What is a Payroll Number?
What a payroll number is, where to find it on your payslip, P60, P45, or HMRC app, and how it differs from your National Insurance number.
In one sentence
A payroll number is a unique reference assigned by an employer to identify an individual employee within their payroll software and HMRC Real Time Information (RTI) submissions.
Quick answer
- Found on payslips, P60, P45, or HMRC Personal Tax Account
- Different from your National Insurance number and employer PAYE reference
- Used by employers and HMRC to track individual pay runs and tax codes accurately
What is a payroll number?
A payroll number (sometimes called an employee ID, staff number, or works number) is a unique reference allocated to an employee by their employer's payroll department.
It identifies your specific employment record within your employer's payroll software and HMRC Real Time Information (RTI) submissions. It is different from your National Insurance number and different from your employer's PAYE reference number.
Where to find your payroll number
If an official form, mortgage lender, benefits application, or new employer asks for your payroll number, you can find it in several standard documents:
1. On your payslip
Most UK payslips display the payroll number near the top of the slip, alongside your name, tax code, and pay date. It is usually labeled as "Payroll No", "Emp No", "Employee ID", or "Works No".
2. On your P60 end-of-year certificate
Your P60 summarizes your total pay and tax deducted for the tax year ending 5 April. Your payroll number is listed in the "Employee Details" section at the top of the certificate.
3. On your P45 leaving document
When you leave a job, Part 1A and Part 2 of your P45 display your employee payroll number under the employer information section.
4. In your HMRC Personal Tax Account
Log in to the GOV.UK Personal Tax Account or HMRC app. Under the employment history section, HMRC lists your employer name, PAYE reference, and payroll ID submitted by your employer via RTI.
Payroll number vs National Insurance number vs Employer PAYE reference
| Identifier | Format example | Who issues it? | What it does |
|---|---|---|---|
| Payroll Number | 10482 or EMP-0094 | Your employer | Identifies your job within a specific company payroll |
| National Insurance No. | QQ 12 34 56 A | DWP / HMRC | Your unique individual UK tax and social security ID for life |
| Employer PAYE Ref | 123/AB56789 | HMRC | Identifies the company's payroll scheme with HMRC |
Why employers and HMRC use payroll numbers
Under HMRC Real Time Information (RTI) rules, employers must send a Full Payment Submission (FPS) every time staff are paid. HMRC relies on the payroll number (Payroll ID) to:
- Distinguish employees with identical names: Prevents tax records from mixing up staff sharing the same name working for the same company.
- Track multiple jobs correctly: If an employee has two roles within the same organization or changes roles mid-year, distinct payroll IDs ensure tax codes and Personal Allowances apply to the right income source.
- Reconcile P45 starter and leaver filings: Ensures tax and National Insurance calculations remain continuous across employment transitions.
Read our employer guide on UK payroll services and RTI compliance or view our small business payroll guide for setup requirements.
Setting up or managing employer payroll?
Book a 20-minute consultation with our UK payroll team. We set up compliant PAYE schemes, issue P45s and P60s, and manage RTI submissions.
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