How Can I Make Codes Of Employees? - CiteHR
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You can combine the Employee PF Number and the Employee ESI Number with department code and the month & year of Joining, and sex e.g. xxpppppeeeeemmyyd
xx = Department
ppppp = Employee code of PF
eeeee = Employee code of ESI
mm = Month of Joining
yy = Year of Joining
d = 1 for male and 2 for female
You can omit either PF/ESI code to make it shorter. If an employee has not yet been allotted a PF/ESI code you can put 00000 in place of number.
You can prefix it with 1,2 or 3 for Top Management, Middle Management and Lower Management respectively.
You can do the adjustments according to your need and for that purpose you may add other digits.
This way the other statutory numbers (PF/ESI code) will get incorporated in the EC for easy identification.
Surendera m. Bhanot

The best thing you can do is have some six or eight digit code of numericals starting from 001000 or 00001000 which can be alloted to your MD or Owner of the company and rest of others codes can be continued on the basis of date of joining the company.
To be noted an office assistant who has joined the company in 1998 may get his EC as 001008 and the Manager who has joined recently will get his EC as 001115.
In this you have to ignore the position/designatio which the Employee holds and have to consider only the DOJ the Organisation.
I hope your best to convince your Boss regarding this.
Best Regards,
Sekar Ravichandran

Dear Anthony
Thanks for your valuable inputs; some of which were not deliberated upon earlier.
I especially liked your suggestion on :
"Always start with a number - never a zero as this make get interpreted as a leading zero which will get deleted by some IT systems."
I look forward to more of your value-additions in other discussions too.
Warm regards.

You can start the employee codes by taking their joining year into consideration followed by no. and superiority . For ex - If an employee joined your organization in 2010 and he is 98th employee of the org., so you can give him a EC - 2010098 etc.

You will need to fill up Proforma for coverage for PF and Form O1 for ESIC Registration.
Following documents will suport the application. Some may not be applicable to your organisation.
1. First Sales Bill/ Sales Invoice.
2. Nature of work carried out by the Organization.
3. Any Proof regarding trial production.
4. Articles and Memorandum of Association/ Partnership Deed..
5. Lease Deed / Leave Licence Agreement of the place of business, Copy of Certificate under Mumbai Shops and Establishment Act.
6. If the Organisation is registered under Contract Act, a copy of the Registration Certificate.
7. Copy of Telephone / Electricity Bill of the premises.
8. Statement showing month wise employee strength from date of incorporation.
9. Income Tax PAN Number.
10. List of Directors.
11. Copies of Balance Sheets for Last three years.
12. Name of the Bankers and Bank Account Number.

Dear Kavitha,
Each organisation follows different types of employee codes. One such example can be M is prefixed for Management staff & E can be prefixed for Workmen, P for Probationers, T for trainees etc.,
The code that follows the prefixes can be their year of joining followed by the sequence of their joining the organisation during the year.
For example
M1001 - Management, 2010, First employee,
M1002 - Management, 2010, Second employee
E1009 - Workmen, 2010, Ninth employee
T0915 - Trainee, 2009, Fifteenth Trainee
The advantage of it you know the category of employee (Management, Workmen, Probationer, Trainee etc), year of their joining (to tell the years of experience once we glance their employee codes) and the number of employees who have joined during that particular year.
The code will also be unique.

Dear Kavita,
Your organization may have project base and permanent staff so you can also use this format:
PS0001 - up to PS9999 (for permanent staff)
PB0001 - up to PB9999 (for project base staff)
Faisal Akram

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