Statutory IDs

Statutory IDs are the government numbers and checks an employer has to keep for each person: national ID cards, tax and social-security numbers, work permits, visas and right-to-work checks. BusinessHRM shows the IDs that apply where the employee works, checks each number when you type it, stores it encrypted, and shows it masked (for example •••••-•••••••-1) to everyone who has not been given the right to see it in full.

Statutory IDs are part of Country & compliance. If you do not see them, ask your company admin whether Country & compliance is in your plan and switched on.

Where to find them

HR → Employees → open a person → Personal → Statutory IDs — the full list, with expiry, scan copy and verification.
Add / Edit Employee form — the main ID numbers of the company's (or the employee's) country, plus Nationality, Residency / work status and Reduced Ramadan hours.

Which IDs are listed

The list follows the employee's work jurisdiction, resolved in this order:

the Work jurisdiction chosen on the employee form,
the country/region of the employee's work location (Settings → Business Address),
the company country (Settings → Country & compliance).

Country	IDs and checks (required ones first)
Pakistan	CNIC, NTN, EOBI number, PESSI / SESSI / KPESSI / BESSI number (by province), NICOP, passport
United States	SSN, Form I-9 (+ E-Verify), Form W-4, ITIN, state withholding certificate
United Kingdom	National Insurance number, right to work check, PAYE tax code, student loan plan
Australia	Tax file number, super fund, Fair Work Information Statement, ABN (contractors), visa / VEVO check
United Arab Emirates	Emirates ID, labour card / work permit, MOHRE person code (WPS), residence visa, health insurance, ILOE, GPSSA (nationals), passport
Saudi Arabia	Saudi national ID or iqama, GOSI number, Qiwa work permit, health insurance, border number, passport

Each definition comes from the country pack (Settings → Country & compliance → Rules → Statutory IDs), with its source. A company can override a definition there (for example make an optional ID required).

Working abroad? Use Add another ID to record an ID from any other country (for example a CNIC for a Pakistani employee working in Dubai). It is listed with an Other country badge.

Passports are not entered twice: they stay in Personal → Immigration (with their own expiry alert) and are shown read-only in the Statutory IDs list.

Adding or editing an ID

Open the employee → Personal → Statutory IDs.
Click Add on the row (or Edit on a saved one).
Fill in:

Field	What it means	Example
Number	The ID number. Spaces and dashes are fine; it is saved in the official format. Leave blank when editing to keep the saved number.	35202-1234567-1
Issued on / Expires on	Dates on the card or permit.	01-01-2030
Alert before (days)	When to warn before the expiry. 0 = no alert.	30
Details	Extra fields some IDs need: W-4 filing status and dependents amount, UAE visa type / sponsor / emirate, labour card type, super fund USI, student loan plan.	Single
Link an existing document / Upload a scan	The scan copy. An upload is saved in the employee's Documents tab and linked here.	cnic-front.pdf
Verified	Tick when you have seen the original or completed the check. Records who verified it and when.	✓

Number checks

A number is rejected when it does not match the country format, for example:

CNIC — 13 digits (35202-1234567-1)
SSN — 9 digits, not starting 000, 666 or 9xx
National Insurance number — two letters, six digits, A–D (AB123456C)
TFN — 8 or 9 digits with a valid check digit
Emirates ID — 15 digits starting 784 (an unusual check digit only shows a warning)
Iqama — 10 digits starting 2; Saudi national ID — 10 digits starting 1; both with a valid check digit

Right-to-work, I-9 / E-Verify and VEVO checks

These are recorded as Statutory IDs too (no separate module):

Field	Use
Reference	Share code (UK), E-Verify case number (US), visa grant / VEVO reference (AU)
Check method	e.g. Home Office online check (share code), I-9 + E-Verify, VEVO
Checked on / Result	Date and outcome: passed, pending, passed — time-limited, tentative / final non-confirmation, failed
Expires on	When the permission to work ends
Next check on	Follow-up check for time-limited permission. The alert fires for this date.

Expiry alerts

An expiry date (or next check date) creates an entry in the employee's Documents → expiry list, and the existing document expiry alert emails the employee and HR the chosen number of days before. Change the date on the Statutory ID and the alert follows; delete the ID and its alert goes too. The number in the alert is masked.

Who can see what

Permission (Roles & Permissions → Country & compliance)	All	Owned	None
View Statutory IDs (unmasked)	Show full numbers of everyone	Show your own numbers only	Masked only
Add / Edit Statutory IDs	Add, edit, delete for everyone	Your own only	Read-only

Defaults: Admin = All / All. Employee = View Owned, Edit None — an employee sees their own list and can click Show on their own numbers. Managers with View Employees = All see the list masked. Full numbers are never put in the page: Show fetches one number on demand and hides it again after 30 seconds.

Employee fields used by compliance rules

Field	Why it exists
Nationality	Saudi GOSI (Saudi / non-Saudi rates), UAE GPSSA (nationals), Emiratisation / Nitaqat counts, statutory exports
Residency / work status	Citizen, permanent resident, work visa, dependant visa — tells whether a visa / permit / right-to-work check is needed
Reduced Ramadan hours	Whether the reduced Ramadan working hours apply. Recorded instead of religion.

API

GET /api/v1/compliance/employee/{id}/statutory-ids (masked; ?reveal=1 with the View permission), POST / PUT / DELETE to change them, GET /api/v1/compliance/statutory-id-definitions, and PUT /api/v1/compliance/employee/{id}/work-eligibility. See the API docs (Country & Compliance).

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