Circular For Attendances Register

Dear All,
Due to some technical reason Bio-metric machine is not working for last 3mths and no any employee have signed attendances register, so I want to make circular regarding sign attendances register on daily basis, please give me suggestion.
Regards,
Gayatri Naik

Yes it is mandatory that every employee has to sign in the register in the absence of the Bio-matric machine and you should also instruct the department people to maintain the attendance of their team members regularly so that you can cross verify also.
Instructions to all employees should be on the general notice board and HODs should be personally. Unable to understand how you have paid salaries with out supporting attendance for last 3 months.
For calculation of PL/ EL, submission of annual returns if it is a factory.OT. C.off etc., etc., attendance is mandatory otherwise it will be difficult to finalize.
Thanks and regards - kamesh

Hi Kamesh,
No actually we are cross verify with the register but thing is that no any employee personally signed that register one of our office boy marked presenty in attendances register and before 7days I joined this company so i need issue circular regarding this only.also want to get track regrading the late comers, so give me some circular template its mentioned that every employee need to marked there presnty in attendance register with the IN timing.
Regards,
Gayatri.

Sub-Attendance register
I agree with Mr.kamesh as to the compulsory maintenance of attendance register in physical form in the absence of biometric system in view of other statutory compliance like Over time and leave etc connected with it.
you can issue a circular on the following lines.
To
.................
................
Dear Sir
Sub :- Signing Attendance Register
You are aware that the biometric system of the comapny is temporarily out of use due to some technical problem. All employees are therefore advised to mark their attendance without fail in the register, kept for this purpose in the department/office as this will be necessary for maintaining punctuality and attendance, pay roll and leave management.
the departmental heads are requested to ensure compliance from their staff in this regard.
Yours sincerely
Manager-HR

Dear Gayatri,
Please find below circular format..
Date:
Sub : Inter Office Memo/Circular
Dear All,
Attendance register entry on daily basis is mandatory as per the attendance policy of our organization.
Kindly sign in the attendance register on daily basis for smooth flow of the payroll process and for various statutory requirements...
Failure to do so will be considered as absent for the day and no further intimation will be given on the same.
For <Company Name>
Signature
Name
Designation

You are right!
When there is a circular, it can not be in a particular's name.
You can have the following lines also,
" You all are aware that due to some technical error, our biometric punching machine is out or order and hence punching of attendance through bio-metric machine is not possible. To overcome this situation, we have kept Attendance Registers for making the signatures of all the employees as a marking of their attendance to duty.
So hereby all employees are informed that to mark your atteandance to duty, please make your signatures on daily basis without fail in the attendance register, so that your salary could be processed on the basis of your signatures only.
Failing to sign the register may lead to loss of pay for which the concerned employee will be sole responsible.
Your co-operation for this compliance will be highly appreciated.
by Order,
HR & Admin Dept.
You may add / delete the narration as per your needs.
Cheers!
Atul S Malve
Manager- HR & Admin

hi
whereas kamlesh has given you the advice on how to go back to the caveman era of the attendance register, on really wonders what the administration was doing to get their act together for re installing the biometric attendance system. The reister will only make everyones life miserable and you will wind up investing in recruitment of fresh clerical and peon staff. My suggestion would be to get things moving to get the system up within a week. If you cant - i strongly suggest that you look for alternate oppurtunities elsewhere as either you or the company is not worth it.
aav

Hi Atul,
As I told my second post we have attendance register system but my main concern is for all this post I want issue circular regarding employee marked there attendances on self responsibility . It is not like that company or administration person are careless regarding attendances thing and thanks for your suggestion.
Regards
Gayatri Naik

Sir,
first make clear instructions to security that after the in time hours no one will enter the main gate. If also they come late (because of some problem) keep a register at security person to note down the late comers names emp code in time emp signature remaks ( to note down why he is late) signature of security personal.
take a class to employee to sign on the attendance register in front of security. based on this attendance register salary will be processed otherwise no entertainment.
These above two steps will be applicable from top to down the hyrarchy. this will also build the good culture in your organisation.
Regards,
Prasad & Mallikarjun
(HR Officers)

Sub- Eletronic attendance system -Biometric system
The Information Technolgy Act permits maintenance of statutory registers in electronic form and in sucg an event it is not necessary to mainatin attendance registers in physical form. However,the concerned Labour Authorities mabe kept informed of it and if necessary permission be obtained from them.
B.saikumar
HR & labour law Consulatant
Chipinbiz Consultancy Pvt.Ltd
Mumbai.