Find out all you need to know about the HR number
You've heard of the HR number, but don't know exactly what it is or how to recognise it?
To help you manage your human resources, and in particular your payroll, find out in more detail what this HR identifier is, how to identify it and how to generate it on a payslip.
What is the HR personnel number?
The HR personnel number is also known as the employee number . It has the following characteristics:
- It is a unique identifier for each employee. This makes it possible to associate it with a unique and secure identity within the company;
- As a general rule, it is created and allocated to the employee as soon as he or she is registered with the employer;
- Its allocation is generally automated by payroll software used within the relevant department.
💡 Unlike the EK code, another employee identification number, the HR personnel number is allocated permanently and does not change regularly.
And if you're wondering how many digits the HR personnel number comprises, there is no set nomenclature. The number sequence used is adapted to your organisation and its format must be used consistently.
☝️ It is important to note that this identifier must not be the same as the national insurance number, in order to comply with the RGPD. This applies to any means of identifying employees in the company's HR files, including the single personnel register, for example.
What is it used for?
From the employer's point of view, the purpose of the HR number is to identify each employee within the company, as we have seen. It is also useful for issuing pay slips.
On the employee side, it is like a key that gives secure access to their digital safe account so that they can consult their electronic pay slips.
Where can I find my HR registration number?
The employee's personnel number is one of the compulsory items of information on a payslip.
More specifically, this HR code can be found at the top of the pay slip, alongside other personal data and information such as :
- the employee's identity (surname, first name, social security number),
- the employee's address
- the employer's identity (company name, SIRET number, NAF code, etc.),
- the company address,
- URSSAF contributor identifier, etc.
💡 And where can you find your HR personnel number without a payslip ?
In certain specific cases, an employee may want to know their employee number without having a payslip.
The only solution is to contact their HR department, as this confidential information cannot be made accessible outside the company.
Managing HR numbers with software
Software like monday.com HR lets you create the perfect HR platform for your company. Keep track of your employees, from their induction to their career development within the company, thanks to rapid access to information about them (position, skills, HR number, etc.).
Alternatively, if your company has already opted to dematerialise payslips, your software solution will allow you to automatically assign an employee number as soon as a new employee is entered.
Payroll software offers many other advantages, such as
- automatic generation of payslips,
- management of all compulsory information and headings,
- the ability for each employee to view and download pay slips from a secure personal space, etc.
Your files are filed automatically and HR compliance is guaranteed. If you haven't already done so, find out more about equipping yourself with an HR tool to simplify and automate your processes... and save you time on your administrative management, including the distribution of payslips!
Article translated from French