Not all employees of organizations know what a personnel number is, and many do not even realize that it exists. But here the personnel department personnel are required to keep personnel records using a personnel number. The assignment procedure, as well as the main features of this concept, will be considered in more detail.
Definition
Personnel number can be understood as a special digital code of an employee. The assignment of a personnel number to an employee occurs at the beginning of work in a particular organization. Personnel numbers are not repeated, and for each employee there is an individual code. Throughout the entire career in a particular company, the employee number does not change.
Even in the case when a person for some reason quit the organization, but returned after a while, he is assigned the same personnel number.
What is it needed for
Assigning a personnel number to an organization employee is necessary in order to:
- To facilitate the work of accounting for processing data on the internal movement of personnel.
- Make notes for a particular employee to enable further calculations.
- Find the necessary information about wages, sick leave, holidays, absenteeism, etc. by employees.
The main purpose of a personnel number is considered to be the accounting of the working hours of each employee. To do this, the authorized employee records the time of arrival and departure of each of the staff, as well as the time intervals spent on lunch, absences, etc. In the future, this will help to calculate how efficiently the employee worked the required working hours. Based on this, a salary is accrued.
There are certain standards for the hours that must be observed:
- 40 hours - full time;
- 20 hours - shortened working day;
- part-time (depends on certain conditions agreed between the parties when hiring).
Who should assign and to whom
The personnel number of the employee is assigned by an authorized person who conducts personnel records management of the organization. This may be the head himself, accountant, secretary, human resources employee. This employee must keep a register and record the assigned numbers, monitor the correctness of their use.
Each employee who officially works in the enterprise must have a personnel number. The procedure for assigning personnel numbers is not established by any regulatory acts, therefore, the organization has the right to determine it independently. The personnel number is assigned to:
- working on an ongoing basis;
- being temporary employees;
- being external part-timers;
- working under a fixed-term contract.
It is important to remember that if it is an internal part-time job, then you do not need to assign another personnel number to it. But with external combination, it is quite advisable.
How to assign a number
According to personnel and accounting, each employee must be assigned a personnel number. The code assignment order is based on the chronological order. In other words, each employee has a single value. And for each subsequent employee, the code increases according to the account. Arabic numerals are used for encoding. You cannot use other characters - periods, quotation marks, etc.
But not one legislative normative says exactly how the personnel number is assigned. This does not regulate labor law. The employment contract must also contain the employee code, which is assigned when applying for a job.
Since time-keeping records allow you to keep all documentation in order, it is best to adhere to the following rules when assigning a digital code to an employee:
- Personnel records must be kept by one person.
- The code must be assigned as soon as the newly arrived employee has submitted documents for registration.
- The chronology must be followed when assigning a number.
- The digital code must be entered in the order on the hiring of the employee.
Numbers left
Many specialists who keep personnel records ask themselves the question: is it possible to assign a personnel number to an already resigned employee who is newly employed? Neither federal law nor labor law addresses this issue. The employment contract also does not contain any information on personnel numbers. Therefore, personnel officers have to rely on existing practices. Namely, in some companies they can do the following: if after 12 months the employee has not returned to the workplace, his personnel number can be assigned to a new employee.
registration
It was explained above what the personnel number is, the procedure for assigning this code and some of its features. Next, find out how personnel records are kept. For this, a special journal is kept in the company, where the following information is recorded:
- Details of the employee (surname, name, patronymic).
- Employment date.
- Position.
- Specialty.
- The number of the labor agreement, the date of its preparation.
- The structural unit in which the employee works.
- Personnel number of employee.
Maintaining personnel records is a fairly important factor in office work. And as it turned out, when assigning a number to each employee, one must be guided by certain rules. However, each organization can develop its own personnel accounting model and follow it. Since there are no regulated rules, deviation from the foregoing does not lead to any penalties. The main thing to remember is that properly organized time records will greatly facilitate the work of both bookkeeping and personnel specialists.