Employee Identification
One record per document an employee holds. The identity card, the driving licence, the passport, the social security number, the trade certificate. Each says who issued it, what kind of document it is, the number and when it expires, and one of them is the primary identification that the employee record shows.
What it is for
The identity card is the one piece of data that identifies a person across companies, across employee numbers and across years. It is what catches a rehire, what catches a blacklisted man coming back, and what every statutory return is filed against. Documents with expiry dates are the other half: a driving licence that has quietly expired is a problem on the day the man is sent out with a vehicle.
Each document names the authority that issued it and then the type, because the type list follows the authority. The number is checked against the format the type expects, so a card that is typed in the wrong shape is caught at entry rather than in a return.
The document marked primary is the one shown on the employee record as his primary identification. That is the one the identification history looks at when a new employee is created, so getting it right on the identity card line is what makes rehires visible. See Employee Basic Information.
The same lines appear on the identification tab of the employee record. This screen is the focused view for a renewal.
Every field, in plain words
| Field | What it means | What to put in it | Notes |
|---|---|---|---|
| Employee | Whose document this is | EMP-0427 Imran Qureshi | Required. Pick him from the list |
| Identification Authority | Who issued the document | NADRA | Pick it from Identification Authority |
| Identification Type | What kind of document it is | CNIC | Required. The list is the types the authority you chose issues. See Identification Type |
| Identification | The number on the document | 33100-1234567-1 | Required. Checked against the format the type expects, so enter it exactly as printed, dashes included |
| Date Of Issue | 08-Aug-2019 | Required | |
| Date Of Expiry | 07-Aug-2029 | Required. An expiry report reads it. For a document that never expires, use the client's agreed far date | |
| Is Primary | This is the document that identifies the person | Ticked on the identity card | One document per person. It is what the employee record shows and what a rehire is caught on |
| Notes | Smart card, original seen and returned 12-Aug-2019 |
How to configure it
- Set up Identification Authority and the Identification Type entries under each one before hiring begins. For a Pakistani workforce that is at least NADRA with the identity card, the licensing authority with the driving licence, and the social security and old age benefit numbers.
- Open this screen, create a record and pick the employee.
- Pick the authority, then the type. The type list narrows to what that authority issues.
- Enter the number exactly as printed, with its issue and expiry dates.
- Tick Is Primary on the identity card.
- Save, and repeat for each document the man holds.
Scenarios
A worker renewed his identity card and the number is unchanged
Open the existing record and change the issue and expiry dates. The number is the same, so a second record would be a duplicate and is refused.
A driver's licence expires next month
This is what Date Of Expiry is for. Run the expiry report on it and chase the renewal before the date, rather than finding out from a traffic fine.
The number will not save
The format does not match what the document type expects. A Pakistani identity card is thirteen digits in a five, seven, one pattern with dashes. Check what was typed against the card, and check that the type picked is the type the number belongs to.
The same man is on file twice
Compare the primary identification on both records. If the identity card number matches, it is the same person, and one of the two records should be marked inactive with the other carrying his service. The identification history under the primary identification on Employee Basic Information is what shows this before a second record is created.
What it is connected to
- Employee Basic Information shows the same documents on its identification tab, and shows the primary one in its own header with the identification history beneath it.
- Identification Authority and Identification Type supply the lists and the number format.
- BlackList works through the primary identification: a blacklisted record is found by matching the identity card.
- Statutory returns, social security filings and the tax calculation are all filed against the numbers held here.
If something looks wrong
- "It will not accept the number" - the format does not match the document type. Check the type as well as the number.
- "It says it cannot be duplicate" - the same employee already has a record with that authority, type and number. Edit the existing one.
- "The employee record shows no primary identification" - no document is ticked as primary.
- "A rehire was not detected" - the old record had no primary identification, so the history had nothing to match on. Make the identity card a hiring requirement.
- "The expiry report is empty" - documents were entered without expiry dates.