Changing an employee ID

Use the Change Employee ID task to assign a new identification number (ID) to an employee.

The Change Employee ID task is not available when Sage HRMS Payroll (U.S. or Canadian) is installed on your system.

If you are also using Sage Employee Self Service

  • You should never change the ID of an employee during an open enrollment or a life event—or if the open enrollment or life event has not yet been transferred to Sage HRMS.
  • If the employee has an existing logon to Sage ESS, you must delete the employee's logon before you change the employee's ID. To delete the logon, log on to Sage Employee Self Service as the Master user, open the Login Maintenance page, and use the Delete Login function to delete the employee's logon.
  • If employee IDs are in alphanumeric format and you change them to numeric format, existing logons in Sage ESS will no longer be available. You must either change the employee IDs back to their original format or,create new logons in Sage ESS for the employees and reassign them to their administrator roles, if applicable.

To change an employee ID

  1. Select Employees > Tasks > Change Employee ID.
  2. From the table of employees, select the employee whose ID you want to change, and then click OK.

  3. In the Change ID window, enter the new employee ID, and then click OK.

    The system verifies that the new number is not already in use. If the system finds no duplicate number, Sage HRMS changes the employee's ID. Otherwise, the system prompts you to choose another employee ID.

Note: After you change an employee ID, you can re-use the former ID for a different employee.