Thank you for your post.
It sounds like you have one Employee ID# field. If you enter information into that one field, anywhere else that field exists will display the same information. Therefore, you may want to have four separate Employee ID # fields. One for Complainant, one for Witness, one for Respondent, and one for Complaining Witness. Then, when you enter the Employee ID# for the Witness, it will only show up once. Does that make sense?