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How Do I Rename an Employee ID

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Rename Employee ID

Access this form using Maintain>Payroll>Employee Information> Rename Employee ID.

Use this form to rename an Employee ID. This would be helpful if, for example, an employee changed her name through marriage. Keep in mind that once the rename process starts (after clicking OK), it cannot be canceled.

Note: This form is only available when the Maintain>Payroll>Employee Information form is blank (no Employee ID is selected). Click the New button to open a blank form.

 

Current Employee ID: Select an existing Employee ID from the drop-down list.

New Employee ID: Enter a new, unique Employee ID. The Drop-Down Lookup displays existing Employee IDs that are already in use and cannot be used.

Comments: Enter any comments or reasons for changing the Employee ID, such as date of change, old Employee ID. This will provide an audit trail, so you can quickly identify the renamed Employee IDs.

  • To print the data entered on this form, use Reports>Payroll>Lists>Employee Information List.
  • Employee IDs can be renamed if their status is Active or Inactive.
  • An Employee ID cannot be renamed if there are pending transfers, regular or supplemental timesheets, calculated payrolls, or pending direct deposits.
  • Since you are only renaming the Employee ID, all employee information is kept intact.