Learning Objectives
Students will be able to distinguish attendance register for staff from attendance register for students.
Introduction
- Attendance register is a tool to record the regularity of a teacher, employee on a day today basis.
- It is used for payroll / salary purposes except for students.
- This is generally kept in the principal or supervisor's office.
- It should show the time of arrival and departure.
- Head teacher checks and signs at the end of each month and notifies the PEO of unapproved absences.
- Previously attendance registers were physically maintained on paper/books, now people started maintaining records on computers.
Types of Attendance Register :
Basically three types attendance register;
- Employee attendance register
- Student attendance register
- Timesheet attendance register
Staff/Teachers Attendance Register:
- Fully automated teacher's attendance register in excel, open office calc and google sheets to manage and monitor for school staff.
- This template is helpful to school admins, principals, vice principals and owners of school to keep an eye on teaching staff.
Types Of Leaves:
Generally there are eight types of leaves as follows;
Holiday (H) :
Includes national holidays, weekly day-offs, and festive holidays. Employer doesn't deduct any amount from his or her salary.
Earned/ Privilege Leave:
Are mandatory yearly leave than an employee earns while working. Employees avail such leave without any salary deduction. Has to obtain prior approval from the employer.
Casual Leave :
An employee can avail casual leave for short durations with prior intimation to the employer.
Sick Leave:
Employers allow a number of sick leaves per year, 12 days per year ie; one SL per month.
Maternity Leave:
Usually, maternity leaves 12-26 weeks; a female can extend additional unpaid leave of 16 months.
Half Pay Leave:
Usually available only to government employers who completed one year of service.
Quarantine Leave:
If the employee or his family members suffers a hazardous infectious disease.
Study Leave(Sabbatical Leave):
An employer grants study or sabbatical leave to employees to update his/her knowledge and experience.
Contents of Staff Attendance Register Excel Template:
- Total 13 sheets.
- Monthly attendance record - 12 sheets.
- Cumulative yearly summary - 1 sheet.
Detail Section:
Include name, designation, type (permanent/temporary).
Cumulative Yearly Attendance Summary Sheet:
- complete overview of the whole year, sheet fetches data from monthly sheets.
- Helpful to avail attendance and balance SL/CL - without getting into any clumsy manual calculations.
- Consist of columns; total working days, P, HD, present total, total absent, total LWP, balance CL and SL.
Present/Leave/Holidays - 'P' for full day present, 'L' for full day leave (unpaid leave), and 'H' for holiday (weekends).
Half Day - HD
Sick Leave - SL
Paid Leave - PL
Vacation Duty - VD
Vacation - V
Monthly attendance summary displays total attendance of each staff member. In excel, google sheets etc; uses COUNTIF function to calculate total attendance.
Total working days calculated based on formula:- P+HD+L+VD+V+SL Taken + PL Taken
Timesheet Attendance Register:
- It is used to record hours spent by employees in the workplace.
- Is a sheet of paper with data arranged in tabular format. Now, the timesheets have become digital.
- In simple terms, timesheets are sheets for summarizing hours worked by each worker during a pay period.
- It records the time of arrival / departure of workers and calculates the amount of time spent on each job.
- calculate salary / wages / overtime.
- Saves money.
- Simplifies Payroll preparation.
- Enhances punctuality.
- Easier scheduling of vacations.
- Maintaining attendance ensures timely and proper payments to employees.
- Manage records of multiple employees.
- Measure efficiency of staff.
- Helps to identify attendance issues.
- Helps management to take necessary and feasible actions for the smooth running of school.
- To present records to government authorities as and when demanded.
- Coordinated and seamless workflow.
- Prevent payroll errors.
