Personnel number of the employee upon re-employment. Personnel Number. What is an individual digital employee number?

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 statements on financial assistance or to apply for 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. Logbook. Recording personnel numbers Enterprises that are forced to use personnel numbers for their employees often use a document such as a personnel number register.

How is a personnel number assigned to an employee?

Help Along with the job title and personal data of the employee, personnel numbers for 2017 are indicated:

• in orders for employment, reinstatement and termination employment contract;
• in orders for transfer, granting leave and sending on a business trip;
• in the time sheet;
• in staffing arrangements and shift schedules;
• in travel certificates;
• in registers and books.

Download a blank formDownload in .doc Download a completed sampleDownload in .doc In what format do you primarily get acquainted with the changes in labor legislation? How is a personnel number assigned to an employee in 2017? There is no single procedure common to all employers in which employee personnel numbers should be assigned.

How is a personnel number assigned to an employee?

This is especially true when there are namesakes or full namesakes. Of course, you can also check parameters by position or date of hire. However, personnel numbers should not be discounted.

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 case of absence personnel worker An accountant can take his place in this matter. Who can be assigned a personnel number? Can all employees be assigned a code? Personnel numbers are usually kept for all employees of an enterprise.

Why do they start it and what is the employee’s personnel number?

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.

1. Full time (40 hours per week).
2. Shortened working hours (20 hours per week or less).
3. 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.

How is an employee's personnel number assigned?

Add to favoritesSend by email Employee personnel number - how is it assigned and why is it needed? Let's look at these and other questions in our article. Is assigning a personnel number to an employee mandatory? The procedure for assigning a personnel number. The principles of forming a personnel number. Features of using a personnel number. Is a new personnel number needed for an employee when re-hired? Results Is assigning a personnel number to an employee mandatory? Each specialist who has entered into a fixed-term or open-ended contract with the employer is assigned a personnel number, which is subsequently recorded in all documents related to personnel records and payroll calculations (clause 18 of the Appendix to the letter of the State Committee for Labor of the USSR, the Ministry of Finance of the USSR, the Central Statistical Office of the USSR dated 04/27/1973 No. 75-AB/89/10-80).

Employee Personnel Number and Rehire

Namely:

• For employees working on a permanent basis.
• Temporary or seasonal workers.
• 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 internships in any department receive their own code. It is worth noting that if an employee has any combination of jobs or professions within one 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 is an employee's personnel number assigned? What does the law say? It’s worth noting right away that the legislation is quite vague about assigning a personnel number at an enterprise.

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

Info

Procedure for assigning a personnel number General algorithm assigning a personnel number to an employee can be as follows: 1. A HR specialist (or another person hiring an employee) requests a free personnel number from the responsible colleague. Information about occupied personnel numbers can be reflected in a special accounting journal.

• FULL NAME. hired employee;
• dates of hire;
• specialist positions;
• personnel number (which is assigned to a specific specialist for the duration of work and for 1–2 years after termination of the employment contract).

2. An order for employment is issued (Form No. T-1), a personal card of the specialist is prepared (Form No. T-2). Both documents contain a personnel number.

Assigning a personnel number to an employee

This is what a fragment of a completed employment order (form T-1) may look like: Download a blank formDownload in .doc Download a completed sampleDownload in .doc Every employee should receive their own unique code, even if we're talking about about an external part-time worker working at half or quarter rate. Help Employee personnel number: how the code is assigned to an internal part-time worker Internal part-time work is a common phenomenon, the essence of which comes down to performing work for several positions within one organization. An internal part-time worker carries out additional assignments from the employer only during his free time from working in his main position, on the basis of a separate employment contract.

Personnel Number

In this case, you are allowed to use the previous code received during your first employment. This approach is not often practiced, since each rehire is carried out on the basis of a new employment contract - which means that we are talking about a new employment relationship. Standard format personnel number - Arabic numerals without extraneous characters.

Dashes, hyphens, Roman numerals, indices, and letter codes are usually not used, although there is no categorical prohibition on their use. Therefore, the personnel number more often looks like the code “45” than “45LRS” or simply “LRS” (using initials and other letter designations). The second and third options are less common.

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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. How a personnel number is assigned According to generally accepted rules of personnel and accounting, personnel numbers must be assigned starting 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.

Employee personnel number

Home → Accounting consultations → Personnel documents Updated: October 19, 2017 Employees themselves rarely encounter personnel numbers, and often do not even know about their existence. However, many enterprises (usually medium and large) use the employee’s personnel number in personnel documentation.
How this number is assigned and why it is needed will be discussed in this article. What is a personnel number (TN)? This is a digital code that is assigned to an employee when hired by an organization once and for the entire period of work, used for the convenience of maintaining personnel documentation. Even if an employee quits and then re-employs the same company, he will be assigned the same TN. As a rule, new employees are not assigned the personnel numbers of previous employees to avoid confusion.

Personnel number of a Sberbank employee

There is an unusual situation in the company; a recently resigned employee has been rehired. The personnel officer had a question: is the employee’s personnel number retained upon re-hire? Or does it need to be assigned a new number? We will answer this question in the article. A personnel number is needed for documents. An employee accepted into an organization must be assigned a personnel number.

This detail is the employee’s internal code and is indicated in all personnel documents, drawn up according to unified forms (in the employment order, vacation schedule, personal card, etc.). Assigning a personnel number to an employee is a mandatory procedure in accordance with clause 18 of the Basic Provisions for Accounting for Labor and Wages in Industry and Construction, introduced by letter of the State Committee for Labor of the USSR, the Ministry of Finance of the USSR, the Central Statistical Office of the USSR dated April 27, 1973 No. 75-AB/89/10-80 .

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 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 about wages, vacations, sick leaves and time spent at work. 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 subsequently work time it is not changed; in any case, there is no need to do so.

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.

How is the number assigned?

As it turned out, employee personnel numbers help accounting departments maintain special records for the issuance and calculation of wages. In the accounting department, in each case opened for a worker, these individual figures appear. But it’s worth knowing how, with the help of these digital individual ciphers, their records and everything else that is connected with them can be kept.

There are no specially developed regulations for the correct assignment of individual digital ciphers. Based on this, each organization has the right to create its own rules for the development of ciphers and subsequently adjust them.

You should also take into account the basic rules for accounting for labor and wages, which are used in the construction and industrial fields: each employee who is hired for a permanent, temporary, or seasonal stay at the workplace is assigned an individual timesheet code consisting of several digits. The numbers subsequently serve to process reliable information about the employee. Basic regulations and rules may allow the previously used time combinations of departing employees to be assigned to other workers for 1-2 years.

To correctly assign and maintain timesheet records, you need to:

1. Each organization that practices the establishment of personnel numbers when hiring is required to have on its staff a worker who will maintain full control over the assignment, accounting, created register and maintenance of all the basic rules for issuing an individual document.
2. Employees applying for a job for the first time are required to assign individual digital combinations when the entire package of documents is submitted. As a last resort, assignment can be made on the first working day.
3. Assignment occurs in chronological order.
4. The employee’s individual number must appear in the order that confirms employment.
5. It is impossible to change the number for any reason, since it is assigned once.
6. In the case of a re-employment, the worker can receive his old personnel number, which is located in the database under his initials. But unless, of course, it was given to another employee within 1-2 years.
7. Mandatory condition: the employee number must be in the form of Arabic numerals, cannot consist of letters, or contain dashes or other separating characters.

Tracking time spent at work

The assigned number will help in keeping track of working hours. Labor in our lives is the only factor for survival and existence on earth. It can only be measured by the time spent. To more conveniently measure working time, it is customary to use a personnel number, which will record the time of arrival and departure from the workplace.

The main categories of time accounting are its size and the established norm. The amount of working time can be calculated based on the work performed and the amount of time spent at the workplace. But as practice shows, many enterprise employees sacrifice their personal time in order to achieve the company’s goals in a timely manner. Due to this, the actual time worked and the prescribed norm diverge.

A worker has the opportunity to earn rest and wages throughout the entire year or several months. But the assigned personnel number will help you correctly calculate the required number of days allotted for rest and receive an honestly earned salary.

Still, it is not in vain that personnel numbers are assigned to employees. They, in turn, can instantly display all information about the employee and calculate the length of time spent at the workplace. There are three main types of time spent at work, such as:

1. Normal. Amount of time, established by law, must correspond to the 40-hour norm.
2. Abbreviated. Reducing time for work can be practiced in case of admission individuals who have not reached the age of majority. In this case, the time can be reduced from 1 to 4 hours.
3. Incomplete. At the time of employment, the employer and worker may agree on a part-time or shortened week. Typically, such cases occur if the person being employed is: a student, a pensioner, a disabled person, or a housewife. It is also worth emphasizing that this agreement does not affect vacation and seniority. The only thing this can affect is the payment of vacation days.

Biometric accounting systems

Nowadays, new technologies amaze with their characteristics. After all, now you can do without a personnel number, as they came up with new system- biometric. The biometric system is a new method of recording working hours and collecting all personal data about the employee. Such identifiers are unique because they cannot be destroyed, lost or deceived.

Using them is quite simple and convenient. At the moment, fingerprint identification is practiced. Thanks to such terminals, you can easily record the time you left and came to work, just like a personnel number does. In order for the information to enter the database, you just need to touch the sensor with your finger to scan.

Moreover, such systems include intermediate events during the working day, for example, a lunch break, a business trip, a business trip and much more; you just need to click on a special button that will record this. Many terminals have cameras that take a photograph of the employee after identification. This will only strengthen the company's security level.

A personnel number is a detail that is used in personnel records. With the help of a personnel number, an individual person is displayed in the company’s internal papers, and not just a staff member.

When an employer uses for internal personnel records and working time recording unified forms, approved by the State Statistics Committee, the personnel number is one of the required details. Without it, it will be impossible to fill out the forms correctly. In this article we will look at how to assign a personnel number to an employee.

Personnel Number

A personnel number is a unique digital code (within one employer) that is assigned to an employee. The digital combination should be simple, but at the same time allow any employee to be identified, so that there is no confusion when filling out personnel forms. In large companies, when individual structural units have their own personnel and accounting department; employees are assigned codes within one department.

Important! A number is assigned to each newcomer in chronological order. The received code will not change if the employee is transferred or his passport details change.

Who is assigned the personnel number?

Personnel numbers that allow employees to be identified are assigned to employees:

• who has entered into an open-ended employment contract with the employer;
• workers under a fixed-term employment contract;
• external part-time workers;
• for seasonal travelers.

Why is a personnel number assigned?

The personnel number is required for internal use. They, as a rule, are not indicated in outgoing documents, but are used in documents for recording time worked, orders for personnel, etc.

Assigning identification numbers to employees allows you to:

• make it easier to process personnel data;
• track the movement of employees during internal transfers to other departments;
• make special notes when assigning a number to facilitate accounting or establish a special payment procedure;
• promptly generate a request for an individual employee, receive information about the employee’s accrued or paid salary, sick leave, time off, vacations, etc.

Important! The main reason The use of personnel numbers for employees is to record the working time worked by each person. They are used to record and record the time an employee comes to work or goes home, breaks for lunch, and simply being absent on business.

Using the numbers, employers can obtain reliable information about how an employee uses his working time. They can control this process and take it into account in the wage system.

Where are personnel numbers displayed?

In addition to the employee’s personal data and the name of his position, the personnel number is indicated in:

• order on hiring (reinstatement, dismissal);
• vacation order (business trip, transfer);
• time sheet;
• shift schedules, staffing arrangements;
• travel certificate;
• various registration journals (books).

Procedure for assigning a personnel number to an employee

There is no approved procedure for assigning a personnel number to an employee. The law does not provide for a specific procedure for assigning a personnel number by the employer. In this regard, employers have the right to independently develop their own procedure and consolidate their algorithm in local regulations.

The algorithm of actions can be drawn up in the form of instructions or regulations, which will detail the rules for assigning numbers, accounting and control of numbers in the company. If automated HR and accounting tools are used for accounting, the code will be assigned automatically in the program when registering a new employee. However, many employers still keep records manually and record personnel numbers in log books. One of the company employees is appointed responsible for maintaining and storing the journal: personnel specialist, accountant or clerk. Such a responsibility as assigning a personnel number to an accepted employee is assigned to the personnel officer by order. If we consider large employers, then the function of assigning personnel numbers is the responsibility of the timekeeper. In addition to directly assigning the number, the timekeeper or other responsible employee also maintains their register, and also monitors the correct assignment or use of the number.

Important! If the employer switches to the new kind software, then employee personnel numbers should remain unchanged when transferred to the new system.

How to assign a personnel number to an employee

If a new HR employee has difficulty assigning a personnel number to an employee, then he needs to rely on the company’s internal rules, as well as generally accepted standards.

Most employers use a single procedure for assigning a personnel number, which has not changed for several decades. To begin with, they compile a general list of numbers starting from one. Moreover, as a rule, the first number indicates the director, the second – his deputy, etc., until all employees are numbered.

When drawing up an order for employment new employee gets his number. This can happen either automatically or manually, taking into account the chronological order and without omissions.

For example, if the staffing structure contains 125 employee records, then the new employee will be assigned personnel number 126. An exception to the rule is the hiring of a former employee who resigned, who already had his own personnel number. In this case, it is possible to use the previous code.

However, this happens quite rarely in practice. When a dismissed employee is rehired, a new employment contract is concluded with him, which indicates the beginning of a new employment relationship. Accordingly, a new number is assigned.

The personnel number format is usually in Arabic numerals. There are no extraneous characters in it. Symbols such as dash, hyphen, Roman numerals, index or letter combination are not used. However, there is also no direct prohibition on the use of these symbols. But usually the personnel number looks like this: “123”. And numbers such as “123full name” or simply “full name” (for example, using initials) can be found quite rarely.

How to assign a personnel number to an internal part-time worker

Internal part-time work is the performance of work by one employee in several positions within one company. The internal part-time worker carries out all the instructions of his employer only in his free time from working in his main position. At internal part-time job a separate employment contract is concluded with the employee.

Due to the fact that several labor agreements are concluded with one employee during internal part-time work, it is more expedient to assign personnel numbers for each. That is, if an employee is employed in two positions, then he is assigned two numbers, if he has three, then three, etc.

Conclusion

As a rule, each new employee with whom the employer signs an employment contract is assigned a personnel number. Workers such as homeworkers, seasonal workers or part-time employees are not excluded. Personnel numbers are not assigned only to those employees with whom labor Relations formalized by a civil law agreement (contractor agreement, service agreement).

Many large and medium-sized enterprises have a personnel number system. Employees may not even know that their organization has a special account code. When applying for a job, a new code designation is used for each specialist to avoid repetitions. Read the article on how to assign an employee's personnel number.

How does the personnel numbering system work?

First, about what an employee’s personnel number is. Personnel codes are written in the personal cards of employees after their admission to the enterprise has been formalized. These codes remain valid throughout the entire period of validity of the employment agreement with the individual.

When an employee is dismissed, the released number will not be used for other persons. This code is retained by the person in case he is re-employed by the company.

In personnel records, the personnel number is used for the following purposes:

• employee identification in primary personnel documentation;
• indication of numbers in accounting forms when calculating salaries;
• operational analysis of employees based on samples based on timesheet codes.

From here it becomes clear whether personnel numbers are needed. It's really very convenient.

However, is a personnel number required? Formally, no, since there is virtually no legislative regulation of the procedure for assigning personnel codes.

Today, how personnel numbers are assigned to employees of an organization can be found out from the acts of the USSR period. Thus, employers who decide to introduce this system for identifying members of the workforce into personnel records are guided by the provisions of April 27, 1973 - this is a joint letter of the State Labor Committee No. 75-AB, the Ministry of Finance No. 89 and the Central Stat. control No. 10-80.

Paragraph 18 of this letter states how personnel numbers are assigned. Every employee who is employed should have this code:

• temporarily;
• on an ongoing basis;
• for one season.

Personnel number is an individual digital code assigned to an employee upon employment.

Why is a personnel number needed?

Assigned at the time of hiring, the personnel number is one of the main elements of individual personnel and financial accounting for a specific employee, and is reflected:

• in the personnel record card form T-2;
• in personnel orders on hiring, dismissal, transfers, bonuses, punishments and encouragement of an employee;
• in automated accounting programs for payroll calculation (where employee identification is made precisely by individual number);
• in payroll statements.

A unique employee number makes it possible to eliminate errors in recording his labor activity, financial accruals for wages, social benefits, tax deductions.

Employee personnel number: how the code is assigned and what documents regulate the procedure

The regulations of the Russian Federation governing personnel records do not establish the procedure for assigning personnel numbers (TN). In this regard, personnel services are guided by the provisions set out in the Letter of the State Committee for Labor of the USSR No. 75-AB, the Ministry of Finance of the USSR No. 89 and the Central Statistical Office of the USSR No. 10-80 dated April 27, 1973. Paragraph 18 of this Letter establishes the need to assign TN to all persons employed in permanent, temporary or seasonal work. It is recommended not to assign the personnel numbers of dismissed employees to other persons for 1-2 years.

Considering that the procedure and necessity for assigning unique account numbers is left to the discretion of the employer by law, the principles for identifying employees must be established by order on the internal document flow of the enterprise. The Rules regulating the procedure for assigning a personnel number to an employee at a particular enterprise must reflect the following aspects:

• availability and maintenance of a register of personnel numbers at the enterprise;
• how a personnel number is assigned to employees of the organization who are employed for the first time and repeatedly;
• requirements for the chronologization of personnel numbers (starting with No. 1 and sequentially increasing numbering);
• Contents of the TN Registration Journal.

TN validity period

An individual technical specification is unchanged and is valid throughout the entire period of the employee’s work at a particular enterprise. Personnel numbers under which employees who left the enterprise were registered can either remain with those dismissed or be assigned to new employees after some time.

In cases where an employee, for some reason, interrupted his activities, and after a short break returned again and found work at an enterprise, it is better to assign him not a new, but the same personnel number under which he was previously registered in the state (if this number is not assigned another employee). That is why, before assigning a personnel number to an employee, his data is checked against the enterprise’s archive database to determine the presence of a previously assigned unique code.

TN accounting log: contents and requirements for the document

The personnel number register does not have a unified standard, but it has a recommended form, according to which it must contain at least six required columns:

• Personnel Number;
• Full name of the employee;
• employment date;
• specialty or position for which the employee is applying;
• structural subdivision;
• registration data of the employment contract (number, date).

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