Employee Documentation Identifier in SAP HR. How to Identify an Employee in the System?
Documentation identifier – what is it?
The documentation identifier constitutes the designation of employee documentation kept separately for each employee.
According to §13 section 3 point 2 Regulation on employee documentation from 2018, electronic documents included in employee documentation must be described with metadata, including a documentation identifier – separate for each employee.
➢ According to the Ministry of Digital Affairs, this identifier should be identical for every type of documentation – it can be, for example, an employee number from the HR and payroll system.
What is its purpose in the e-File?
➢ Allows for quick searching of the selected employee's documentation in the SAP HCM system.
➢ It introduces order – indicating the belonging of a specific electronic document to the entire employee documentation (especially useful when transferring or sharing data between companies).
Employee returning after a break – is it necessary to assign a new documentation identifier?
No, there is no need or obligation to create a new identifier (if the employee is re-employed in the same company).
However... there is no prohibition either. If the employer wishes, they may assign a new identifier.
➢ In this case, it is enough that the employer ensures effective searching of the documentation (created before and after the break) of the given employee in SAP.
➢ It is worth keeping it for the future to be able to use it again in case the employee returns to work
How to determine the correct creation date of an e-document?
You will find out in the next post on our blog.
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e-File · documentation identifier