Dear All,
Due to some technical reasons, the biometric machine has not been working for the last 3 months, and no employees have signed the attendance register. Therefore, I would like to issue a circular regarding the signing of the attendance register on a daily basis. Please provide me with your suggestions.
Regards,
Gayatri Naik
From India, Pune
Acknowledge(0)
Amend(0)
4Due to some technical reasons, the biometric machine has not been working for the last 3 months, and no employees have signed the attendance register. Therefore, I would like to issue a circular regarding the signing of the attendance register on a daily basis. Please provide me with your suggestions.
Regards,
Gayatri Naik
From India, Pune
Acknowledge(0)Amend(0)
Yes, it is mandatory that every employee has to sign in the register in the absence of the biometric machine. You should also instruct the department people to maintain the attendance of their team members regularly so that you can cross-verify as well.
Instructions to all employees should be posted on the general notice board, and Heads of Departments (HODs) should be personally informed. I am unable to understand how salaries have been paid without supporting attendance for the last three months.
For the calculation of PL/EL, submission of annual returns (if it is a factory), OT, Compensatory off, etc., attendance is mandatory; otherwise, it will be difficult to finalize.
Thanks and regards,
Kamesh
From India, Hyderabad
Acknowledge(0)Amend(0)
Instructions to all employees should be posted on the general notice board, and Heads of Departments (HODs) should be personally informed. I am unable to understand how salaries have been paid without supporting attendance for the last three months.
For the calculation of PL/EL, submission of annual returns (if it is a factory), OT, Compensatory off, etc., attendance is mandatory; otherwise, it will be difficult to finalize.
Thanks and regards,
Kamesh
From India, Hyderabad
Acknowledge(0)Amend(0)
Hi Kamesh,
No, actually, we cross-verify with the register, but the issue is that no employee personally signed that register. One of our office boys marked present in the attendance register. I joined this company just 7 days ago, so I need to issue a circular regarding this matter only. I also want to track latecomers, so please provide me with a circular template that specifies that every employee needs to mark their presence in the attendance register with the IN timing.
Regards, Gayatri.
From India, Pune
Acknowledge(0)Amend(0)
No, actually, we cross-verify with the register, but the issue is that no employee personally signed that register. One of our office boys marked present in the attendance register. I joined this company just 7 days ago, so I need to issue a circular regarding this matter only. I also want to track latecomers, so please provide me with a circular template that specifies that every employee needs to mark their presence in the attendance register with the IN timing.
Regards, Gayatri.
From India, Pune
Acknowledge(0)Amend(0)
Sub-Attendance Register
I agree with Mr. Kamesh regarding the compulsory maintenance of an attendance register in physical form in the absence of a biometric system, considering other statutory compliances such as overtime and leave management associated with it.
You can issue a circular along the following lines:
To: [Recipient Name]
Dear Sir,
Subject: Signing Attendance Register
You are aware that the biometric system of the company is temporarily out of use due to a technical problem. Therefore, all employees are advised to mark their attendance without fail in the register designated for this purpose in their respective department/office. This practice is essential for ensuring punctuality, managing attendance, payroll, and leave records.
Department heads are requested to ensure that their staff complies with this directive.
Yours sincerely,
Manager - HR
From India, Mumbai
Acknowledge(0)Amend(0)
I agree with Mr. Kamesh regarding the compulsory maintenance of an attendance register in physical form in the absence of a biometric system, considering other statutory compliances such as overtime and leave management associated with it.
You can issue a circular along the following lines:
To: [Recipient Name]
Dear Sir,
Subject: Signing Attendance Register
You are aware that the biometric system of the company is temporarily out of use due to a technical problem. Therefore, all employees are advised to mark their attendance without fail in the register designated for this purpose in their respective department/office. This practice is essential for ensuring punctuality, managing attendance, payroll, and leave records.
Department heads are requested to ensure that their staff complies with this directive.
Yours sincerely,
Manager - HR
From India, Mumbai
Acknowledge(0)Amend(0)
Dear Gayatri,
Please find below the circular format:
Date:
Sub: Inter-Office Memo/Circular
Dear All,
Attendance register entry on a daily basis is mandatory as per the attendance policy of our organization. Kindly sign in the attendance register daily for the 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
From India, Bangalore
Acknowledge(0)Amend(0)
Please find below the circular format:
Date:
Sub: Inter-Office Memo/Circular
Dear All,
Attendance register entry on a daily basis is mandatory as per the attendance policy of our organization. Kindly sign in the attendance register daily for the 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
From India, Bangalore
Acknowledge(0)Amend(0)
You are right!
When there is a circular, it cannot be in a particular person's name. You can have the following lines as well:
"You all are aware that due to some technical error, our biometric punching machine is out of order, and hence punching attendance through the biometric machine is not possible. To overcome this situation, we have kept Attendance Registers for all employees to sign as a marking of their attendance to duty.
All employees are hereby informed that to mark your attendance to duty, please sign daily in the attendance register without fail. Your salary will be processed based on your signatures. Failure to sign the register may result in a loss of pay, for which the concerned employee will be solely responsible.
Your cooperation with this compliance will be highly appreciated.
By Order,
HR & Admin Dept."
You may add or delete the narration as needed.
Cheers!
Atul S. Malve
Manager - HR & Admin
From India, Sholapur
Acknowledge(0)Amend(0)
When there is a circular, it cannot be in a particular person's name. You can have the following lines as well:
"You all are aware that due to some technical error, our biometric punching machine is out of order, and hence punching attendance through the biometric machine is not possible. To overcome this situation, we have kept Attendance Registers for all employees to sign as a marking of their attendance to duty.
All employees are hereby informed that to mark your attendance to duty, please sign daily in the attendance register without fail. Your salary will be processed based on your signatures. Failure to sign the register may result in a loss of pay, for which the concerned employee will be solely responsible.
Your cooperation with this compliance will be highly appreciated.
By Order,
HR & Admin Dept."
You may add or delete the narration as needed.
Cheers!
Atul S. Malve
Manager - HR & Admin
From India, Sholapur
Acknowledge(0)Amend(0)
Hi,
Whereas Kamlesh has given you advice on how to go back to the caveman era of the attendance register, one really wonders what the administration was doing to get their act together for reinstalling the biometric attendance system. The register will only make everyone's life miserable, and you will wind up investing in the 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 can't, I strongly suggest that you look for alternate opportunities elsewhere as either you or the company is not worth it.
Aav
From India, Delhi
Acknowledge(0)Amend(0)
Whereas Kamlesh has given you advice on how to go back to the caveman era of the attendance register, one really wonders what the administration was doing to get their act together for reinstalling the biometric attendance system. The register will only make everyone's life miserable, and you will wind up investing in the 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 can't, I strongly suggest that you look for alternate opportunities elsewhere as either you or the company is not worth it.
Aav
From India, Delhi
Acknowledge(0)Amend(0)
Hi Atul,
As I mentioned in my second post, we have an attendance register system, but my main concern is for all these posts. I want to issue a circular regarding employees marking their attendance on self-responsibility. It is not that the company or administration personnel are careless regarding attendance matters. Thanks for your suggestion.
Regards,
Gayatri Naik
From India, Pune
Acknowledge(0)Amend(0)
As I mentioned in my second post, we have an attendance register system, but my main concern is for all these posts. I want to issue a circular regarding employees marking their attendance on self-responsibility. It is not that the company or administration personnel are careless regarding attendance matters. Thanks for your suggestion.
Regards,
Gayatri Naik
From India, Pune
Acknowledge(0)Amend(0)
Sir,
First, make clear instructions to security that after the in-time hours, no one will enter the main gate. If they come late (due to some problem), keep a register with the security person to note down the latecomers' names, employee codes, in-time, employee signature, remarks (to note down why they are late), and the signature of the security personnel.
Take a class for employees to sign the attendance register in front of security. Based on this attendance register, salaries will be processed; otherwise, no exceptions will be made.
These two steps will be applicable from the top down the hierarchy. This will also help build a good culture in your organization.
Regards, Prasad & Mallikarjun (HR Officers)
From India
Acknowledge(0)Amend(0)
First, make clear instructions to security that after the in-time hours, no one will enter the main gate. If they come late (due to some problem), keep a register with the security person to note down the latecomers' names, employee codes, in-time, employee signature, remarks (to note down why they are late), and the signature of the security personnel.
Take a class for employees to sign the attendance register in front of security. Based on this attendance register, salaries will be processed; otherwise, no exceptions will be made.
These two steps will be applicable from the top down the hierarchy. This will also help build a good culture in your organization.
Regards, Prasad & Mallikarjun (HR Officers)
From India
Acknowledge(0)Amend(0)
Electronic Attendance System - Biometric System
The Information Technology Act permits the maintenance of statutory registers in electronic form, and in such an event, it is not necessary to maintain attendance registers in physical form. However, the concerned Labour Authorities may be kept informed of this, and if necessary, permission should be obtained from them.
B. Saikumar
HR & Labour Law Consultant
Chipinbiz Consultancy Pvt. Ltd
Mumbai.
From India, Mumbai
Acknowledge(0)Amend(0)
The Information Technology Act permits the maintenance of statutory registers in electronic form, and in such an event, it is not necessary to maintain attendance registers in physical form. However, the concerned Labour Authorities may be kept informed of this, and if necessary, permission should be obtained from them.
B. Saikumar
HR & Labour Law Consultant
Chipinbiz Consultancy Pvt. Ltd
Mumbai.
From India, Mumbai
Acknowledge(0)Amend(0)
Dear All,
Thanks for your valuable suggestions. Now, my problem has been sorted. I have put a circular on the notice board as well as given instructions to the security guard, and now everyone is signing the attendance register on their own responsibility. Once again, thanks to everyone.
Thanks & Regards, Gayatri Naik
From India, Pune
Acknowledge(0)Amend(0)
Thanks for your valuable suggestions. Now, my problem has been sorted. I have put a circular on the notice board as well as given instructions to the security guard, and now everyone is signing the attendance register on their own responsibility. Once again, thanks to everyone.
Thanks & Regards, Gayatri Naik
From India, Pune
Acknowledge(0)Amend(0)
Dear All,
Thank you for your valuable suggestions. I have sorted out my problem. I have posted a circular on the notice board and given instructions to the security guard. Now, everyone is signing the attendance register on their own responsibility. Once again, thank you to everyone.
Thanks & Regards,
Gayatri Naik.
From India, Pune
Acknowledge(0)Amend(0)
Thank you for your valuable suggestions. I have sorted out my problem. I have posted a circular on the notice board and given instructions to the security guard. Now, everyone is signing the attendance register on their own responsibility. Once again, thank you to everyone.
Thanks & Regards,
Gayatri Naik.
From India, Pune
Acknowledge(0)Amend(0)
Dear Sir,
We are a Pvt Ltd company employing workers and staff employees totaling 70. We pay wages to our workers and salaries to staff by bank transfer and cash. We do not have an HR department and maintain all records manually.
Please advise if it is necessary to have the wages and salary registers signed by the workers/staff employees.
Best Regards,
Dinesh Kumar
# 09810795251
From India, Delhi
Acknowledge(0)Amend(0)
We are a Pvt Ltd company employing workers and staff employees totaling 70. We pay wages to our workers and salaries to staff by bank transfer and cash. We do not have an HR department and maintain all records manually.
Please advise if it is necessary to have the wages and salary registers signed by the workers/staff employees.
Best Regards,
Dinesh Kumar
# 09810795251
From India, Delhi
Acknowledge(0)Amend(0)
Dear All Please give template of Undertaking for P.F. Withdrawal in situation of closed company PF. Regards, Shailesh Mahajan (P&A Officer)
From India, Vadodara
Acknowledge(0)Amend(0)
From India, Vadodara
Acknowledge(0)Amend(0)
Dear Gayatri,
We are a Delhi-based IT company and a pioneer in Biometric Attendance and Security systems. As an IT solutions provider, we also offer maintenance solutions for your existing systems. Please feel free to discuss any of your IT issues with us; we are always ready to help you.
Thanks & Regards,
Deepak Pandey
9911877623
From India, Mumbai
Acknowledge(0)Amend(0)
We are a Delhi-based IT company and a pioneer in Biometric Attendance and Security systems. As an IT solutions provider, we also offer maintenance solutions for your existing systems. Please feel free to discuss any of your IT issues with us; we are always ready to help you.
Thanks & Regards,
Deepak Pandey
9911877623
From India, Mumbai
Acknowledge(0)Amend(0)
Dear Gayatri,
As an IT solution provider, we offer maintenance solutions to cater to your needs. Whether it involves taking care of existing hardware, providing new devices, or developing customized software solutions, we are dedicated to meeting your requirements. Feel free to reach out to us for any IT-related queries.
Thanks & Regards,
Deepak
9911877623
From India, Mumbai
Acknowledge(0)Amend(0)
As an IT solution provider, we offer maintenance solutions to cater to your needs. Whether it involves taking care of existing hardware, providing new devices, or developing customized software solutions, we are dedicated to meeting your requirements. Feel free to reach out to us for any IT-related queries.
Thanks & Regards,
Deepak
9911877623
From India, Mumbai
Acknowledge(0)Amend(0)
Hi Gayatri Naik we aggred with Mr. Prasad p.k. sugetion and take attendance dept. wise from all dept and verifie with gate att. register. Regards, Shailesh
From India, Vadodara
Acknowledge(0)Amend(0)
From India, Vadodara
Acknowledge(0)Amend(0)
Please tell me the procedure for copying attendance data from a biometric device to a pendrive and then transferring it to a PC. We recently installed it, and I joined the organization after this. No one is aware of its operation except the former HR. The service provider is not interested in giving a demo again.
Please help me at the earliest. We have an eSSL security fingertips machine.
From India, Mumbai
Acknowledge(0)Amend(0)
Please help me at the earliest. We have an eSSL security fingertips machine.
From India, Mumbai
Acknowledge(0)Amend(0)
Hi all,
It has come to our notice that some of the team members are not punching their attendance on a regular basis, as a result of which we have to mark leave against their name in lieu of any information. We will appreciate your efforts in ensuring that you are making it a habit to regularly punch your attendance. This will help to create a better system for organizational growth and development.
We hope your efforts will help us to create an effective system. Looking forward to your support.
From Oman, Muscat
Acknowledge(0)Amend(0)
It has come to our notice that some of the team members are not punching their attendance on a regular basis, as a result of which we have to mark leave against their name in lieu of any information. We will appreciate your efforts in ensuring that you are making it a habit to regularly punch your attendance. This will help to create a better system for organizational growth and development.
We hope your efforts will help us to create an effective system. Looking forward to your support.
From Oman, Muscat
Acknowledge(0)Amend(0)
Hi Gayatri,
As you have mentioned that you joined this company less than 10 days ago, I would suggest you have patience and understand the process that was carried out when the TRT was not working in the past. You mentioned that the TRT has not been working for the last three months, which is a significant amount of time; it should have been repaired much earlier. If no employee had marked their attendance in the register, then I don't think pasting a circular on the notice board is going to help.
You can inform the employees that strict monitoring of attendance will be implemented, and firm action will be taken against any employee who does not follow the code of conduct. For instance, it will be considered the employee's day off if attendance is not marked for any business day. Before sending the email, call all the supervisors/managers/heads of departments and ensure they understand the importance of adhering to such processes from both the company's standpoint and a statutory standpoint.
From India, Bangalore
Acknowledge(0)Amend(0)
As you have mentioned that you joined this company less than 10 days ago, I would suggest you have patience and understand the process that was carried out when the TRT was not working in the past. You mentioned that the TRT has not been working for the last three months, which is a significant amount of time; it should have been repaired much earlier. If no employee had marked their attendance in the register, then I don't think pasting a circular on the notice board is going to help.
You can inform the employees that strict monitoring of attendance will be implemented, and firm action will be taken against any employee who does not follow the code of conduct. For instance, it will be considered the employee's day off if attendance is not marked for any business day. Before sending the email, call all the supervisors/managers/heads of departments and ensure they understand the importance of adhering to such processes from both the company's standpoint and a statutory standpoint.
From India, Bangalore
Acknowledge(0)Amend(0)Gathering data for an AI comment.... Sending emails to relevant members...
Looking for something specific? - Join & Be Part Of Our Community and get connected with the right people who can help. Our AI-powered platform provides real-time fact-checking, peer-reviewed insights, and a vast historical knowledge base to support your search.
Employee Attendance Register - 2014-15.xls
Aadhaar based Bio Metric Attendance System.pdf