What is a Payroll Number and where can you find it?

PHS Team

22 Aug, 2025

A payroll number is a unique code made up of 3 to 8 letters and numbers that identifies an employee within their company’s pay system. It helps track wages and deductions accurately and is usually found on payslips or other official work documents.

You can usually find your payroll number on the top left or right corner of your payslip. If it’s not on the payslip or you don’t get one often, check your timesheet, internal memos, or other official work documents.

What is a payroll number?

It’s a unique code assigned by your employer to identify you in their payroll system.

Why is it important?

It helps ensure you are paid correctly and makes it easier to handle tax and deductions.

Where to find it?

Your payroll number on payslip is usually printed at the top left or right corner, near your name or NI number

Format:

Payroll numbers have no fixed UK format some are all numbers (e.g., 12345), while others combine letters and numbers (e.g., HR007 or EMP001).

How to Find Payroll Number

If you’re wondering how to find out your payroll number, start by checking your most recent payslip or contacting HR:

• Check recent payslips for a number or code next to your name or NI number.
• Look at your employment contract; sometimes it’s listed there.
• Contact your HR or payroll department directly.
• Check any employee self-service portals or payroll software used by your company. 

Why Should You Know Your Payroll Number?

Knowing your payroll number is helpful because:

• It makes it easier for HR to locate your payment records when you have questions.
• You can double-check your payslip and spot any mistakes in your salary or deductions.
• It helps protect your personal and payment information from theft or misuse.
• It ensures your tax and other payroll details are correctly recorded.

Why Do Employers Use Payroll Numbers?

Payroll numbers serve many important purposes:

• Unique Identification:

Each employee has their own payroll number, which avoids mix-ups when processing salaries and taxes.

• Easy Tracking:

It simplifies tracking of your wages, bonuses, and any deductions.

• Changing Roles: 

If you switch departments or roles within your company, your payroll number may sometimes change to reflect that.

• Accurate Reporting: 

Employers use payroll numbers to report payroll details correctly to HMRC (Her Majesty’s Revenue and Customs) as part of the PAYE system.

• Data Protection: 

Your payroll number keeps your personal information secure by replacing sensitive details with a simple code.

• Managing Multiple Payrolls: 

For companies with offices or branches in different places, payroll numbers help organise payrolls smoothly.

• Payroll Software: 

Many businesses assign payroll numbers automatically through payroll software to keep things consistent and efficient.

Payroll Number vs WH Number

Understanding the difference between a payroll number and a WH number can help you manage your pay and tax details better. Both are employee identifiers, but are used differently by organisations.

Payroll Number

• A payroll number is a unique code made up of letters and numbers.
• Employers assign it to identify you in their payroll system.
• In the UK, payroll numbers are the main code used to track your wages, deductions, and tax.
• They are used to report your payroll information correctly to HMRC.
• In 2025, payroll numbers usually include letters and numbers but avoid personal info like birth dates.
• Payroll numbers have a consistent format to improve data security and accuracy.
• Knowing your payroll number helps you understand your payslip better, avoid mistakes, and ensure your tax details are correct.

WH Number

• A WH number is a different type of internal code used by some companies.
• It might be used for specific purposes like tracking work hours or departments.
• WH numbers are not the main reference for wages, tax, or payroll reporting in the UK.
• Not every company uses a WH number; it depends on their internal systems.
• Unlike payroll numbers, WH numbers are not usually linked directly to your pay or tax data.

Is PAYE Reference the Same as a Payroll Number?

A PAYE reference is a number given by HMRC to your employer that identifies their tax account for income tax and National Insurance. A payroll number, on the other hand, is a unique code your employer gives you to track your personal salary and deductions.

What if Your Employer Doesn’t Use Payroll Numbers?

Sometimes, employers may not use payroll numbers to keep track of employee pay. Instead, they might use other methods to manage payroll records. Even without payroll numbers, your employer still makes sure your pay and tax details are handled properly according to UK rules.

• Some employers use employee ID numbers or names instead of payroll numbers.
• Payroll is still managed correctly without payroll numbers.
• Employers follow UK law to report pay and tax to HMRC.
• Your salary, tax, and deductions remain accurate and secure.
• If unsure, you can always ask your HR or payroll team for how they track payments.

Conclusion

Understanding your payroll number is key to keeping your pay, tax, and personal information accurate and secure. Whether found on your payslip or through HR, it helps avoid mistakes and makes payroll management easier. 

Even if your employer doesn’t use payroll numbers, know that your pay and tax are still properly handled under UK law. Always keep your payroll details safe and ask your employer if you’re unsure about your payroll number or other employee codes.

How Can PHS Associates Help You?

Managing your payroll and tax can be complicated. PHS Associates offer expert support to help you file your tax returns correctly and on time.

We provide clear guidance throughout the payroll process, ensuring your records are accurate and compliant with UK regulations.

If you need reliable and professional assistance with your payroll or tax questions, contact PHS Associates at 0208 8611685 or email info@phs-uk.co.uk. We are here to make the process simple and stress-free for you.

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