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Contents of the Manage Employee ID Formats Screen

Use the fields and options to configure the Manage Employee ID Formats screen.

Contents

Field Description
Employee ID Format

Enter a value that will uniquely identify the employee ID formatting rules that you establish in this screen. Once established, the employee ID format code can be linked to one or more companies.

Description

Enter a description for the employee ID formatting rules you establish in this screen.

Sample ID

This field displays a sample employee ID when you click the View Sample ID button.

Sample ID Length

This field displays the length of the sample employee ID. This field is populated when you click the View Sample ID button.

Maximum ID Length

This field displays the employee ID length defined in the Corporate Labor Settings subtask in the Configure Labor Settings screen. This field is populated when you open the screen.

Active

Clear this check box to indicate that the employee ID format is no longer active. Once this check box is no longer selected, the format rules can no longer be used so ensure to update your format rules accordingly.

View Sample ID

When you click this button, the Sample Employee ID field displays the employee ID format based on the format setup.

When building the sample ID, the following values will be used to represent each segment source:

  • Company ID: C
  • Company Name: N
  • First Name: F
  • Last Name: L
  • Number: The specified Starting Number will be used, right-justified and padded with zeroes.
  • Taxable Entity ID: T
  • Taxable Entity Name: E
  • Text: The specified characters in theText field will be used.

Examples of Sample IDs:

  • If you have the following setup, your Sample ID would be: LLLLL008000.
    Seq Segment Source Length Text Starting Number
    1 Last name 5
    2 Number 6 8000
  • If you have the following setup, your Sample ID would be: CEMPL0001.
    Seq Segment Source Length Text Starting Number
    1 Company 1
    2 Text 4 EMPL
    3 Number 4 1

Employee ID Format Segments

Field Description
Segment Sequence

Enter a number to define where this segment falls within the employee ID. The first segment in an employee ID format is segment number 1, the next segment is segment number 2, and so on. You can enter up to 9 segment lines for a given format. This is a required column.

If there are any gaps in the numbering, this value will be reset when you save your changes. For example, if the sequence numbering is 1, 3 and 5 when you save the record, the Sequence numbers will automatically be renumbered to 1, 2, and 3.

Source

From the drop-down list, select the data source for this employee ID segment. This is a required column.

  • Company ID: This segment is derived from the employee’s company ID. You will be required to enter a padding value in case the length of the company ID is less than the segment length.
  • Company Name: This segment is derived from the name of the employee’s company. You will be required to enter a padding value in case the length of the company name is less than the segment length.
  • First Name: This segment is derived from the employee's first name as of his/her hire date. You will be required to enter a padding value in case the length of the employee’s first name is less than the segment length.
  • Last Name: This segment is derived from the employee's last name as of his/her hire date. You will be required to enter a padding value in case the length of the employee’s last name is less than the segment length.
  • Number: This segment is derived from a number that will increment by 1 for each new employee ID. This segment of the employee ID will automatically be padded with zeroes if the number is less digits than the segment length. When you select this option, theStarting Number field will be editable and required.
  • Taxable Entity ID: This segment is derived from the employee's taxable entity ID as of his/her hire date. You will be required to enter a padding value in case the length of the taxable entity ID is less than the segment length.
  • Taxable Entity Name: This segment is derived from the name of the employee's taxable entity as of his/her hire date. You will be required to enter a padding value in case the length of the taxable entity name is less than the segment length.
  • Text: This segment has a fixed, text value that does not change from employee to employee. Text must be alpha characters and numbers 0-9 only. If you select this option, the Text field will be editable and required.
Length

Enter or select the length of the segment. If the segment’s Source is Company ID, Company Name, First Name, Last Name, Taxable Entity ID, or Taxable Entity Name and the length of that value is less than the segment’s Length, then the specified Padding value will be used to fill up the segment so that it uses the entire specified length.

Note:

Since Costpoint employee IDs cannot contain a special character, the Padding value must be an alpha character or a numeric digit.

If the segment’s Source is Number and the length of the number used in an employee’s ID is less than the segment’s Length, the value will be right-justified and padded with zeroes so that the segment utilizes the entire specified length.

Text

Enter the text that will fill this segment of all employee IDs for this company. Only alpha characters and numbers 0 - 9 can be used in this field. This field is editable and required if the segment’s > Source is Text.

Validations will prevent you from saving a record where the text length is not equal to the segment’s specified Length.

Starting Number

Enter the starting number to be used for this segment of the ID when generating employee IDs.

When generating employee IDs, the number used within the employee ID will based on the following guidelines:

  • Add 1 (one) to the maximum number from existing employee IDs for the corporation, where that number is greater than or equal to the starting number.
  • If the starting number is greater than the existing employee IDs for the corporation, then use the starting number.
Note:

The starting number should only be greater than the existing employee IDs if they are starting a new numbering system.

Only numeric digits can be used in this field. This field is editable and required if the segment’s Source is Number.

Validations will prevent you from saving a record where the Starting Number length exceeds the specified segment’s Length.

Warning:

Use of a segment with a Source of Number is required in conjunction with any of the other sources. This will help avoid duplication of employee IDs. For example, if you base your employee IDs on your employees’ last and first names, then there is a chance of having two employees with the same name either at the same time or over time.  Employee IDs must be unique across companies.

Examples of Starting Numbers

The following examples provide information on what employee IDs will be auto-generated based on your settings and existing employee IDs in the Costpoint database:

  • Your employee IDs start with the taxable entity name AAAA, the Starting Number is 23456, and the following employee IDs already exist:
    Employee ID Company ID Taxable Entity
    AAAA008969 A AAAA
    AAAA008970 A AAAA
    AAAA009959 A AAAA
    AAAA012345 A AAAA

    When Costpoint auto-generates an employee ID for a new employee in Company A, the application will assign the following employee ID: AAAA023456. The auto-generated employee ID did not increment by 1 since the starting number is greater than the existing employee IDs.

  • Your employee IDs start with the taxable entity ID XXXX, the Starting Number is 0, and the following employee IDs already exist.
    Employee ID Company ID Taxable Entity
    AAAA008969 A AAAA
    AAAA008970 A AAAA
    AAAA009959 A AAAA
    AAAA012345 A AAAA

    When Costpoint auto-generates an employee ID for a new employee in Company 1, the application will assign the following employee ID: AAAA012346.

  • (Multi-company) The following employee IDs already exist in your Costpoint database:
    Employee ID Company ID Taxable Entity
    AAAA0001 1 AAAA
    AAAA0002 1 AAAA
    AAAA0003 1 AAAA
    AAAA0003 1 AAAA
    AAAA0004 1 AAAA
    AAAA0005 1 AAAA
    BBBB0001 1 BBBB
    BBBB0002 1 BBBB
    XXXX7000 2 XXXX
    XXXX7001 2 XXXX
    XXXX7002 2 XXXX
    XXXX7003 2 XXXX

    Company 1 has a company employee ID format setup where: sequence 1's Segment Source is Taxable Entity ID, sequence 2's Segment Source is Number, and Starting Number is 0.

  • When Costpoint auto-generates an employee ID for Company 1/Taxable Entity AAAA, the following employee ID will be assigned: AAAA0006.
  • When Costpoint auto-generates an employee ID for Company 1/Taxable Entity BBBB, the following employee ID will be assigned: BBBB0003.

    Company 2 has a company employee ID format setup where: sequence 1's Segment Source is Taxable Entity ID, sequence 2's Segment Source is Number, and the Starting Number is 7000

  • When Costpoint auto-generates an employee ID for Company 2/Taxable Entity XXXX, the following employee ID would be assigned XXXX7004.
  • (Multi-company) The following employee IDs already exist in your Costpoint database:
    Employee ID Company ID Taxable Entity
    000001 1 AAAA
    000002 2 AAAA
    000003 3 AAAA
    000004 4 AAAA
    000005 5 AAAA
    000006 6 BBBB
    000007 7 BBBB
    000008 8 XXXX
    000009 9 XXXX
    000010 10 XXXX
    000011 11 XXXX

    The Auto-Generate Employee IDs for All Companies check box is selected in the Corporate Labor Settings subtask of the Configure Labor Settings screen. All companies use an employee ID format setup where: sequence 1's Segment Source is Number and Starting Number is 0. There are no further segments set up.

  • The next employee hired within the corporation is for Company 1/Taxable Entity AAAA. Costpoint will assign the following employee ID that employee: 000012.
  • The next employee hired within the corporation is for Company 1/Taxable Entity BBBB. Costpoint will assign the following employee ID that employee: 000013.
  • The next employee hired within the corporation is for Company 2/Taxable Entity XXXX. Costpoint will assign the following employee ID that employee:000014.
  • (Multi-company) Your employee IDs start with the employee last name, the Starting Number is 0, and the following employee IDs already exist across multiple companies:
    Employee ID Company ID Taxable Entity
    SMITH008969 1
    SMITH008970 A
    SMITH009959 1
    SMITH012345 B

    When Costpoint auto-generates an employee ID for a new employee (John Smith) in Company A, the following employee ID will be assigned: SMITH012346.

    Afterwards, when Costpoint auto-generates an employee ID for a new employee (John Smith) in Company 1, the following employee ID will be assigned: SMITH012347.

Padding

The Employee ID field does not allow spaces so each position must be filled with an alpha or numeric value. Enter a value in this field which will be used to fill up any segment when the segment's source data does not use the entire length of the segment.

For example, if the segment’s Length is 6, the Source is Company ID, and your company ID is only 4 characters long (AAAA). You then specify a Padding field value of X. The company ID segment will be populated with AAAAXX.

If the segment’s Source is Company ID, Company Name, First Name, Last Name, Taxable Entity ID, or Taxable Entity Name, the Justification will automatically set to Left and, if necessary, padding will follow the Segment Source value with the Padding field value.

If the segment’s Source is Number, the Justification will automatically set to Right and, if necessary, padding will precede the Source value with padding of zeroes.

Justification

This field displays the justification (right or left) for the segment.

If the segment’s Source is Company ID, Company Name, First Name, Last Name, Taxable Entity ID, or Taxable Entity Name, the Justification will automatically be set to Left.

If the Segment Source is Number, the Justification will automatically be set to Right.