The Shops and Establishments Act says that businesses in India must keep certain records to make sure they are following the law. Each state and Union Territory passes its own version of the Act, and the exact records that must be kept may change slightly from one place to the next. But businesses usually need to keep track of the following records:
- Attendance Register: Every business has to keep an attendance register that keeps track of how many workers are there each day. This record usually has information like the employee’s name, the date, and the time they arrived and left work.
- Wage Register: Employers must keep a record of how much they pay each employee in wages. This register should have information like the employee’s name, job title, daily or weekly pay, deductions, overtime pay (if any), and the total amount paid.
- Register of Leave: There must be a register of leave that keeps track of the time off that each worker takes. It should include details like the type of leave (sick leave, casual leave, earned leave, etc.), the times of leave, and the reason for the leave.
- Register of Employment: This register should have important information about each employee, such as their name, address, age, date of hire, job title, and any other relevant information.
- Register of Advances: If an employer gives a loan or advance to an employee, the employer should keep a record of the advance, why it was given, and when it needs to be paid back.
- Register of Fines and Deductions: If workers are given fines or deductions for not following company policies or for any other reason, they must be written down in a register along with the reason.
- Register of Holidays: Employers should keep a record of all public holidays and other holidays that the company or state government has announced.
- Register of Maternity Benefits: Companies with female employees should keep a register of the maternity benefits they give, including the start date and length of maternity leave, pay paid during the leave, and any other important information.
- Register of Accidents: If an accident happens at work, the details of what happened, who was hurt, and any other important information should be written down in a register of accidents.
It’s important to remember that companies must keep these records up-to-date and easy for government officials to look at. If you don’t keep good records, you could face fines or other legal effects.