ATTENDANCE REGISTER FOR STAFF

 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;

1. Employee attendance register
2. Student attendance register
3. 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.

Attendance Section:

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.

Benefit Of Maintaining Attendance Register:

1. calculate salary / wages / overtime.
2. Saves money.
3. Simplifies Payroll preparation.
4. Enhances punctuality.
5. Easier scheduling of vacations.
6. Maintaining attendance ensures timely and proper payments to employees.
7. Manage records of multiple employees.
8. Measure efficiency of staff.
9. Helps to identify attendance issues.
10. Helps management to take necessary and feasible actions for the smooth running of school.
11. To present records to government authorities as and when demanded.
12. Coordinated and seamless workflow.
13. Prevent payroll errors.

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Check your understanding on this topic by attending the following MCQ questions.