UK Payroll Number: Where to Find It (Even Without Payslip)

You’re sorting out payroll, everything’s almost ready then you’re asked for a payroll number. If you paused and thought, “Wait… where do I even find that?”, you’re not alone. Here’s where to find it (even without a payslip) and what it looks like.

Key Takeaways

• A payroll number is a unique ID set by your employer or payroll software - there’s no official UK format.

• You can find it on your payslip, in your employment documents, or inside your payroll software or app.

• If you don’t see one, you can create it yourself or ask your payroll provider - it just needs to stay consistent.

Is a Payroll Number the Same as an Employee Number?

Not always. Some companies use them as the same thing, but technically, they can be different.

• A payroll number is mainly used for paying someone - it helps track their salary, tax, and deductions in payroll software.

• An employee number is a general ID used across HR systems - not just for pay.

RELATED: What is the Payroll Payment Process Like? (Step-by-Step)

Where to Find Your Payroll Number (With or Without a Payslip)

If you’re setting up payroll or filling out a form and get asked for a payroll number, don’t worry - it’s simpler than it sounds. Here’s where to look:

1. Payslip

This is the easiest option. Look near the top or side - it might say “Payroll No” or “Employee ID.” Every company formats it differently, so it could be something like EMP001 or just a number like 12345.

If you’re wondering how to find payroll number without a payslip, below are some other ways to track it down.

2. Employment contract or offer letter

If you don’t have a payslip handy, try checking your employment contract, offer letter, or tax forms like your P60 or P45 - your payroll number is sometimes listed there too.

3. Payroll software

Are you using something like Xero, Sage, QuickBooks, or BrightPay? If you're wondering where to find your payroll number online or in a payroll app, just log in and check the employee profile or payslip section - it’s usually listed there.

4. Ask your accountant or payroll provider

If you’re not sure where to look, whoever handles your payroll will be able to give it to you quickly.

Payroll Number Example and What It Looks Like

Payroll numbers don’t follow a fixed format as every employer sets them differently.

Some examples:

• 12345 (just numbers)

• EMP001 (a code prefix + number)

• SMI123 (part of a surname + number)

• HR007 (a department code + number)

You’ll usually find it on your payslip, near your name or NI number. If not, check your contract or payroll software. It might also be called “Employee ID” or “Staff No”.

What We Think

A payroll number might seem like a small thing, but it can cause confusion, especially if you’ve never had to look for one before.

There’s no official format or rule for payroll numbers in the UK. Some are just numbers, others include letters, and it all depends on how your payroll is set up. If you use payroll software, it usually creates one for each employee. If not, you might need to set them yourself.

If you’re running a business and managing payroll on your own, it’s easy to overlook things like this. But having a clear, consistent payroll number system helps you stay organised, avoid mix-ups with employee records, and keep HMRC happy when it’s time to report.

How JAFA Can Help

If payroll numbers are one of those things you’ve never thought about until now, you’re not alone, and that’s exactly where JAFA comes in.

We make payroll simple, even if you’re just starting out or managing everything yourself. Our app automatically assigns payroll numbers, generates payslips, and keeps all employee details organised in one place. No need to guess where to find things or worry about missing something important.

Contact our expert accountants based in Birmingham, UK, either by booking a FREE discovery call or calling us on +44 121 227 6277.