You are Here: Home > Topics > PPSN > Personal Public Service Number-Register of Users

Personal Public Service Number-Register of Users

Your Personal Public Service Number Logo

If you have a query regarding your PPS (Personal Public Service) Number please contact:

Client Identity Services,
Department of Social Protection,
Social Welfare Services,
Shannon Lodge,
Carrick-on-Shannon,
County Leitrim

Telephone: Lo Call 1890 927999 (Select Option 2)
Any queries can be made using the online form Client Identity Services (CIS) Online Enquiry Form

Client Identity Services (CIS), a Section in the Department of Social Protection manages the issue and use of the PPS Number. CIS is committed to protecting and facilitating the use of the PPS Number in accordance with the law. This Register of Users of the PPS Number has been prepared and published to promote transparency regarding the ongoing use and future development of the PPS Number as a unique identifier for public services.

The legislation governing the allocation and use of the PPS Number is contained in the Social Welfare Consolidation Act 2005, the Social Welfare and Pensions Act 2007 and the Social Welfare and Pensions Act 2010. Only Specified Bodies named in the above Social Welfare Acts can use the PPS Number.

The Department is writing to each of the Specified Bodies asking four questions:

  1. If they use the PPS Number at present?
  2. For what purpose(s)?
  3. If they exchange the PPS Number with any external body? If so the name of the relevant bodies and the purpose(s) of the exchange.
  4. Their future plans for the use of the PPS Number?

The responses received from the Specified Bodies to date are as listed below. Readers should note that this Register is in the course of being compiled and is not therefore complete. Further replies are being added on a regular basis.

Any queries may be addressed to:

Annmarie Freeman,
Client Identity Services,
Department of Social Protection,
Shannon Lodge,
Dublin Road,
Carrick-on-Shannon,
Co. Leitrim.

Ph: (071) 9672682
Email: Annemarie.Freeman@welfare.ie

Bodies authorised to use the Personal Public Service Number under Social Welfare law

◊ Agriculture, Fisheries and Food (Department of)
◊ Central Statistics Office (CSO)
◊ Communications, Energy and Natural Resources (Department of)
◊ Community, Equality and Gaeltacht Affairs (Department of)
◊ Defence (Department of)
◊ Education and Skills (Department of)
◊ Enterprise, Trade and Innovation (Department of)
◊ Environment, Heritage and Local Government (Department of)
◊ Finance (Department of)
◊ Foreign Affairs (Department of)
◊ Health and Children (Department of)
◊ Justice and Law Reform (Department of)
◊ Revenue Commissioners (Office of)
◊ Social Protection (Department of)
◊ Taoiseach (Department of the)
◊ Tourism, Culture and Sport (Department of)
◊ Transport( Department of )

◊ Public Appointments Service
◊ Commission for Public Service Appointments
◊ Local Authorities
◊ Educational Institutions and VECs
◊ Health Service Executive
◊ Hospitals and Related Services
◊ Others

Department of Agriculture, Fisheries and Food

Updated: December 2008

(i) Does your Department use the PPS Number at present?

Yes.

(ii) For what purpose(s)?

The Department currently uses the PPS Number as a customer identifier across a range of schemes and systems for external customers and also internally for some staff related matters.

(iii) Does your Department exchange the PPS Number with any external body? If so please name the relevant bodies and state the purpose(s) of the exchange

The PPS Number is exchanged with the Client Identity Services section of the Department of Social and Family Affairs for validation purposes. It is also included in data supplied to the Revenue Commissioners in relation to payments information and to the Central Statistics Office for statistical purposes.

The PPS Number is also included in data supplied to the Department of Social & Family Affairs in relation to payment information provided to that Department on an annual basis.

(iv) What future plans has your Department for the use of the PPS Number?

The Department intends to use the PPS Number as the main customer identifier for individual customers across the wide range of schemes and services it operates.

Central Statistics Office

Updated: November 2008

(i) Does your Office use the PPS Number at present?

The CSO uses the PPS number as follows. All usage is under the terms of the Statistics Act, 1993, and is in line with Data Protection legislation.

  • The PPS number is a field on the records obtained from the General Register Office as part of the Births Notification Form.
  • The PPS number is collected directly from the public, as part of the data collection process, in the following CSO statistical surveys: Survey on Income and Living Conditions (SILC); Quarterly National Household Survey (QNHS); National Disability Survey.
  • Business enterprises provide the PPS numbers for a selected sample of employees as part of the annual National Employment Survey (NES).
  • The CSO regularly receives data files containing the PPS number from other public authorities. (Under the Statistics Act, the CSO has the right of access to the records of public authorities for purely statistical purposes.)

(ii) For what purpose(s)?

PPS numbers are used by the CSO for statistical purposes only, in accordance with the terms of the Statistics Act. By matching datasets from different sources, using the PPS number as the common identifier, the CSO is able to conduct broader statistical analysis of cross-cutting topics, while aiming to minimise the response burden on survey participants.

Each individual data matching project is performed only if it complies in full with the terms of the CSO Data Protocol. This Protocol, which covers data linkage policy and procedures, was formally agreed with the Data Protection Commissioner and is available at 'www.cso.ie'. A register of statistical data linkage projects is also made available on the CSO website.

(iii) Does your Office exchange the PPS Number with any external body? If so please name the relevant bodies and state the purpose(s) of the exchange

The CSO does not provide the PPS number, or any other identifiable personal data, to any external body. To do so would be a breach of statistical legislation and would amount to a serious offence. All data collected or obtained under the Statistics Act is strictly confidential, is accessible only to Officers of Statistics, and may be used only for exclusively statistical purposes. All Officers of Statistics must sign a Declaration of Secrecy, as specified in the Act.

(iv) What future plans has your Department for the use of the PPS Number?

There are no plans to change the current use of PPS Numbers

Department of Communications, Energy and Natural Resources

Updated: February 2010

(i) Does your Department use the PPS Number at present?

Yes

(ii) For what purpose(s)?

The PPS Number is used on all matters relating to Departmental employees i.e. salary, taxation and social welfare matters.

(iii) Does your Department exchange the PPS Number with any external body? If so please name the relevant bodies and state the purpose(s) of the exchange

The Department uses the number for the exchange of employee related information with the Revenue Commissioners and the Department of Social and Family Affairs as well as when staff are transferring between to or from other Government Departments.

(iv) What future plans has your Department for the use of the PPS Number?

The Department currently has no plans to extend the use of the PPS Number to other applications.

Department of Community, Equality and Gaeltacht Affairs

Updated: July 2009

(i) Does your Department use the PPS Number at present?

Yes

(ii) For what purpose(s)?

The PPS Number is used on all matters relating to employee i.e. salary, tax issues and social welfare matters. The Department also uses the PPS Number as a client identifier across a range of schemes and systems for external customers.

(iii) Does your Department exchange the PPS Number with any external body? If so please name the relevant bodies and state the purpose(s) of the exchange

The Department uses PPS Number for exchanges of information between Revenue, Social and Family Affairs as well as transfers of staff between the various other Government Departments. In addition the PPS Number is exchanged with POBAL, who administer the Rural Social Scheme on behalf of the Department.

(iv) What future plans has your Department for the use of the PPS Number?

None at the moment

Department of Defence

Updated: March 2009

(i) Does your Department use the PPS Number at present?

Yes.

(ii) For what purpose(s)?

It is used as an integral part of the Human Resource Management System (HRMS) and the payroll system for Departmental staff, Civilian Employees, and Defence Forces personnel. It is also recorded on various forms on personal files held in Human Resources Branches. Its main use would be as an identification reference within these systems.

(iii) Does your Department exchange the PPS Number with any external body? If so please name the relevant bodies and state the purpose(s) of the exchange

The PPS Number is exchanged with other Government Departments, predominantly with the Department of Social & Family Affairs and Revenue Commissioners. The main areas would be -

  • As identification reference when contacting the Office of the Revenue Commissioners in connection with PAYE and PRSI matters.
  • As identification reference when submitting pension form/instructions to Paymaster General's Office in respect of civil servants and civilian employees.
  • As identification reference when contacting the Department of Social & Family Affairs concerning disability deductions; maternity deductions; occupational injuries claims; etc., and it is entered on DSFA Medical Certificates when used. As the PPS Number is an integral part of the HRMS and payroll system it would be passed to another Department on the transfer of an individual civil servant. The PPS Number would be exchanged (indirectly) with financial institutions, as it is normally required to be included on "Certificates of Income" statements which are regularly requested by members of staff for forwarding by them to the financial institution.

(iv) What future plans has your Department for the use of the PPS Number?

There are currently no plans to extend the use of PPS Numbers in this area of the Department.

The Department of Defence administers the Defence Forces Pensions Schemes, and the replies in this regard are as follows: -

(i) Does your Department use the PPS Number at present?

Yes.

(ii) For what purpose(s)?

It is used as an integral part of the Pension Payroll System, as an identification reference. It is used for identification of deceased Defence Forces (DF) pension cases by matching PPS Numbers against a file of deceased cases from the Department of Social & Family Affairs (DSFA) and the obtaining of date of death and next of kin details from DSFA.

(iii) Does your Department exchange the PPS Number with any external body? If so please name the relevant bodies and state the purpose(s) of the exchange

Checking with DSFA as to whether DF pensioners are in receipt of retirement pension or Contributory Old Age Pension (COAP) as entitlement to additional increment in pension cases.

As identification reference when contacting the Office of the Revenue Commissioners in connection with PAYE and PRSI matters.

  • Confirming Date of Death / Date of Marriage of pensioner with DSFA or General Registrar's Office.
  • Checking with DSFA as to whether DF pensioners are in receipt of widow's/widower's pension (exempt from PRSI).
  • Checking with HSE to confirm whether DF pensioner is a medical card holder (exempt from PRSI).
  • Checking of social welfare benefit of DF disability pension / gratuity cases where the issue of double compensation has arisen as a result of a civil action settlement/award.

(iv) What future plans has your Department for the use of the PPS Number?

To link with the General Registrar's Office, to confirm that pensioner is

  1. not deceased;
  2. not married (in the case of a child pension);
  3. not remarried (in the case of a widow).

To link with DSFA to determine:

  1. whether pensioner is in receipt of retirement pension or COAP;
  2. next-of-kin details for deceased pensioners.

To link with DSFA to ascertain details of social welfare benefits of Defence Forces disability pension applicants/recipients in double compensation cases.

With regard to the Defence Forces, the information is as follows:-

(i) Does your Department use the PPS Number at present?

Yes

(ii) For what purpose(s)

The Defence Forces does not maintain a specific register/database of the PPS Number of commissioned and non-commissioned personnel. All service personnel are allocated a (military) service number on enlistment/commissioning which is the main identification reference used. The PPS Number is used in the Defence Forces in the following areas -

  • Notated on Enlistment on form AF 458 - Schedule of recruits enlisted in the Permanent Defence Force for Income Tax purposes and forwarded to the Department's Pay Sections.
  • Notated on form LA 30 (Admin) Administrative Medical & Dental Record of Enlisted Personnel to indicate entitlement to public health services.
  • Notated in an individuals Identification Details on the Personal Management System and Personal Records Sheets.
  • Notated on various forms relating to discharges from the Defence Forces.

(iii) Does your Department exchange the PPS Number with any external body? If so please name the relevant bodies and state the purpose(s) of the exchange

The Defence Forces do not routinely exchange the PPS Number with any external bodies

(iv) What future plans has your Department for the use of the PPS Number?

The Defence Forces currently do not have plans to extend the use of the PPS Number.

Department of Education and Skills

Updated: January 2010

(i) Does your Department use the PPS Number at present?

  1. The Department uses the PPS Number as the main identifier on the following payrolls:
    1. Primary teachers including casual and non casual teachers
    2. Teachers employed in Secondary and Community/ Comprehensive schools including casual and non casual teachers in voluntary secondary, community and comprehensive schools
    3. Special needs assistants, clerical officers, caretakers and child-care workers in primary, voluntary secondary, community and comprehensive schools
    4. Pensions payroll for retired staff in categories 1 to 3 above.
  2. The PPS Number is currently used as a reference number in the Department in Corepay applications i.e. the Salary and Civil Service Pensions payment package
  3. Human Resource Management System (HRMS)
  4. PPS Numbers are used as a supplementary method of identifying some suppliers on the Financial Management System
  5. The Department uses the PPS Number as the unique identifier for post-primary students on its Post-Primary Pupil Database (PPPDB)
  6. The Department uses PPS numbers in maintaining records of primary teachers being inspected for probation purposes and in reporting on individual teachers outside the probationary process
  7. PPS number is used in some cases for the payment of Locally Devised Assessment (LDA) fees to teachers
  8. PPS Number used on Casetrack System for psychologists employed by National Educational Psychological Service (NEPS) and on an internal access database for privately employed psychologists
  9. The Department requests PPS Numbers under the Scholarship Scheme. The National Office For Equity of Access, who manage disadvantage programmes on behalf of the Department under the Fund for Students with Disabilities, request the PPS number. While the PPS Number it is not sought under either the Student Assistance Fund or the Millennium Partnership Programme, it may be submitted when verifying income details in relation to Father/Guardian, Mother/Guardian or Candidate's spouse
  10. PPS numbers are used in relation to payments to personnel involved in the National Skills Competitions and the WorldSkills competition
  11. PPS Number is used for Home Tuition scheme as the unique identifier for both home tutors and children
  12. PPS Number is collected for Irish teachers who are seconded to the European Schools on an annual basis
  13. The PPS number is included on CVs of employees of the Visiting Teacher Service

(ii) For what purpose(s)

  1. In the case of 1 above, the PPS Number is used for the normal payroll functions
  2. In the case of 2 above, the PPS Number is used as a reference number in Corepay applications for Department Staff
  3. For Human Resource Management System (HRMS) PPS number is used
    1. As an identifier when recruiting new staff or when staff transfer to another Department
    2. When recouping money from Department of Social and Family Affairs in relation to sick leave/maternity benefit
    3. To check Central Applications Facility (CAF) status of applicants with the Public Appointments Service (PAS)
  4. In the case of 4 above, the PPS Number is used as a supplementary method of identifying some suppliers, only where identical names and addresses exist
  5. In the case of 5 above, the PPS Number is used to confirm that the PPSN and details provided by the schools match the records maintained by the Department of Social and Family Affairs. This is necessary to ensure that there is a unique record for each student on the PPPDB
  6. In the case of 6 above, the PPS number is used to facilitate tracking of the inspection of newly appointed primary teachers for probation purposes and of inspection of individual teachers. In the case of primary teachers on probation, a register is maintained on a Departmental database managed by Limerick Education Centre on behalf of the Department of Education and Science. Interim and final inspection reports on probationary primary teachers contain the PPS number as an identifier
  7. In the case of 7 above, the PPS number is only used to ensure that where there are two teachers of the same name in the same school, that each gets the appropriate payment
  8. In the case of 8 above the PPS number is used as a unique identifier for NEPS psychologists and in the case of privately employed psychologists, the PPS number is requested to confirm tax compliance
  9. In the case of 9 above, candidate's PPS Numbers together with the PPS Number of the Father/Guardian, Mother/Guardian or Candidate's Spouse if applicable, are requested for verification purposes. Section 15 (4) (a) of the Student Support Bill refers to the use of PPS [paragraph 30 (ii)] lists the PPS Number of the applicant and as appropriate, the applicant's spouse and each of the applicant's parents, any dependants of the applicant or any dependants of the person upon whom the applicant depends, among the information that should be provided in support of a grant application
  10. In the case of 10 above the PPS number is used as a unique identifier and in order to make tax returns to the Revenue Commissioners
  11. In the case of 11 above, the PPS number is used as the unique identifier to distinguish between tutors and/or children sharing the same name.
  12. In the case of 12 above, the PPS number is used as an identifier for Irish teachers seconded to European schools.
  13. In the case of 13 above the PPS number is collected in relation to employees of the Visiting Teacher Service, e.g., probation of visiting teachers, processing of travel and subsistence claims and applications for short term temporary posts covering for illnesses

(iii) Does your Department exchange the PPS Number with any external body? If so please name the relevant bodies and state the purpose(s) of the exchange

  1. In terms of the payroll applications, the PPS Number is used for the following exchange of data:
    1. Tax data with the Revenue Commissioners including the annual tax return to the Revenue Commissioners regarding tax deducted from pension contribution refunds issued to individual teachers.
    2. PRSI data with the Department of Social and Family Affairs
    3. Payment schedule listings for the PMG's office
    4. Redundancy rebate from the Department of Enterprise, Trade & Employment
    5. Agency used for printing and packing P60s for staff on Department of Education and Science payrolls
    6. Revenue Commissioners - Managed Services Providers for the Department's On-Line Claims System which records staff absences and facilitates salary payment to replacement staff.
  2. In terms of pupil data, the exchange of data is with Post-Primary schools, the State Examinations Commission (SEC) and the Department of Social and Family Affairs (DSFA). Post-Primary schools submit certain personal details and educational history of their current pupils to the Department as part of a census process called the 'October Returns'. For students in examination years, their data is passed to the SEC to facilitate organisation of the State Examinations. Where no PPS number has been provided by the schools, these records are sent to the DSFA for matching against their records and where matches have been established, the PPS number is returned to the schools by the Department for updating onto the schools' records
  3. In the case of primary teachers on probation, the PPS number is collected by means of an information form processed by Limerick Education Centre on behalf of the Department of Education and Science, which facilitates the creation of records on a teacher database. When a final inspection report is issued to the teacher and to the employer (the school), this contains the individual teacher's PPS number. These reports are not published on the Department's website. Where it is decided to inspect and report on individual teachers outside the probationary process, the PPS number is accessed through the relevant primary or post-primary administration or payments sections in the Department of Education and Science
  4. In the case of staff of the Department the PPS number is exchanged with:
    Central Applications Facility
    Public Appointments Service
    Department of Finance
    Department of Social and Family Affairs
  5. In the case of NEPs, the PPS number is not used outside of NEPS.
  6. The PPS number is used for tax returns to the Revenue Commissioners in respect of personnel working for the National Skills Competitions and the WorldSkills competition
  7. In the case of the Home Tuition scheme, the PPS number is not shared with any external body.
  8. For Irish Treachers seconded to European Schools the PPS number is shared with the Bureau of the European Schools and the Directors and Bursars of the European Schools.

(iv) What future plans has your Department for the use of the PPS Number?

  1. The Department intends to introduce the PPS number as the main identifier for the pensions payroll. Ideally, we would like to use this identifier for the interchange of data with voluntary deduction agencies such as VHI, Trade Union subscriptions etc, as it would mean that we would only have to maintain one number for each employee. However, this is not covered by the existing legislation

    The Department proposes to develop an On-Line Appointments System for the appointment of teaching and non-teaching staff in primary, voluntary secondary, community and comprehensive schools. This development would replace the manual forms based appointment system currently in place and would use the PPS number as the unique identifier for payroll purposes
  2. Overall, the Department's strategy in terms of pupil or participant data is detailed in Recommendations 75 and 76 of the Report of the Action Group on Access to Third Level Institutions. Specifically, the objective is to allow all education institutions, irrespective of sector, to adopt the PPS number as the unique client identifier. This will facilitate the tracking of progress of individuals through the wider education system. A legislative framework has been built to support this, with
    1. the identification of all education institutions as 'specified bodies' within the meaning of the 2000 Social Welfare Act
    2. the establishment of criteria for 'data-sharing' with the education sector, as provided in Section 28 of the Education Welfare Act, 2000
  3. However, notwithstanding these developments, the Department sees potential for securing efficiencies across the wider public service. One such example is the confirmation of school enrolment for Child Benefit purposes for those children aged 16 or older. It is estimated that there are 120,000 pupils in this category. Rather than relying on the existing process of the DSFA issuing letters to parents of such children and seeking confirmation of attendance from the school Principal, it should be possible for the Department to generate data extracts confirming the enrolment of these pupils. This would remove the necessity for DSFA to issue letters to parents and remove an administrative task from school Principals
  4. It is proposed to develop a Learner Database which will incorporate the post primary pupil database and record details of learners at primary level and other stages of education. The PPS number will be used to identify individual learners which will enable the Department to focus resources and measure outcomes
  5. In relation to financial support for students in Higher Education, it is proposed that the PPS number will be used as a unique identifier for the purposes of:
    1. obtaining information to determine whether an applicant is eligible for a grant
    2. verifying data supplied as part of the application process
    3. providing data to assist in an inquiry under Section 19 or the prosecution of an offence under Section 20 of the Student Support Bill
    Section 24 of the Student Support Bill provides for the exchange of information between various bodies listed in Schedule 2 for relevant purposes. In addition, the Minister may prescribe additional bodies for the purposes of Section 2 if it appears to the Minister that it would assist any of the bodies listed in Schedule 2.

Department of Enterprise Trade and Innovation

Updated: February 2009

(i) Does your Department use the PPS Number at present ?

Yes.

(ii) For what purpose(s)?

The Department uses the PPS Number in the following areas:

  1. Redundancy and Insolvency Payments: For administration of the redundancy and insolvency payments schemes the PPS Number is used for recording individual claims for statutory redundancy and insolvency payments.
    Where redundancy or insolvency payments are made directly to the individual rather than to the employer, the individual's PPS Number is recorded on the Department's accounting system.
  2. Personnel Unit: For the administration of each staff member's personnel record in the Department. The PPS Number is recorded by Personnel Unit on the Peoplesoft human resources management administration system (HRMS) that is currently in operation in the Department. This system records all relevant personal data for each individual staff member in the Department. It would also be recorded on individual staff member's paper Personnel files. In addition, the PPS Number is forwarded by Personnel Unit to our Finance Unit in order to process salary payments for all staff members. It is important to note, however, that in these processes the PPS Number is not used as a tool to identify individual staff members
  3. Employment Permits: For a permit required - individual already working in the State, evidence of a PPS Number.
  4. National Employment Rights Authority (NERA [See Note1]): NERA uses PPS Numbers as a reliable identifier during the course of employment rights investigations and associated enquires and in the context of the bringing of proceedings relating to offences under employment rights legislation and the enforcement of determinations made by the Labour Court and the Employment Appeals Tribunal.
  5. Employment Appeals Tribunal: The PPS Number is used as a means of recording details and identifying an individual who has taken a case to the Employment Appeals Tribunal.
  6. Finance Unit: The PPS Number is recorded on the Department's payroll system and is used on forms P.35, P.60, and forms for various financial institutions.
  7. Internal Audit Unit: The PPS number may be used in the conduct of their internal audits of any of the above areas of the Department.
  8. Companies Registration Office: The Companies Registration Office (CRO) uses the PPS Number to verify the identity of a person when they apply for a PIN and ID for the purposes of filing electronically with the CRO.

[Note 1] The National Employment Rights Authority (NERA) was established on an interim basis by the Government in February 2007 on foot of a commitment in the "Towards 2016" social partnership agreement. NERA will be established on a statutory basis upon the enactment of the Employment Law Compliance Bill.

(iii) Does your Department exchange the PPS Number with any external body? If so please name the relevant bodies and state the purpose(s) of the exchange

Yes.

In respect of Personnel Unit, when a member of staff transfers to another Government Department or moves on secondment, the PPS Number is given to the Personnel Unit of the new Department or organisation as part of the staff member's personnel record.

In respect of Employment Permits, the Garda National Immigration Bureau (GNIB) is provided with the PPS Number from records of applications for Employment Permits received and processed within the Department. Section 37 of the Employment Permits Act 2006 [No. 16] which permits exchanges of certain information by the Minister for Enterprise, Trade and Employment, the Minister for Social and Family Affairs, the Minister for Justice, Equality and Law Reform and the Revenue Commissioners which are reasonably necessary for the exercise of their respective statutory functions.

In respect of NERA, the PPS Number may feature in material forwarded by NERA to prosecuting Solicitors.

In respect of Finance Unit, the PPS number is included on the annual P.35 form returned to the Revenue Commissioners and on various other forms which are completed on an employee's behalf for financial institutions.

In respect of Internal Audit Unit, they would not have any reason to exchange PPS Number details with any external body. All details of specific PPS Numbers would be removed from any audit report issued.

In respect of the Companies Registration Office, the PPS Number is not currently exchanged with any external body.

(iv) What future plans has your Department for the use of the PPS Numbers?

NERA: Section 27 of the Employment Law Compliance Bill 2008 provides that the Director of NERA may in the performance of his/her functions, disclose PPS numbers to a Rights Commissioner, the Labour Relations Commission, the Employment Appeals Tribunal, the Labour Court, an employer or an "official agency". An "official agency" means the Minister for Enterprise, Trade & Employment, the Minister for Justice, Equality and Law Reform, the Minister for Transport, the Minister for Social and Family Affairs, the Garda Síochána, the Revenue Commissioners, the Director of Corporate Enforcement, the Health and Safety Authority, the Competition Authority, the Private Security Authority, the Pensions Board, the Pensions Ombudsman, and the competent authority or authorities of other States. Competent Authority means a person in whom functions relating to the enforcement of employment legislation in a State are vested.

Employment Permits Section intends to use the PPS Number records available on "Infosys" to determine in certain cases if:

  • a company is trading and making returns for its employees,
  • an individual is working for a company without a permit,
  • an individual is employed by a company (as opposed to being self-employed),
  • the number of non-EEA nationals permitted to work for a company is exceeded.

Internal Audit Unit have no additional planned use apart from possible use in future internal audit work of the Department.

The Companies Registration Office intends to exchange the PPS Number with Revenue in the context of using the ROS authentication system to verify the identity of persons signing forms filed under the Companies Acts.

Department of Environment, Heritage and Local Government

Updated: November 2008

(i) Does your Department use the PPS Number at present?

Yes.

(ii) For what purpose(s)?

The PPS number is currently used as an identifier for applicants for both new house and thatching grants. In addition, the Department has requested that local authorities use the PPS Number to identify applicants for essential repairs, disabled, shared ownership, affordable housing and mortgage allowance grants which are administered by local authorities on behalf of the Department. A number of authorities are now supplying data with this number. The application for the Thatching Grant cannot proceed without the PPS number. All of the other grants mentioned, which are administered by the Local Authority request the PPS number but the data input in this Department can proceed without it.

The PPS Number is also used as an identifier for applicants or eligible households for the Rental Accommodation Scheme. The PPS Number along with other data in relation RAS eligible households is supplied by the Department of Social and Family Affairs to this Department, where it is then made available, through a data secure facility, to local authorities. The purpose of the provision of the PPS and other data is to allow local authorities identify RAS eligible households. RAS eligible households are households who have been in receipt of rent supplement for 18 months or more.

PPS numbers are also used in the triennial Housing Needs Assessment (HNA). They are not used as an identifier as such, but rather as a tool to identify duplicate applications in the national data warehouse [households can apply to more than one housing authority for housing support].

(iii) Does your Department exchange the PPS Number with any external body? If so please name the relevant bodies and state the purpose(s) of the exchange.

As above, the PPS number is provided to all local authorities

In addition to this, an annual return is made by this Department to the Revenue Commissioners with the details of all the landlords participating in the RAS and the payments that Local authorities have made to the landlords. The PPS Number or tax clearance certificate number of each landlord/accommodation provider is supplied to the Revenue as an identifier or reference number for the landlord within the return.

(iv) What future plans has your Department for the use of the PPS Number?

None, other than continued use to identify duplicates.

Department of Finance

Updated: December 2008

(i) Does your Department use the PPS Number at present?

Yes.

(ii) For what purpose(s)?

The PPS Number is currently used in the Department in Core-pay applications i.e. the Salary and Civil Service Pensions payment package, the CEN-SIS System, the HRMS system, the Pension Service System and the Time and Attendance system. The PPS Number is used as a unique reference. The PPS number is also used in the Event Publication Service (EPS), which distributes information (including the PPS number if one exists) to public bodies on all persons whose death has been registered with the GRO.

(iii) Does your Department exchange the PPS Number with any external body? If so please name the relevant bodies and state the purpose(s) of the exchange

  • The PPS is used in all dealings with the Revenue Commissioners e.g. for tax-free allowance purposes etc.
  • PMG Pensions Section use PPS numbers to compare its records with the database of deaths held by the General Register Office. This is a security check to ensure that pension payments do not continue to be made in respect of deceased persons.

The following agencies currently subscribe to receive death events:

  • Department of Defence
  • Department of Education
  • Department of Justice
  • Health Service Executive
  • LGCSB
  • National Cancer Screening Service
  • Revenue Commissioners
  • Kerry County Council
  • Laois County Council

(iv) What future plans has your Department for the use of the PPS Number?

  • Pensions Section intend to use the PPS number in a rewrite of their pensioner's file tracking system.
  • Administrative Budget Section will use the PPS number in the Civil Service Information Portal (a rewrite of the CEN-SIS system referred to above.)
  • It is intended to extend the EPS to include information on births and marriages, including the PPSN.
  • The Department intends to develop a central identity register in 2009, which will aggregate and match records from across the public service. The register will include all Public Service Identity attributes, including the PPSN.

Department of Foreign Affairs

Last Updated: December 2008

(i) Does your Department use the PPS Number at present?

Yes

(ii) For what purpose(s)?

Salaries Section use PPS numbers in correspondence and in returns with the Revenue Commissioners.

PPS numbers are used by Human Resources when recording details of staff on the Human Resources Management System (Peoplesoft).

The PPS Number is currently used by the Passport Office to verify the identity of some passport applicants.

(iii) Does your Department exchange the PPS Number with any external body? If so please name the relevant bodies and state the purpose(s) of the exchange

The Department does not exchange the PPS Number with any external body.

(iv)What future plans has your Department for the use of the PPS Number?

Our Passport Office plans to expand its current verification practices, using PPS numbers, by increased cooperation with the Department of Social and Family Affairs.

Department of Health and Children

Updated: June 2009

(i) Does your Department use the PPS Number at present?

Yes, in 3 business areas, (i) Childcare Directorate, Office of the Minister for Children and (ii) Finance Unit

(ii) For what purpose(s)?

  1. To establish the level of funding awarded to community-based childcare services participating in the Community Childcare Subvention Scheme (CCSS)
  2. PPSNs are included in PAYE returns are viewed by our Finance Unit in handling PAYE returns. Not used for any particular purpose but viewed.

(iii) Does your Department exchange the PPS Number with any external body? If so please name the relevant bodies and state the purpose(s) of the exchange

  1. Yes, Dept. Social & Family Affairs. Grant aid levels determined by client numbers qualifying for benefits administered by DSFA
  2. Yes, Revenue Commissioners. PAYE returns
  3. Yes, PPSNs sometimes supplied by plaintiffs and in Ministerial representations and PQ requests that are referred to the HSE and the CSSO in the context of long-stay litigation. (These PPSNs not used by DoHC).

(iv) What future plans has your Department for the use of the PPS Number?

Being considered for use in two areas

  1. For possible use by the HSE, in identifying children at risk (Child Welfare & Protection Policy Unit)
  2. For possible use as patient identifiers in the context of developing proposed Health Information legislation

Department of Justice and Law Reform
(Irish Prison Service and the Courts Service also listed here)

Updated: March 2010

(i) Does your Department use the PPS Number at present?

Yes.

(ii) For what purpose(s)?

In line with other Government Departments, the Human Resource Management System (HRMS) is managed on our behalf by CMOD. Records on this system use the PPS Number as an identifier.

(iii) Does your Department exchange the PPS Number with any external body? If so please name the relevant bodies and state the purpose(s) of the exchange.

The Irish Naturalisation and Immigration Service (INIS) use the PPS Number in correspondence with the Department of Social and Family Affairs to ascertain whether an individual is in receipt of social welfare. This is required as part of the Naturalisation and Family reunification process to determine if an applicant is a burden on the State.

The Criminal Injuries Compensation Tribunal (CICT) uses the PPS Number in injury cases where losses of earnings arise. Details of social welfare benefits paid and/or details of net earnings may be required. In this regard, the CICT use the PPS number in correspondence with the Department of Social Affairs and the Revenue Commissioners.

The Private Security Authority (PSA) uses the PPS Number on application forms for licences and records them on their database.

(iv) What future plans has your Department for the use of the PPS Number?

The PPS Number is also used to carry out statistical analysis in INIS and it is proposed to use it into the future to identify patterns and trends. In this regard, a query has been raised with the Department of Social and Family Affairs.

Irish Prison Service (IPS)

Updated: July 2011

Irish Prison Service (IPS) response to Query from Department of Social & Family Affairs regarding usage of Personal Public Service Number (PPSN).

(i) Does the IPS use the PPS no?

Yes, as part of a 'specified body' under the Social Welfare Acts, namely the Department of Justice and Equality.

(ii) If so for what purpose?

HR administration in IPS HQ

  • When staff are recruited, personnel details including PPSN are stored on personnel database DataEase.
  • PPSN is cited on the following forms/correspondence:
    • EGen24 when an officer is retiring.
    • Requests by an officer for an estimate of pension for family law purposes or ill health
    • Setting up staff on payroll – information sent to DJELR Financial Shared Services
    • Authorisation forms for maternity leave.
    • Social Welfare Certificates for Class A PRSI.
    • Correspondence with Department of Social Protection and with the Revenue Commissioners
    • Referrals to Chief Medical Officer

Prisoners who wish to register with FETAC for educational certification

  • IPS uses PPSN (supplied by prisoner or by Department of Social Protection) to register relevant prisoners who intend to participate in certified courses of further education.

(iii) Does IPS exchange PPSN with external bodies?

HR administration in IPS HQ

Information sent to:

  • Department of Social Protect
  • Revenue Commissioners
  • Dept of Finance (Pensions Section)

Prisoners who wish to register with FETAC for educational certification

  • FETAC

(iv) Future plans for the use of PPSN?

The IPS has no plans for the use of PPSN at this time

The Courts Service

The Courts Service is organised in five Directorates and the Office of the Chief Executive. Answers in relation to how the PPS Number is used by this Body are provided according to each Directorate.

Supreme & High Court Directorate

(i) Does your Directorate use the PPS Number at present?

Yes, we do use the PPSN at present.

(ii) If so, for what purpose(s)?

Supreme & High Court Offices use PPS numbers in the following circumstances:

  1. Plaintiffs issuing Personal Injury (PI) summonses are required by Section 10 (2)(b) of the Civil Liability and Courts Act 2004 to specify their PPS number in the initiating summons.
  2. Applications to the Probate Office are required to be supported by the Inland Revenue Affidavit (Form CA 24, see Capital Acquisitions Tax Consolidation Act 2003) in which the PPS number of any beneficiary of the estate of the deceased is to be inserted.

(iii) Does your Directorate exchange the PPS Number with any external body? If so, list the name of the relevant bodies and the purpose(s) of the exchange.

  1. In the case of PI summonses the information is not exchanged with any external body, and High Court files are not open to public inspection.
  2. The CA 24 is a Revenue Document, not a court form. The data it contains including the PPS numbers of the beneficiaries is exchanged with the Revenue Commissioners. The Department of Social and Family Affairs can also access this information for the prevention of fraud. The Inland Revenue Affidavit (IRA) was also open to public inspection as part of the Probate papers following the issue of the Grant of Probate / Administration. However, at the request of the High Court Probate Officer, the President of the High Court recently made a Practice Direction (HC 49) limiting access to these papers in order to remove the IRA and the PPS numbers it contains from general public access.

(iv) What are your Directorate's future plans for the use of the PPS Number?

The High Court would plan, subject to authorisation, to use the PPS number in family law cases to identify persons who have obtained decrees of divorce, nullity and judicial separation for exchanging information with the Registrar General; and in company law cases to identify persons who have been restricted from acting as company directors for exchanging information with the Companies Registration Office. This is not done at present as the High Court does not have the required authority.

Circuit & District Court Directorate

(i) Does your Directorate use the PPS Number at present?

No, we do not use the PPSN at present.

This Directorate does not use the PPS number at present because it does not have the required authority to do so.

The Circuit & District Court Directorate would like to be able to use the PPS number for a variety of reasons:

  1. As a unique identifier for jury summons purposes. This would allow proper Garda checks to be done on potential jurors. It would remove any confusion about which of two people of the same name living at one address had been called for jury service. It would allow the Courts Service to keep accurate records of who was ineligible, who had been disqualified, who had been exempted etc.
  2. For CJIPP purposes, it would help Gardai to identify defendants and match them to their records, particularly those who regularly use of false names and addresses.
  3. For road traffic offences it could be a way of matching penalty points to drivers.

It is our understanding that the criminal justice sector is not allowed to use the PPS number. However, most of the work carried out in Circuit & District Court Offices relates to the criminal justice end.

Resource Management Directorate

(i) Does your Directorate use the PPS Number at present?

Yes, we do use the PPSN at present.

(ii) If so, for what purpose(s)?

  • Human Resources
    We use the PPSN in dealing with a range of HR issues and use it to identify an individual as this is the only common unique identifier for that individual.
  • Courts Accounting
    Where a District Court Judge orders that all/part of a maintenance order be paid to the Dept of Social & Family Affairs. This is a claw back facility that allows to recoup Social Welfare payments made to a client who is also in receipt of maintenance payments. This affects a handful of cases. We hold this information as a reference number for the Dept of Social & Family Affairs. This allows them to match payments we send against the correct client.
  • Accountants Office
    Where exit tax is deducted, an annual return is submitted to Revenue with the name of the beneficiary and the PPS number where available. The Accountants Office makes a return of the total exit tax deducted twice a year under its own registered number.

(iii) Does your Directorate exchange the PPS Number with any external body? If so, list the name of the relevant bodies and the purpose(s) of the exchange.

  • Human Resources exchanges this number with external bodies as follows:
    1. Department of Finance - Pension Queries, Human Resource Management System related queries for employees
    2. Civil Service Occupational Health Department - Sick leave related for employees
    3. Department Social and Family Affairs - Maternity/Carers/Sick Leave for employees
    4. Justice (Salaries Section) - Salaries related queries for employees
    5. Central Application Facility (CAF) - Transfer Queries for employees
    6. Public Appointments Services – Recruitment
    7. Any other department where we need to identify an individual or exchange information on them.
  • Courts Accounting
    Used in relation to District Court Orders as mentioned in Question 2.
  • Accountants Office
    PPS numbers submitted to Revenue in the annual return

(iv) What are your Directorate's future plans for the use of the PPS Number?

  • Accountants Office
    PPS numbers will be used where there is a tax liability which has to be recorded by the office.
  • Other Offices in the Directorate
    We have no plan to increase the use of the PPSN any more than we currently do. It is our intention to continue to use the PPSN whilst communicating with external bodies.

Infrastructure Services Directorate

(i) Does your Directorate use the PPS Number at present?

No, we do not use the PPSN at present.

The potential use of the PPS Number on IT systems is something which would be of interest to the ICT Unit. To date it has not been possible to use the PPS Number in the exchange of criminal case data with other agencies. The use of PPS Numbers would help to eliminate possible mistakes in identifying persons involved in such cases. This may require changes in legislation. The future development of civil case management systems would also be helped by the use of the PPS Number for identification purposes, if this were permissible.

Reform & Development Directorate

Not applicable.

Office of the Chief Executive

Not applicable

The Revenue Commissioners

Updated: December 2008

(i) Does your Department use the PPS Number at present?

Yes

(ii) For what purpose(s)?

It is used as an individual's Tax Reference number.

(iii) Does your Department exchange the PPS Number with any external body? If so, please name the relevant bodies and state the purpose(s) of the exchange?

If so, the name of the relevant body and purpose(s) of exchange.

Revenue discloses taxpayer information relating to individuals or companies to a number of external bodies. The taxpayer information may include PPS numbers. The bodies are listed hereunder. The data is disclosed in accordance with specific statutory provisions contained in a variety of enactments.

  • Department of Enterprise, Trade and Employment / National Employment Rights Authority
  • Department of Social and Family Affairs
  • Central Statistics Office
  • Private Residential Tenancies Board
  • Personal Injuries Assessment Board
  • Private Security Services Agency
  • Local Authorities
  • Credit Unions

The purpose of such exchanges is to enhance service delivery to customers of Revenue and to meet obligations under specific enactments and legislation.

(iv) What future plans has your Department for the use of the PPS Number?

As required under statutory provisions.

Department of Social Protection

Updated: June 2009

(i) Does your Department use the PPS Number at present?

Yes

(ii) For what purpose(s)?

As a unique Customer identifier for scheme/service provision and record retention.

(iii) Does your Department exchange the PPS Number with any external body? If so, please name the relevant bodies and state the purpose(s) of the exchange?

Yes - This Department shares data, using the PPS Number as a common identifier, with the Public Service Agencies such as Government Departments, Local Authorities and Voluntary Hospitals. Please refer to Schedule 5 of the Social Welfare Consolidation Act 2005 for a detailed listing. The following are some examples:

  • The Revenue Commissioners
  • Department of Education and Skills
  • The General Registrars Office
  • Department of Agriculture, Fisheries and Food
  • Health Service Executive
  • Department of Foreign Affairs, Passport Office and
  • Irish Naturalisation and Immigration Service;

Sections 261 and 262 and Schedule 5 of the Social Welfare Consolidation Act 2005, as amended, provides the statutory basis for this data sharing.

The purpose of these exchanges is to allow for improved service delivery. As a unique identifier, the PPS Number facilitates speedy and accurate identification of individuals accessing public services.

(iv) What future plans has your Department for the use of the PPS Number?

The policy of this Department is to promote and facilitate the use of the PPS Number in accordance with legislative provisions.

Department of the Taoiseach

Updated: December 2008

(i) Does your Department use the PPS Number at present?

Yes

(ii) For what purpose(s)?

  • PPS Numbers are used for compiling census information, which is supplied to the Department of Finance each quarter. Census data is used purely to record staff numbers.
  • PPS Numbers are also used to convey details of changes to staff salaries in this Department.

(iii) Does your Department exchange the PPS Number with any external body? If so please name the relevant bodies and state the purpose(s) of the exchange

PPS Numbers are used to convey details of changes to staff salaries in this Department. These details are forwarded to Financial Shared Services, Department of Justice, Equality and Law Reform, Killarney, Co Kerry.

(iv) What future plans has your Department for the use of the PPS Number?

There are no plans to change the current use of PPS Numbers.

Department of Tourism, Culture and Sport

Updated: March 2010

(i) Does your Department use the PPS Number at present?

Yes

(ii) For what purpose(s)?

For a number of purposes:

  • These may be recorded on Tax Clearance Certificates for individuals who happen to be suppliers;
  • These may be used as a unique identifier in setting up suppliers on Oracle;
  • These will be used as part of payroll function;
  • As Payroll detail is used to pay Travel & Subsistence, they will be used in payment of T&S;
  • In limited instances a PPS number may be used as a VAT number and be quoted on Invoices which we pay.
  • PPS Numbers are identifiers on the Human Resources Management System (HRMS).

(iii) Does your Department exchange the PPS Number with any external body? If so please name the relevant bodies and state the purpose(s) of the exchange

Yes

  • This Department has outsourced its payroll and accounts payable function to the Department of Justice, Equality & Law Reform (DJELR). Hence all PPS Numbers are exchanged with D/JELR. D/JELR would exchange staff PPS Numbers with the Office of the Revenue Commissioners and the Department of Social and Family Affairs in respect of statutory deductions.
  • When staff transfer between Government Departments we forward a transferring Officer's PPS Number to their new Department by paper file and in the HRMS transfer.
  • When the Department is arranging payment of retirement pensions to staff, the former employee's PPS number is sent to the Office of the Paymaster General when instructing for payment of pension. The Department also records PPS Numbers of the National Gallery of Ireland (NGI) staff as this Department facilitates payment of pensions for the NGI.
  • On occasion where the Department is arranging transfer of pensionable service for a current or previous employee, the PPS is exchanged and recorded as an identifier.
  • There is exchange with the Department of Social and Family Affairs regarding Maternity and Illness Benefits.

(iv) What future plans has your Department for the use of the PPS Number?

We would plan to continue to use these numbers as we do currently. No plans for use of PPS Numbers.

Department of Transport

Updated: October 2008

(i) Does your Department use the PPS Number at present?

Yes.

(ii) For what purpose(s)?

The use of the PPS Number in the Department of Transport is as follows:

The PPS Number is used by the HR Division to confirm identity of individual staff. The PPS number is also used by Payroll/Salaries Section of Finance Unit again to identify individuals but also for interfacing with the Revenue Commissioners and the Department of Social & Family Affairs.

(iii) Does your Department exchange the PPS Number with any external body? If so please name the relevant bodies and state the purpose(s) of the exchange

Other than as stated above i.e. Revenue and Social & Family Affairs, the Department does not routinely exchange PPS Numbers with any other agency with the exception of other Departments to whom staff members may transfer to. In such instance HR Division, through the HRMS, sends their PPS Number along with other personnel details to the Department/Agency to which the employee is transferring.

(iv) What future plans has your Department for the use of the PPS Number?

Not aware of any future plans to expand the use of the PPS Number by the Department.

The Public Appointments Service

Updated: Updated June 2009

(i) Does the Public Appointments Service (PAS) use the PPS Number at present?

Yes.

(ii) For what purpose(s)?

Applicants:

The PPS Number is currently captured at registration stage on publicjobs.ie. This assists in the identification and verification of applicants at various stages of the selection process and is used to identify duplicate applicants.

Central Applications Facility (CAF):

The PPS number submitted with a CAF application is used to cross check against civil/public service employment records to confirm the applicant is a serving civil/public servant.

Human Resources

  • The PPS number of PAS employees is held for HR and salary purposes.
  • The PPS number is requested from interview Board Members and is currently held on a database. This is required in the payment of fees and expenses.

(iii) Does PAS exchange the PPS Number with any external body? If so please name the relevant bodies and state the purpose(s) of the exchange.

Applicants:

  • The PPS Number of individuals being appointed is supplied to the HR Manager/ Personnel Officer of the employing public service organisation eg. civil service departments, local authorities, HSE etc.
  • In certain circumstances PAS is only involved in conducting interim stages of a selection process. In such cases the employing organisation may complete the final stage(s) of the process and PAS provides them with applicant's details, which may include their PPS Number.

Central Applications Facility (CAF):

  • The PPS Number of individuals expressing an interest in relocation to decentralising locations is printed on reports generated by PAS for relevant decentralising departments.
  • The Central Decentralisation Unit within the Department of Finance receives a copy of the data stored on the CAF (on request) in order to generate statistical reports. While these reports do not identify applicants by name, they contain individuals PPS numbers.

(iv)What future plans has your Department for the use of the PPS Number?

The PPS number will continue to be used for the purposes outlined above. There are no future plans for any changes to this at present.

Commission for Public Service Appointments:

Updated: February 2009

(i) Does your Department use the PPS Number at present?

Yes

(ii) For what purpose(s)?

The PPS Number is used on matters relating to employees i.e. salary, tax issues and social welfare matters.

(iii) Does your Department exchange the PPS Number with any external body? If so please name the relevant bodies and state the purpose(s) of the exchange

The Office uses the number for salary purposes with Salaries Section, Department of Finance who run the payroll for our office. We could also exchange the PPS Number with Revenue and Department of Social and Family Affairs as well as transfers of staff between the various other Government Departments.

(iv) What future plans has your Department for the use of the PPS Number?

The Office will continue to use the number as laid out in (iii) above.

Back to Top
Last Updated: 15/12/2011 11:52
Please read the Copyright and Disclaimer notice and the Privacy notice. Access to Public Sector Information