numbers needed?
Assigning special digital combinations to employees of an enterprise serves several purposes:
- facilitating the work of accounting department specialists in processing and recording data on internal movements of employees;
- the personnel number is used to enter various marks for a particular employee, which make it possible in the future to more simply and correctly calculate parameters such as wages and related taxes;
- These figures make it possible to easily find all the information about salaries, sick leave, time off, overtime, vacations, etc. for this or that employee.
But, nevertheless, the main purpose of the personnel number is to record the time spent by the employee directly at the workplace. To do this, authorized employees of the enterprise record the time of arrival of personnel from work and departure home, all kinds of absences for lunch, for personal matters, etc. In the future, this information makes it possible to determine whether the person worked the allotted time or whether he had overtime, and, based on this, calculate his wages.
If we talk about the time that an employee should spend at the workplace, then there are three main options.
- Full time (40 hours per week).
- Shortened working hours (20 hours per week or less).
- Part-time work (the number of hours is determined individually by a separate agreement between the employer and employee).
Most often, the last two points apply to students, minors, pensioners, people with disabilities and some other categories of citizens.
What is an individual employee digital number?
All working people at the enterprise are assigned individual numbers consisting of different combinations of numbers, which subsequently help accounting staff process internal movement data. Thanks to this number, all data on wages, vacations, sick leave and time spent at the workplace are saved in the computer system. All this information may later be needed by an employee who retires or travels outside the country.
The personnel number is assigned once and forever, even if a situation arises in which a person is rehired in the same place, the system will immediately show this. Based on this, we note that it can be assigned only once at the time a worker is hired for his first position, and it is not changed during subsequent working hours; in any case, there is no need for this.
This number is unique for each employee and becomes the main requisite throughout the entire period of work. It is also used as an automatic calculation and various marks that help to correctly calculate earnings and calculate from it all taxes due to the state.
Individual digital values are assigned in order, starting with a single value. Usually the number 1 is the chief manager of the enterprise. There are cases in which businesses begin to assign the numbers of laid-off employees to newly arrived employees, but it is worth noting that this can cause confusion and confusion. This is not practiced in all firms and enterprises.
Who assigns a personnel number to an employee
Each organization that maintains such personnel records must have a specialist assigned this responsibility. As a rule, this is either the head of a department or an employee of the personnel department, who subsequently transmits the data to the accounting department, either directly as an accountant, or as a special timekeeper. The latter is especially common in large industrial enterprises. An authorized employee maintains a register and record of assigned ciphers, monitoring the correctness of their assignment and use
Who is assigned personnel codes?
Personnel numbers must be assigned to all employees of the enterprise where personnel records are maintained. In particular:
- those who are employed on a permanent basis;
- temporary employees;
- external part-time workers;
- seasonal workers.
Attention! If an employee combines positions within one structural unit or department, there is no need to create a separate personnel number for him. However, if his second job is outside this organization or in another department, then assigning a personnel number is quite appropriate.
Who can appropriate?
Personnel numbers are assigned to employees by a HR specialist. However, it is worth noting that the legislation does not regulate the position of the employee involved in assigning ciphers. However, when applying for a job, it is the HR engineers who are directly present.
This can also be done by the heads of structural divisions or even by the head of the enterprise. In the absence of a personnel employee, an accountant may take his place in this matter.
How is a personnel number assigned?
According to generally accepted rules of personnel and accounting, personnel numbers should be assigned from a single value. As the number of employees increases, this figure correspondingly grows in chronological order, without omissions. To encrypt the personnel number, only Arabic numerals are used, without adding any other symbols, such as periods, quotation marks, hyphens, etc.
However, the above information is not strictly mandatory. The fact is that the law does not have any special clauses or any regulations regulating the assignment of personnel numbers. So, purely theoretically, each enterprise has the right to independently decide how to develop and apply these digital codes to employees, as well as adjust them in the future.
Since personnel records allow you to keep order in internal documentation, when assigning personnel numbers it is advisable to adhere to the following recommendations:
- A strictly defined employee must be involved in timekeeping;
- A personnel number must be assigned immediately after the newly hired employee submits all the necessary documents for registration or on his first working day;
- When assigning personnel digital combinations, you must follow the chronology, excluding omissions;
- It is necessary to bring to the attention of the employee the digital code assigned to him;
- It is mandatory to include the individual number in the employment order.
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Assigning personnel numbers of resigned employees to newly hired employees
Sooner or later, almost all specialists involved in timekeeping at enterprises and organizations ask themselves the question: is it possible to re-assign personnel numbers? Since this is not regulated in any way by law, we have to rely on established practice. And it is such that usually numbers that have already been used either do not find further use, or are assigned to new employees after at least one year has passed from the time the previously registered employee was fired.
Employee Personnel Number and Rehire
Important
Upon dismissal (cessation of work in this position), the personnel number can be retained by the specialist for the period recommended by letter No. 75-AB/89/10-80. Thus, if an employee returned to the company within 1-2 years, it is advisable to use the previous personnel number to identify him (or his position - one or more).
Info
If a person returns after the expiration of the period for assigning a personnel number to him, its use will be possible only if by that time the corresponding number had not been transferred to another employee. The employer can establish separate rules for the use of personnel numbers in relation to the identification of employee positions (as we noted above, a separate personnel number can be determined for each of them).
Where is personnel number accounting registered?
Enterprises that use personnel records of employees, as a rule, also keep a journal of personnel numbers . It records the following data:
- surname, name, patronymic of the employee;
- date of hiring;
- position and specialty;
- number of the employment contract and its date;
- the structural unit in which he is registered;
- the personnel number itself.
FILES
Summarizing the above information, we can say that keeping time records is a fairly important component of personnel and accounting records. However, when assigning personnel numbers, you should be guided by certain rules that each enterprise has the right to develop independently. However, their violation does not lead to any sanctions from regulatory authorities. However, impeccable timesheets significantly facilitate and optimize the work of HR and accounting departments, allowing you to avoid errors in calculating wages and other payments.
Practical advice
Assigning a personnel number may seem like a time-consuming process. However, it is not. Just follow a few simple rules and this action will be carried out automatically.
First of all, the internal documents of the organization must assign this obligation to a specific employee. This will help avoid arguments in the future. This will also eliminate the situation when no one is responsible for this operation.
Secondly, the direct assignment of a number to an employee should be carried out on the employee’s first working day, and ideally at the time of concluding an employment contract. In this case, the numbering will be correct and without gaps.
A specific numeric code must be communicated to employees, as this not only increases their importance in their eyes, but also helps to avoid errors when calculating wages. This is due to the fact that when writing any applications for financial assistance or for taking leave, the employee will indicate, among other things, his personnel number.
This parameter must also be indicated in the employment order. It can be typed in the program or handwritten by a HR representative.
