Are employee personnel numbers required? How the personnel number is assigned to the employees of the organization. How to assign a personnel number to an employee

What is a personnel number, where does it come from and is it required? Read in our article, find out if the numbers of dismissed employees can be used

In this article, you will learn:

Personnel number assignment procedure

The Labor Code does not define what an employee's personnel number is. This concept appeared in the Letter of the State Committee for Labor of the USSR N 75-AB, the Ministry of Finance of the USSR N 89, the Central Statistical Administration of the USSR N 10-80 dated 04/27/1973. When a person gets a job, the personnel department assigns him a digital code - a personnel number. This combination of numbers is unique and does not repeat, each employee has his own. The code remains unchanged throughout the entire period of the employment relationship between a person and a company.

In very large companies with thousands of employees, this can be done by a separate specialist - a timekeeper. In other firms, such responsibilities are assigned to a specialist in the personnel department or accounting department.

The legislation does not regulate this encoding and its assignment in any way, and theoretically any company has the right to invent its own cipher using Roman numerals, symbols and letters. But usually timekeepers follow the practice that has developed over the years.

The process of assigning a personnel number to a new employee is traditionally the following:

the specialist who draws up the newly arrived employee asks the responsible employee for a free combination;
the code assigned to the person is entered in the order for employment and personal card;
information about the specialist accepted into the staff and the number assigned to him is entered in the accounting log.

Is personnel number required

Since the legislation did not make the personnel numbers of employees mandatory, small companies consisting of 2-3 employees do without them. But in medium and large companies, they are most often used. This codification allows:

facilitate the work of accountants in processing and recording information about the internal movements of employees;
more simply and correctly and taxes, thanks to the marks made by the employee's personnel number;
simplify the search for information about salaries, sick leaves, time off, etc. for each employee.

Personnel number of an employee upon re-admission

The code assigned to an employee upon admission to work does not change until the person is dismissed from this organization. To avoid confusion, it is recommended 1-2 years after the dismissal of an employee not to assign his code to new specialists.

In this case, if the employee decides to return to the enterprise, he should return the old identifier. In case of a later return, the person will receive the previous code only if they do not have time to give it to one of the new specialists.

Will the employee's personnel number change when transferred to another department or to another position? More details - in the article material.

From the article you will learn:

Personnel number is a props widely used in personnel records. With its help, an employee - a specific person, and not a staff unit of an enterprise - is designated in internal documents. Personnel numbers in 2017 appear along with the passport data of personnel in personal files and cards, , payroll.

Important: if the organization uses for internal personnel records and unified forms of Goskomstat, the employee's personnel number becomes obligatory requisite, without which it is impossible to fill in the forms correctly.

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What is an employee's personnel number

The personnel number is a digital code, unique within the framework of a given enterprise, assigned to an employee. The code should be simple enough and allow unique identification of each employee so that there is no confusion when filling out the registration forms. If the structural unit has its own personnel service and accounting, its employees are assigned codes within the department. This can be found in large enterprises.

Personnel number assigned to an employee once when , remains unchanged throughout the period as long as the labor relationship between the employee and the employer continues. As a rule, after the dismissal of an employee, his personnel number remains unoccupied and, if former employee decides to go back, he will be assigned the same identifier.

In the future, each newcomer admitted to the state is assigned his own code - in ascending order, in chronological order. Once received, the code does not change when or in the event of a change in the employee's passport data.

These employee identification numbers are assigned to:

working under indefinite employment contracts;
employed by ;
external part-timers;
seasonal workers.

Personnel numbers are intended for internal use. Therefore, they almost never appear in the outgoing documentation of the employer, but are used to record hours worked and automate payroll, when registering etc.

Using such identifiers allows:

to simplify and facilitate the processing of data on employees;
track their movement between departments in the process of transfers;
when assigning a personnel number, make special marks in it that facilitate accounting and establish, for example, a special accrual procedure ;
promptly form requests for each employee and receive full information about the accrued and paid salary, , time off, overtime hours, vacations, etc.

But all the same, the main reason that makes it especially advisable to assign personnel numbers to employees is the working hours worked by each of them. These unique numbers are used for accounting, including automated, and fixing the time of arrival and departure from work, lunch breaks, absences on personal matters. Thanks to their use, the employer has the opportunity to receive reliable information about how fully the employee uses his work time, control this and take into account in the remuneration system, for example, when calculating bonuses.

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Each employee must receive their own unique code, even if it is an external part-time employee working at half or a quarter of the rate.

Personnel number of an employee: how a code is assigned to an internal part-time worker

- a widespread phenomenon, the essence of which boils down to performing work in several positions within one organization. An internal part-time worker carries out additional assignments of the employer only in his free time from work in the main position, on the basis of a separate employment contract.

Since at the parties conclude not one, but several employment contracts - according to the number of positions occupied by the employee - it is advisable to assign a personnel number for each of them. A specialist who works in two positions receives two different personnel numbers, for three - three, and so on. Thus, the procedure for accounting for the time worked by the part-time worker is simplified. Hours worked in the main position are accounted for separately from the hours worked in Download completed sample
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In 2017, personnel numbers are assigned to all employees with whom the employer establishes labor Relations... Including homeworkers, and professionals employed on a part-time or weekly basis. Personnel numbers-2017 are not assigned only to persons with whom cooperation is carried out on the basis of (contract, provision of services).

Employees of enterprises and organizations do not always encounter such a concept as a personnel number. Moreover, ordinary workers may simply not even know about its existence. But the specialists of personnel departments are required to keep time records of personnel. And this is just a part of the HR administration, which is a real science with its own laws, rules and procedures. At the same time, the section on personnel numbers occupies in it, although not quite official, but quite a significant place.

What is personnel number

As is already clear from the name itself, in fact, Personnel Number Is a special digital code of an employee. It is assigned to a person from the moment he starts performing job responsibilities... 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 previous personnel number.

I must say that timekeeping is rarely used in small firms, but, as a rule, it is in mandatory used in medium and large enterprises.

What are personnel numbers for?

The assignment of special digital combinations to employees of the enterprise pursues several goals at once:

facilitating the work of specialists of the accounting department for processing and recording data on internal movements of employees;
the personnel number is used to make various marks for a particular employee, which make it possible in the future to more simply and correctly calculate such parameters as wages and related taxes;
These numbers make it easy to find all the information about salary, sick leave, time off, overtime, vacation, etc. for a particular employee.

But, nevertheless, the main purpose of the personnel number is to keep track of 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 leaving home, all kinds of absences for lunch, on personal matters, etc. In the future, this information makes it possible to determine whether a person worked the allotted time or maybe he had overwork, and, based on this, calculate his wages.

If we talk about the time that an employee must spend at the workplace, then there are three main options.

Full time (40 hours per week).
Shorter working hours (20 hours per week or less).
Part-time work (the number of hours is determined on an individual basis by a separate agreement between the employer and the employee).

Most often, the last two points apply to students, minors, pensioners, people with disabilities and some other categories of citizens.

Who assigns a personnel number to an employee

In each organization that maintains such a personnel record, there must be a specialist who is entrusted with this responsibility. As a rule, this is either the head of the department, or an employee of the personnel department, who subsequently transfer the data to the accounting department, or directly an accountant, or a special timekeeper. The latter is especially common for large industrial enterprises... An authorized employee keeps a register and records of assigned ciphers, control over the correctness of their assignment and use

To whom personnel codes are assigned

Personnel numbers must be assigned to all employees of the company where personnel records are kept. In particular:

those who are employed on a permanent basis;
temporary employees;
external part-timers;
seasonal workers.

Attention! If an employee combines positions within the same structural unit or department, you do not need to enter a separate personnel number for it. However, if his second job is outside this organization or in another department, then the assignment of 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 from a single value. As the number of employees increases, this figure, accordingly, grows in chronological order, without omissions. To encrypt the personnel number, only Arabic numerals, without adding any other characters, such as periods, quotes, hyphens, etc.

However, the above information is not strictly binding. The fact is that the law does not contain any special clauses or any normative acts 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 correct them in the future.

Since timekeeping allows you to keep order in the maintenance of internal documentation, it is advisable to adhere to the following recommendations when assigning personnel numbers:

A strictly defined employee should be engaged in time keeping;
You need to assign a personnel number immediately after the newly hired employee submits all required documents for registration or on its first working day;
When assigning time-number numerical combinations, the chronology must be observed, excluding omissions;
It is necessary to bring to the attention of the employee the digital code assigned to him;
Be sure to enter an individual number in.

Assignment of personnel numbers of retired employees to newly hired employees

Sooner or later, almost all the specialists involved in personnel records at enterprises and organizations ask themselves the question: is it possible to reassign personnel numbers? Since this is not regulated by law in any way, here we have to rely on the established practice. And it is such that usually already used numbers either do not find further use, or are assigned to new employees after at least one year has elapsed since the employee who was previously listed on him was dismissed.

Where is the accounting of personnel numbers registered?

Enterprises that use time-keeping records of employees, as a rule, maintain and personnel number journal... It records the following data:

surname, name, patronymic of the employee;
the date of his hiring;
position and specialty;
employment contract number and date;
structural unit in which he is listed;
the personnel number itself.

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Summing up the above information, we can say that time keeping is a rather important part of personnel and accounting records. However, when assigning personnel numbers, one should be guided by some rules that each company has the right to develop independently. However, their violation does not lead to any sanctions on the part of the regulatory authorities. Nevertheless, impeccable time keeping greatly facilitates and optimizes the work of personnel and accounting departments, allowing you to avoid errors in calculation wages and other payments.

Personnel Number

Personnel Number- a unique number of an employee of an enterprise, institution, organization or its large structural unit, under which the employee appears in internal documents, primarily in a personal file, a report card (from which the name comes) and documents for payment of wages.

The personnel number of an employee is unique within an organization or structural unit that has its own personnel department and accounting department, it is assigned once upon admission to work, it never changes. In some organizations, after the dismissal of an employee, it can no longer be assigned to other employees who come to work later, while in others it is allowed. Typically, personnel numbers are assigned starting with one (number 1 is usually the first manager of the enterprise), each subsequent number is one greater than the previous one.

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See what "Personnel number" is in other dictionaries:

Personnel Number- for days (not counting the time spent on the road) from "" 20 to "" 20 years Valid upon presentation of a passport Head position signature decryption of signature Notes on departure on a business trip, arrival ... Dictionary-reference book of terms of normative and technical documentation

NUMBER, TABLE- the number assigned to each employee when hiring. It is affixed on all documents for the registration of personnel, production and wages. In the event of dismissal or transfer to another job, the personnel number, as a rule, cannot ... ...

TABLE ACCOUNTING Legal encyclopedia

Accounting for the working time of each employee. It is carried out in the report card, which indicates the personnel number of each employee, his last name, first name, patronymic, information about working hours for each day of the month ... Encyclopedic Dictionary of Economics and Law

room- a; pl. numbers /; m. (from lat.numerus number) see also. number 1) The ordinal number of an object in a row of other homogeneous ones. House number. Phone number. Document Number. H ... Dictionary of many expressions

A; pl. numbers; m. [from lat. numerus number] 1. Ordinal number of an object in a number of other homogeneous ones. N. at home. N. phone. N. document. N. flight, route. N. ticket. N. tasks. Tram n. eight, forty-two. Learn, write down, remember, remember, ... ... encyclopedic Dictionary

ACCOUNTING, TABLE- accounting with the help of the primary document timesheets of attendance at work and the use of working time, covering all employees of the organization. Each employee is assigned a specific personnel number, which is indicated in all accounting documents ... ... Big accounting dictionary

ACCOUNTING, TABLE- registration of attendance at work and the use of the working time of each employee for each working day, carried out using the primary document of the timesheet. That. is performed by the method of registration of deviations (absences, delays, etc.). The report card reflects ... Big Dictionary of Economics

Wage- (Wages) The most important means of increasing the interest of workers Participation of workers in the share of newly created material and spiritual benefits Contents Contents. > wages are the most important means of increasing motivation ... ... Investor encyclopedia

And (outdated) number, a, pl. numbers and (outdated) numbers, m. 1. Ordinal number of an object in a number of other homogeneous ones. House number. Phone number. Document Number. □ [Voinitsyn] took the ticket, showed the number and went to sit by the window, while his predecessor ... ... Small academic dictionary

The newly created organization is recruiting employees. Is it obligatory to assign a personnel number to a new employee of the company, or can you do without it? In what order should I do this? We will answer these and other questions in the article.

An employee accepted into the organization must be assigned a personnel number. This requisite is the internal code of the employee, and is indicated in all personnel documents, drawn up according to unified forms (in the order for employment, vacation schedule, personal card, etc.). The assignment of a personnel number to an employee is a mandatory procedure in accordance with cl.

How is a personnel number assigned to an employee?

18 Basic Provisions for Accounting for Labor and Wages in Industry and Construction, introduced by the letter of the State Committee for Labor of the USSR, the Ministry of Finance of the USSR, and the Central Statistical Administration of the USSR dated 04/27/1973 No. 75-AB / 89 / 10-80.

Note that the procedure for assigning a personnel number is not established by labor legislation and can be approved by the employer (organization or individual entrepreneur) independently (Article 8 of the Labor Code of the Russian Federation). Thus, there is no uniform sample of the procedure for assigning a personnel number in the organization and may differ from company to company.

After dismissal, the number is not used for a year or two

The personnel number is retained by the employee during the entire time of his work in the organization. Moreover, upon dismissal of an employee, his personnel number cannot be assigned to another employee for one to two years (clause 18 of the Basic Provisions, approved by a letter from the USSR State Committee for Labor, USSR Ministry of Finance, USSR Central Statistical Office of 04/27/1973 No. 75-AB / 89/10 -80).

As for the personnel numbers for the police officers, the assignment of a personnel number to an employee under a work contract or under a paid service agreement is not required. The personnel number is assigned only to the staff members of the company.

Thus, the assignment of a personnel number to a previously dismissed employee upon re-hiring is possible if two years have not passed since the date of his dismissal, and his former personnel number has not been assigned to another employee. Moreover, at present in the programs 1C "ZUP" and "Salary and Personnel" personnel specialist can independently determine the procedure for assigning a personnel number to a newly hired employee (for more details, see “Personnel number of an employee when re-hiring”).

In practice, personnel officers have a question about the assignment of a personnel number internal part-time... Indeed, it is not prohibited to enter an additional personnel number in such a situation. However, there is another option for solving the problem (for more details, see "Personnel number of the internal part-time worker").

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