How Do You Manage Employee IDs for Apprentices in ERP Systems? Seeking Advice!

Dear All, I need your guidance in managing apprentices in ERP. My queries are:

1. Should they be given an Employee ID?
2. Can they continue with the same Employee ID once converted to payroll, or should they resign and rejoin with a fresh Employee ID?
3. In case they rejoin after completing the apprenticeship with a new ID, how should we manage their previous performance in the ERP system?

Kindly suggest.

Regards, Namita

Apprentices and Employee IDs

Apprentices (engaged following the Apprentice Act) are not employees but are students only. As such, you cannot assign an employee ID to apprentices. If the stipend is generated through HRM/ERP, then you can allot a separate ID series to them, which will distinguish them from regular employees.

Termination and Employment Transition

There is no resignation from training, but the training contract will get terminated on the expiry of the pre-fixed period of training. Upon termination of training, if both parties agree, the apprentice can be offered employment. In that case, the apprentice will become a new employee and will have to undergo the standard selection process, such as applying for the job, receiving an offer/appointment letter, completing joining formalities, obtaining ESI/EPF numbers, and receiving an employee ID.

ERP System Management

In the ERP system, when the apprenticeship comes to an end, you can mark it as termination/exit. When the apprentice joins as an employee, input the date of joining as an employee as the date of joining the company with the new employee ID.