Employee Code [Thread 434918] - CiteHR
Hr Assistant
Recruitment/talent Acquisition, Career Counselling
Bhardwaj Ramesh
Agm - Hro, Compensation & Benefit Mgt,
+1 Other

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Dear Members,
I am working in HR department of a small IT firm and want to create employee code for the employees.
Is it mandatory that employee code should be of four digits ?
Pl clarify.
Shallu Sabharwal

Dear Shallu,
Its not mandatory that employee code should be of four digits....
Four digits will be used to support softwares used by various organisation to enter the details of employees..Nothing as such is mandatory to have the employee code in four digits

Hello Shallu Sabharwal,
Like Bharghavi & S Rajasekaran mentioned, it's NOT mandatory to have 4-digit Employee Codes NOR is it a must to limit it to 4 digits.
To go further, the basic premise/logic by which the number of digits to be used for Employee coding System is decided by the long-term number of employees the company is projected to add. While this timeframe isn't a fixed one, many companies use a period of ~10 yrs, to the extent I know.
Coming to your company's present situation [which I presume would be having <100 employees], a 4-digit coding system should be sufficient, since it would handle an employee strength of UPTO 9,999.

agree with the view of members that it is not mandatory.
however, we should think of future requirements of the organisatiions, corporate, branches, subsidiaries, sister concens, overseas branches, transfers- interlocations, interdepartment. Hence, we need to take care of these aspects and add prefix code to the employee. this will help forever in resoloving issue over decades.
if employee code is not less than 6 digits it would be sufficient for 2 to 5 decades.
Also, we should think of types of employee company engages like permanent, temporary, on contract, on lein , part time, full time and also levels from 1 to 20 or 30.
Hope , it is sufficently takes care.

Dear Shallu,
You can create your employee code with your Company starting letter with 5 digit number.
eg. ABC pvt limited can be taken as A00001. Here you can use the employee code for 99999 employees which will exhaust after 50 years even if the company is in a massive growth(assuming 1000 employees in the company).
What i suggest you create the employee code using the PF number of the employee so that it will be easy for everyone to track. If you have not registered for PF then you can allocate the number using the DOJ of employees so that when you are registering for PF there will be no issues in allocating the numbers.

In the near future EPFO is brining unique PF code against each member and can by used by any employer and remit his /her monthly contributions. Hence, there is no need to struggle at this juncture. you can follow cuurent practice and on hearing from PF authorities, you can swithover to new system.
if have an autogenerated employee id, you link PF Number, in case of transfers preferred, the sequence may change. one need to be careful with respect pf as there is tremendous changes are in the process, you may need to keep abreast of the latest developments.

Dear Freiends,
As all the members suggested that it is not mandatory to have code nos of employee but for easiness we should have the same for identifying the employees.
Yes for the essiness to identify the different employees with same names , we should allot the code nos.
Moreover if you see in SAP HR processes a unique code of Eight digits is atomatically generated by the system.............This SAP code is used to carry out thr further actions i.e salary processing, giving loans and advances, change in pays, transfers or promotions,and making other changes.

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