Learn all about the HR number
You've heard of the HR personnel number, but don't know exactly what it is or how to recognize 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 generate it on a payslip.
What is the HR personnel number?
The HR matricule is also known as the employee matricule number . Its characteristics are as follows:
- 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 assigned to the employee as soon as he or she registers with the employer;
- Its allocation is usually automated by payroll software used within the relevant department.
💡 Unlike the EK code, another employee identification number, the HR personnel number is permanently assigned and does not change regularly.
And if you're wondering how many digits the HR personnel number comprises, there's no imposed nomenclature. The number sequence used is adapted to your organization, and its format must be used consistently.
☝️ It's important to note that this identifier must not be the same as the social security number, in order to comply with the RGPD. This applies to any means of identifying employees in the company's HR files, of which the single personnel register is a part, 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's like a key that gives secure access to his or her digital safe account , enabling him or her to consult his or her dematerialized pay slips.
Where can I find my HR personnel number?
The employee's personnel number is one of the compulsory items of information on a payslip.
More precisely, 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.),
- company address,
- URSSAF contributor identifier, etc.
💡 And where can one find the HR personnel number without a payslip ?
In certain special cases, an employee may wish to find out his or her employee number without a payslip.
The only solution is to contact the HR department, as this confidential information cannot be made accessible outside the company.
Managing HR personnel 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 integration to their career development within the company, thanks to rapid access to all relevant information (position, skills, HR personnel number, etc.).
Alternatively, if your company has already opted for dematerialization of pay slips, your software solution enables you to automatically assign an employee personnel number as soon as a new employee is entered.
Payroll software offers many other advantages, such as :
- automatic generation of pay slips,
- management of all mandatory information and headings,
- the possibility for each employee to consult and download pay slips on a secure personal space, etc.
Your files are filed automatically, and HR compliance is guaranteed. If this isn't already the case, 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 pay slips!
Article translated from French