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Change an Employee Number

Provides details and step-by-step instructions for changing an employee number.

Change an Employee Number

Change an Employee Number

UKG Pro generates the employee number during the new hire process according to your Employee Numbering configuration. You can change an employee number to correct an input error or to align with your organization’s needs.

Changing an employee number causes discrepancies in some UKG solutions that require assistance from Support & Services (UKG Community > Support & Services) to resolve. Review the following table prior to changing an employee number.

Table 1. Change Employee Number Solutions Table
SolutionContact Support & Services
UKG Pro™ Time and AttendanceYes
UKG Pro™ Time ManagementYes
UKG Pro™ OnboardingYes
UKG Pro™ RecruitingNo
UKG Pro™ Workforce Management ClassicNo
UKG Dimensions™ solutionNo
UKG Ready™ solutionNo

Enable Change Employee Number Rights for a Role

System Administrators can enable managers and administrators to change employee numbers for their team members.

Navigation (Manager): Menu > System Configuration > Security > Role Administration > Select a role > Web Access Rights > My Team > My Employees > My Employees List > My Team > Personal > Employee Summary

Navigation (Administrator): Menu > System Configuration > Security > Role Administration > Select a role > Web Access Rights > Employee Admin > My Employees > My Employees List > Employee Admin > Personal > Employee Summary

  1. From the Change Employee Number row, select the View and Edit boxes.
  2. Select Save.
    The Change Employee Number Web Access Rights for managers.

Activate the Change Employee Number Business Process

The Change Employee Number feature includes business processes for enabling a review and approval workflow for changing employee numbers. Separate Change Employee Number business processes are available for administrators and managers. When the business process is activated, managers or administrators are prompted to select an approver to submit the change. 

Navigation:Menu > System Configuration > Workflow Administration > Business Processes

  1. Search for the Change Employee Number business processes.
    The Business Processes page displaying the Change Employee Number business processes.
  2. Select the Administrator or Manager business process.
  3. From the Settings sections, select Edit.
  4. From the Enable/Disable Settings section, select the Enable Business Process checkbox.
  5. In the Default Administrator field, select the magnifying glass icon.
  6. Use the Find A Person tool to search for and select an administrator for the workflow.
  7. Select Save.
    For more information on configuring business processes, see the Configure Business Processes and Workflow guide on the UKG Community Library.

Change an Employee Number

You can change an Employee Number to correct an input error or to align with your organization’s needs.

Navigation (Manager): Menu > My Team > My Employees > Select an employee

Navigation (Administrator): Menu > Administration > Employee Admin > My Employees > Select an employee

  1. From the Things I Can Do section, select Change Employee Number.
  2. In the Employee Number field, update the new employee number.
    Note Employee numbers can include up to nine alphanumeric characters, depending on your company’s configuration. Characters can include numbers, letters, symbols, and special characters.
  3. Select Save.
    The Change Employee Number page.
    If the Unique value for Employee Numbering is set to Across Companies, the system validates the updated employee number for uniqueness across all component companies and displays an error if it matches an existing employee number. If the Unique value is set to Within Company, the system only validates for uniqueness within the current company.