Employee ID and Payroll Numbers
The Employee and Payroll Numbers table is designed to help you understand the employee and payroll numbers used in Every HR and when and where to use them.
Employee and Payroll Numbers
| Title | Description | ID Location in Every HR | Mandatory | Linked to Payroll |
|---|---|---|---|---|
| Contract Number | Free text HR field that can replace the Generated Job Payroll Number during onboarding for Every Payroll integrations. |
Go to Employees, then select Job Information from the employee's record. Go to My Portal, select My Profile, then select Job Information. |
No - Free text field | No |
| Employee ID | Free text field for use by your organisation to identify employees. |
Go to Employees, then select Personal Information from the employee's record. Go to My Portal, select My Profile, then select Personal Information. |
No - Free text field | No |
| Generated Employee Payroll Number |
System generated payroll number used to identify the employee and unique to where the payroll object is created. This is system generated during payroll onboarding. If integrated with Every Payroll, it can be manually amended during onboarding however, it cannot be edited after payroll onboarding is complete. If required, and you have integration, Dataplan can override the generated values. |
Go to Employees, then select Personal Information from the employee's record. Go to Employees, then select Employment Record from the employee's record. |
Yes - System generated | Yes |
| Generated Job Payroll Number |
System generated payroll number used to identify the job role and unique to where the payroll object is created. Employees who have more than one role have a unique Generated Job Payroll Number for each role. If integrated with Every Payroll, it can be manually amended during onboarding however, it cannot be edited after payroll onboarding is complete. If required, and you have integration, Dataplan can override the generated values. |
Go to Employees, then select Job Information from the employee's record. Go to Employees, then select Salary Information from the employee's record. |
Yes - System generated | Yes |
| Payroll Number | Free text HR field that can replace the Generated Employee Payroll Number during onboarding for Every Payroll integrations. | Go to Employees, then select Salary Information from the employee's record. | No - Free text field | No |
| Generated Payroll Number |
Only applies to Every Payroll integrations during onboarding. This is only visible within the onboarding process. Depending on whether the Generated Employee Payroll Number or Generated Job Payroll Number is being used, the Generated Payroll Number is the same. |
Go to Payroll Onboarding, select Payroll Identifiers, then select Employee Identifiers. | Yes - System generated | Yes |
| Old System Employee ID |
Free text field for use by your organisation to enter a previous system employee identifier. If the employee had a record on another HR system your organisation previously used, the employee identifier from that system can be entered. |
Go to Employees, then select Personal Information from the employee's record. | No - Free text field | No |
| Payroll Number | Free text HR field that can replace the Generated Employee Payroll Number during onboarding for Every Payroll integrations. | Go to Employees, then select Salary Information from the employee's record. | No - Free text field | No |