Hello to all members, I am working in a security and detective service. We have prepared payroll in an Excel sheet and maintain only Excel prints. Is it necessary to maintain manual registers as well? Please help me as soon as possible. Thank you
Preparing and keeping a salary register in Excel is essential. You do not need to prepare a manual register for payroll. During an audit, you can easily present these printouts along with attendance cards.
You need to obtain an exemption certificate from the DCL (Deputy Commissioner of Labour) in your region. You can maintain soft copies of the Wage Register, Muster Roll, Employment Register, etc.
Whenever there is an Internal Audit, External Audit, or Client Audit, you can take printouts of the above-mentioned documents, affix a round seal, and obtain an authorized signature to validate the documents.
Once you are preparing the paysheet in Excel format, take the printout and get it signed by the payee, and keep the record maintained. The Excel printout itself is the Payment Register, so there is no need to maintain a separate manual payment register. You can manually maintain the attendance register/overtime register by noting down the in-time and out-time from where you will take the details for all the employees for whom the Excel paysheet is being prepared.
If you have the bank account information for those employees and you are crediting it to their accounts, then you do not need to get their signatures. However, you must maintain the bank remittance details and statutory remittance details, which should match each other (paysheet amount, ESI deposit details, and PF deposit details).
We have switched over to an electronic punching system and are no longer maintaining a manual time card system. The recent inspection from the statutory department (Tamil Nadu Factories) advised us to seek exemption from the CIF for using the electronic card punching system.
Exemption from CIF for Electronic Card Punching System
Is there a specific rule or form to apply for exemption from the CIF for using the electronic card punching system? Please advise.
Thanks and regards,
STG
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