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Employee ID Management

FieldDetails
Document IDSOP-EMPLOYEE-ID-OPERATIONS-HR-v1.0
ScopeHR Operations – OX Group
Effective DateJanuary 6, 2026
OwnerHR Department – OX Group
StatusACTIVE

1. Purpose​

This SOP provides step-by-step operational guidance for HR to create, manage, convert, and deactivate Employee IDs in compliance with SOP-EMPLOYEE-ID-GROUP.

2. Employee ID Format​

Standard Format​

[COMPANY]-[TYPE]-[YEAR]-[SEQUENCE]

Component Codes​

ComponentCodeDescription
COMPANYOXGOX Group
OXIOX Infy
OXAOX Agry
TYPEINTIntern
EMPFull-time Employee
CNTContract Employee
CONConsultant
YEARYYYY4-digit joining year (e.g., 2026)
SEQUENCE001-999Sequential 3-digit number

Examples​

  • OXA-INT-2026-001 – First intern joining OX Agry in 2026
  • OXI-EMP-2026-015 – 15th employee joining OX Infy in 2026
  • OXA-CNT-2026-003 – 3rd contract employee joining OX Agry in 2026
ID TypeFormatExample
Offer IDCOMPANY-OFR-YEAR-SEQOXI-OFR-2026-001
Appointment IDCOMPANY-APT-YEAR-SEQOXI-APT-2026-001
Employee IDCOMPANY-TYPE-YEAR-SEQOXI-EMP-2026-001

3. Pre-Creation Checklist​

Before creating an Employee ID, verify:

  • Offer letter accepted by candidate
  • Employee category confirmed (Intern/Employee/Contract/Consultant)
  • Company entity confirmed (OX Group/OX Infy/OX Agry)
  • Joining date and year verified
  • Employee Master Register accessed

4. Employee ID Creation Process​

Step 1: Identify Type Code​

Determine employee category:

CategoryCode
InternINT
Full-time EmployeeEMP
Contract EmployeeCNT
ConsultantCON

Step 2: Identify Company Code​

Determine company entity:

EntityCode
OX GroupOXG
OX InfyOXI
OX AgryOXA

Step 3: Identify Joining Year​

Use 4-digit year format (e.g., 2026)

Step 4: Check Last Sequence Number​

Open Employee Master Register and find the last issued sequence number for:

  • Same TYPE
  • Same COMPANY
  • Same YEAR

Step 5: Generate New Sequence Number​

  • Increment by +1 (e.g., if last was 007, new is 008)
  • Format as 3-digit number with leading zeros (001, 002, 003, etc.)

Step 6: Construct Employee ID​

Combine all components:

[COMPANY]-[TYPE]-[YEAR]-[SEQUENCE]

Step 7: Record in Master Register​

Update Employee Master Register with:

  • Employee ID
  • Employee Name
  • Date of Issue
  • Status (Active)

Step 8: Update Official Documents​

Add Employee ID to:

  • Offer Letter / Appointment Letter
  • Onboarding checklist

Step 9: Internal Communication​

Share Employee ID with:

  • Payroll team
  • IT team
  • Department head

5. Day 1 Onboarding​

On employee's first day:

  1. Confirm Employee ID with employee
  2. Verify Employee ID in all HR systems
  3. Link Employee ID with company email (if applicable)
  4. Add Employee ID to access control systems

6. Intern to Employee Conversion​

When an intern is converted to full-time employee:

Step 1: Confirm Conversion Approval​

Obtain written approval from department head and management.

Step 2: Mark Intern ID as Converted​

In Employee Master Register:

  • Update intern ID status to "Converted"
  • Add conversion date
  • Add reference to new Employee ID

Step 3: Generate New Employee ID​

Create new ID with EMP type code:

  • Use current year for conversion date
  • Follow standard creation process (Section 4)

Step 4: Update All Systems​

Update:

  • Employee Master Register
  • Payroll system
  • IT access systems
  • Email signature (if changed)

Step 5: Communicate Changes​

Inform:

  • Employee (provide new Employee ID)
  • Payroll team
  • IT team
  • Department head

Example​

FieldValue
Intern IDOXI-INT-2026-005
Conversion DateApril 5, 2026
New Employee IDOXI-EMP-2026-012

7. Error Handling​

Incorrect ID Generated​

If wrong Employee ID is issued:

  1. Identify the error immediately
  2. Generate correct Employee ID
  3. Mark incorrect ID as "Cancelled" in register
  4. Update all systems with correct ID
  5. Communicate correction to all stakeholders
  6. Document reason for error in register

Duplicate ID Detected​

If duplicate Employee ID is discovered:

  1. Verify which ID was issued first
  2. Retain the first issued ID
  3. Generate new ID for the duplicate case
  4. Mark duplicate as "Cancelled"
  5. Inform affected parties
  6. Investigate cause and prevent recurrence

8. Exit Process​

On employee's last working day:

  1. Update Employee Master Register:

    • Change status from "Active" to "Inactive"
    • Record last working date
    • Add exit reason code

  2. DO NOT delete Employee ID

  3. Retain all records permanently for:

    • Audit purposes
    • Reference checks
    • Legal compliance

  4. Inform:

    • Payroll (for final settlement)
    • IT (for access revocation)

9. Record Maintenance​

Employee Master Register​

Must contain:

FieldDescription
Employee IDUnique identifier
Employee NameFull name
TypeINT/EMP/CNT/CON
CompanyOXG/OXI/OXA
Joining DateDate of joining
Issue DateID issue date
StatusActive/Inactive/Converted/Cancelled
Last Working DateIf exited
RemarksAdditional notes

Additional Logs​

Maintain separate logs for:

LogPurpose
Conversion LogAll intern-to-employee conversions
Exit LogAll employee exits with dates
Correction LogAll ID corrections with reasons

Retention: Permanent (all records)

10. Escalation Matrix​

For issues or approvals:​

HR Executive → HR Manager → Management

Contact escalation when:​

  • Unable to generate ID due to system error
  • Duplicate ID discovered
  • Policy clarification needed
  • System access issues