Hr & Administration
Recruitment/talent Acquisition, Career Counselling
+2 Others

Dear Seniors,
Few employees left the organization & their employee ID's are Idle so can we assign the same ID to the new employee? & can we rearrange the employee id of all present employees? will it affect to statutory compliance (like PF, ESIC etc.)
Please guide.
6th June 2013 From India, Mumbai
Dear Mr. sawant
You shouldn't venture in allocating ID (Employee code) of seprated employee to others. From system point of view you need to maintain all such information/data with unique ID for generation of various reports and study trends and its analysis.
Shailesh Parikh
Vadodara, Gujarat
99 98 97 10 65
6th June 2013 From India, Mumbai
Changing ID No will not affect ESE/PF legally.But it will affect your internal admin and accounting system. Varghese Mathew
6th June 2013 From India, Thiruvananthapuram
Hi Sawant It is advised not to use the old codes. Try to allocate some unique type of codes so that in future you can get the desired information easily.
6th June 2013 From India, New Delhi
Hello ASawant,
You haven't mentioned the reason(s) for this decision--are you running out of IDs that can be allocated to new employees?
OR is the problem something else because of which you wish to adopt this step?
However, like the other members mentioned, it's NOT DONE, given the number of changes you end-up doing in the Employee database--sometimes it can cause havoc in the systems.
6th June 2013 From India, Hyderabad
When you separate employees from the organization, their data can not go away and hence employee ID's are not really idle. You can't erase records and allocate the ID to another employee. This can affect internal records pertaining to statutory aspects too
7th June 2013 From India, Bangalore
Dear Mr.Sawant,

Your internal ID if changed may not affect statutory compliance directly but if you have a gratuity account or superannuation account with LIC of India, it will be advisable to communicate the employee ID as well while you effect the annual payout and at the time of settlement of accounts. So it may not be a wise option to assign the idle ID numbers to new entrants.

Moreover, if your company has a system generated payroll system then a particular ID is assigned to an individual and all data pertaining to the employee is stored in the system and if you assign the ID of an employee who has left then there will be utter chaos. In case you find that the name of left employees appear in the master list and the list is quite long then you can set a filter to restrict employees who are on rolls for you to monitor data.

Suppose you have assigned an ID to two different persons and both the employees have left the organisation and one wants to rejoin. At this juncture you will find it difficult to track when the same number is assigned to two employees.

Likewise when you settle the accounts of two persons with the same ID then at some point of time when you need to refer back the records it becomes confusing. Generally, it will be easier to sort data based on the employee number because there may be two employees with the same name and initial as well.

8th June 2013 From India, Madras
Employee id's are always unique. Even after a employee has left the organisation that id shouldn\t be touched and again if for some reason if the same employee joins again a new id is required to be issued.
Even after the employee has cleared all his due's and taken the PF or ESIC still the id's should be untouched as there may be enquiry sometimes by the authority.
Moreover why do you want to use the same id's you may issue the id's to any new joinee's in series and also overtime the time it also gives you total number of employee your organisation has recruited till date.
8th June 2013 From India, Mumbai
Hi buddies
I think this topic or query is not worth dedicating much time as its reply has already been advised by many of my friends. So lets stop following this thread as its solution has already been provided we all are just repeating the same story. Would be better if we give our concentration to some other thread/ issue.
Thanks & Regards
8th June 2013 From India, New Delhi
Best Practices ERP s/w follow the same rule. Not only should you ever reuse them but you should neither delete them.
So ERP s/w or not you need them along with whats mentioned by others for an audit history.
15th June 2013 From India, Aurangabad
Thank you very much to all for your valuable reply. its not the case that we have shortages of ID but I am new to the biometrics system and Payroll software that was the reason I ask the query. It good to have knowledge rather than keeping silence. I have newly joined as HR and previously I was in admin and doing attendance manually. I hope so that whenever I will find difficulty you all will guide me.
Once again thanks seniors to guide me!
Thanking you,
16th June 2013 From India, Mumbai
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