Your 2025 Guide to Locating Your Payroll Number UK-Wide
If you’ve ever checked your payslip, dealt with HR or sorted out tax paperwork, you might have come across the term payroll number. But what exactly is it and how do you find your payroll number in the UK in 2025?
This guide explains everything you need to know about your UK payroll number, why it matters and where to look to find it.
What Is a UK Payroll Number?
A UK payroll number is a unique identifier that your employer assigns to you within their payroll or HR system. It helps the employer track your pay, tax, holiday entitlement and employment records.
An important thing to note is that payroll numbers are internal to employers. The UK government does not issue or regulate payroll numbers and there is no national standard format. Employers may use numbers, letters or a combination of both, depending on their payroll software or internal systems. So, payroll numbers are not a national identifier and can (and do) change when you change jobs.
Why Is Knowing Your Payroll Number Important?
Knowing your payroll number can help with:
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Quickly identifying yourself with HR or payroll teams
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Checking or correcting payslips and payroll information
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Filling in internal forms or benefits claims
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Accessing employee self-service portals
However, it’s not used by HMRC for tax purposes. Your National Insurance (NI) number and your employer’s PAYE reference are what really matter to the tax authorities.
Where Can You Find Your Payroll Number?
Finding your payroll number should be pretty straightforward, especially with the widespread use of digital payslips and HR systems. While the exact location can vary depending on your employer’s processes and payroll software, there are several common places where your payroll number is typically displayed or accessible. Knowing where to look will save you time when you need this identifier.
Your Payslip
Your payslip is the most common place to find your payroll number. It’s usually near your name and National Insurance number and might be labelled as:
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Payroll No
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Employee ID
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Staff Number
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Employee Reference
For example
Employment Contract or Similar Documents
When you first join a company, the employer often provides key employment documents like your offer letter and employment contract that contain important personal employment details, including your payroll number. So, it’s worth carefully reviewing these documents, especially the sections about salary, payment or employee identification, as your payroll number might be listed there.
Employer’s HR or Payroll Portal
Most UK companies now use cloud-based payroll or HR systems like Sage, Xero, BambooHR or PeopleHR. If your company uses one of these platforms, you can usually log in to your personal employee profile using credentials provided during onboarding. Once logged in, you’ll find a variety of employment-related details, including your payroll number. These portals often provide 24/7 access to payslips, tax documents, leave balances and payroll information, making it an easy and convenient place to find your payroll number.
Ask Your HR or Payroll Department
If you’ve checked all your employment paperwork and online portals but still can’t locate your payroll number, reach out directly to your HR or payroll department. Payroll numbers are a routine part of their work, so they are very familiar with providing this information to employees on request.
Quick Summary: Where to Find Your Payroll Number
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Your payslip
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Employment contract or onboarding email
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Employer’s HR or payroll system portal
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Directly from HR or the payroll department
Remember, your payroll number is for your employer’s use only and doesn’t replace your National Insurance number or PAYE reference when dealing with HMRC.
Does HMRC Show Your Payroll Number?
Typically, no. While your employer’s P60 (the annual summary of pay and tax) may include a payroll number if the employer chooses to add it, HMRC itself does not assign or use payroll numbers for individuals.
Official HMRC letters and tax documents will show your:
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National Insurance number (NI number)
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Employer’s PAYE reference number (for the whole company)
But not your individual payroll number. Payroll numbers are strictly for your employer’s internal use.
Payroll Number vs National Insurance Number
Your payroll number is only relevant within your current company but your NI number follows you throughout your working life.
What If You Don’t Have a Payroll Number?
Some smaller employers or very small businesses may not assign payroll numbers. Instead, they might use your name or NI number directly for payroll processing.
If you don’t have a payroll number and need one for HR or payroll queries, just ask your employer. It’s not legally required, so if your employer doesn’t use them, that’s normal.
For Employers: Assigning Payroll Numbers
If you’re an employer setting up payroll numbers:
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Use a clear and consistent format (e.g., starting at 0001)
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Ensure each employee has a unique number
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Most payroll software (Xero, QuickBooks, Sage Payroll) can generate these automatically
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Include the payroll number in onboarding documents and employee profiles
Remember, there is no legal or national standard for payroll numbers, so use whatever system works best for you.
Can Payroll Numbers Change?
Yes, your payroll number can change if:
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You leave the company and join a new one
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Your employer changes payroll systems or software
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Your company undergoes structural changes
Changes to payroll numbers don’t affect your payroll tax records because HMRC tracks you by your NI number.
Conclusion
Your UK payroll number, which employers assign, remains a small but useful identifier for internal payroll and HR matters. You’ll most often find it on your payslip or through your HR portal.
Keep it handy for when you need to contact payroll, check your payslip or complete internal company forms. If you ever can’t find it, your HR or payroll team is the best place to ask.
Shreetika Kunwar
Shreetika Kunwar is a committed professional with a strong academic background in business and economics. Currently pursuing her ACCA, she brings clarity, precision and practical insight to every article she contributes.