Ash Mathew
Recruitments, Training`
General Hr, Mysap Erp Hcm,hays Job Evaluation,
Raj Kumar Hansdah
Shrm, Od, Hrd, Pms
Human Resources
Pursuing Mba Hr)

Dear All,
I am working in a small department where almost 15 employees are working. I need to give them employee code nos. can u please advise me what is the best criteria to allot them employee codes.
Whether it should be according to the designation or date of joining.
Please advise me at the earliest.

From India, Delhi
Hi Aarti,
I believe you already have the format which you wish to use for the Employee Code. As far as the criteria in which the series should be alloted, my suggestion would be to allot the same according to the Date of Joining fo employees.
The reason for not suggesting it in Designation/Rank order is because later on when new joinings happen you will not be able to maintain the Employee Code series.
Neeraj K. Singh

From India, Mumbai
Dear, Employee code must be issued according to Date of Joining Only. Regards, Karamdeep Kaur(Varsha)
From India, Delhi
Dear Friend,
An employee code is used for:
Identification - for example the code maybe zhc07
Z - may be the starting name of the company - eg Zebra
h - maybe the starting letter of the hr dept
c - may be a for contract roll employees
07 - is the persons unique identification code.
There may be the same name and initial and even birtdays for a few people...
So inorder to prevent confusions in retrieving somones information - an unique code is used for referrign to employees details. Maybe when the HR / admin person keys in the code, they will get all information related to salary - pf , loan, grievances, promotions...etc.
Using the code will be more helpful, than the name
It can be used for attendance marking (automated system will need some bar codes..and eventually the data will be fed in for the particular code)
morever - its an identification

From India, Madras
I have just finished a employee coding exercise for our ERP implementation and handled a complex coding issue covering more than 1300 employees at various locations, grade and joining span.
in your case, it seems you are looking for unique identification and basis you would like to use is designation or date of joining
I would suggest go on date of joining, two reasons
The employee code itself will revel how old the person is in the system
The employee designation may keep changing basis his/her role and responsibilities, promotions, transfers etc.
It is suggested to keep the codes numeric to ensure correctness.

From India, New Delhi
You can to give employee code on department wise and that is easy to understand which department he or she belongs and you can give a code which is staring from 4 digits or five digits code;
Example : 1001 to 1050 : one department
1051 to 1100 : one department
we cant estimate the future manpower so please predict your manpower and based on that you can give the range.

From India, Secunderabad
dear arti i would suggest to u tha employee code is very important u can use numeric no it is easy to mack id of employee. u can use 3 and 4 digit no. as bank use and this number u and show date of joining and other.
From India, Ahmadabad
Dear Arti

A few tips, which you'll find useful :
  • Have only numeric (and not alpha-numeric) Employee Code. Its convenient in the long run when you automate your system.
  • You can have a 6 digit Employee Code, where he first two digits signify the department, office, branch, unit, location etc. e.g. Everybody at a Sales Office Mumbai will have Code starting with 45 (say), where as employees at a Plant location will have code satrting with 11, Corporate Office with 01 etc.
  • Always have Employee Code based on Date of Joining. It serves many other purposes.
  • Throughout the lifetime/career, an employee will have only one Employee Code.
  • Once a person ceases to be an employee, that Employee Code is not to be used again. (In any case its not possible, as its based on Date of joining.)
  • Dont assign the Code immediately upon joining of a person. If its a multiple location organization, ensure see that all new joinings for the day has been accounted for. If necessary, wait for a day or two; to take care of any omissions.

Hope you'll find these tips, useful.


From India, Delhi
As per my personal experience in the HR department so far I would suggest as follows
1)The Employee code can be Alpha numeric like for Accounts department it could start with AC and for Sales SA or if credit control then CC
2) I would not suggest to use the DOJ because mostly when I hire employees as per the reporting managers request there would be 2 or more in the same department so the DOJ is not practically applicable in my companies
Instead I use like AC1000 to AC2000 or CC1000 to CC2000
3)Never ever repeat the Employee code for any other employee which has already been used.

From Australia, Adelaide
Hi ash can u tell me we r 4 types of employees,,, how to separate and differentiate the employess
From India, Madras
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