Useful Formats For Keeping Records of Agency
1) Employee/Guards Register
Details to be Maintained
- Name of Employee
- Father’s Name
- Present Address
- Permanent Address
- Contact Number
- Date of Joining
- Date of Leaving (if applicable)
- Photograph
- Badge Number / Employee ID
- Salary
Format
Sr | Name | Father Name | Present Address | Permanent Address | Contact Number | Date of Joining | Photo | Employee ID Number | Salary |
1 |
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2 |
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2) Duty Roaster (Guard Duty – Location, Shift, Timing etc)
Details to be Maintained
- Name of Guard
- Address of Place of Duty
- Whether provided any arms /Ammunition
- Date and Time of Commence of Duty
- Date and Time of Ending of Duty
- Timing of Duty/Shift
Format
Sr | Name of Guard | Address of Place of Duty | Whether Arms/ Ammunition Provided? | Date and Time of Commence of Duty | Date and Time of End of Duty | Timing of Duty/Shift |
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3) Client/Customer List
Details to be Maintained
- Name of Customer
- Phone Number of Customer
- Address where(Site/Point) Security Service is Provided
- Number and Ranks of Security Provided
- Date of Commencement (Starting) of Security Service with Client
- Date of Discontinuation of Service
Format
Sr | Name of Customer | Phone No. of Customer | Address of Security Service Point | Number of Guards and Rank of Service Provided | Date of Starting of Security Service | Date of Discount. (Completion) of Service |
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4) Attendance Register
Details to be Maintained
In This Register Present and Absent of Security Guard Required to Keep. Where
- Name of Guard
- ID of Guard
- Rank
- Date(s) of Month: 1 to 31 Day
- Number of Duty
- Overtime
- Leaves
- Weekly Offs
Marking:
- P = Present
- A = Absent
- P+O = Present with Overtime
- p/h = Half Day
- Z= Other with Remark
(You can write Initial as per your convenient, Above are example of marking Present)
Format
- Service Place/Site Address:
- Month and Year:
Sr | Guard Name | ID No. & Rank | Day 1 |
2 | 3 to 29 (Box) (Date Box) |
30 |
31 | No. of Duty | OT | Leaves | Weekly Off | Total |
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5) Wage Register
Details to be Maintained
- Guard Name
- Guard ID
- Salary
- Present Days
- Basic Salary and Allowance
- Overtime Wage
- Professional Tax, Provident Fund and ESIC Amount
- Deductions
- Net Pay
Format (to be in one raw)
S.No. | ID | Guard Name | Salary | Basic | Allowance | Sp. Allown. | HRA | No.of Days | Absent Days | Pay Days |
Other Cr/Dr | Advance | Over Time | Gross Amt | PF | ESI | PT | Total Deduction | Net Pay | Bonus | TOTAL |
6) Bank Payment Roll
Details to be Maintained
- Guard Name
- Amount of Wage Paid
- Bank Account Number
- IFSC Code
- Branch
- Account Type
- Details of Month of Salary
Format: Bank Payment Roll
Sr | AMT. | IFSC CODE | AC. NO | ACTYPE | NAME | ADDRESS | CITY | Description |
1 | 15368 | SBIN0 006555 | 301x | 105 | Jaymin Desai | Village,City | Anand | Salary of Jun 2022 |
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7) Wage Slip
Details to be Maintained
- Name of Guard
- Month of Salary
- Rank/Security Guard ID
- Present Days
- Absent Days
- Bank Account Number
- Overtime Details
- Salary Details with Components
- PF and ESIC Contributions
- PT Deductions
- Gross Pay and Net Pay
- Tax Details if any
Format
Salary/Wage Slip for ______Month, 2021
Name of E’yee | Duty Place | ||||
Rank | Bank A/c | ||||
Present Days | Absent Days | ||||
Pay Details | |||||
Particulars | Amount | Deductions | Amount | ||
Basic Pay | Xxx | Professional Tax | Xx | ||
D.A | Xxx | PF Deductions | |||
Allowance | Xxx | ESIC Deductions | |||
Provident Fund | Any Other Deductions | ||||
ESIC | |||||
Overtime | |||||
Any Other Earning | |||||
Gross Pay | Xxxxxx | Total Deductions | (xxxx) | ||
Net Pay | Remark If any | ||||
8) Identity Card of Guards
Security Agency Should Keep Following Documents of Each Security Guard
- Identity Proof (Aadhar Card, Voter ID Card, PAN Card)
- Current Address Proof (Electricity Bill, Rent Agreement, Rasan Card, etc)
- Bank Details
- Mobile Number and Email ID
Further, Agency Should Allot Identity Card to Each Security Guard and Supervisor. Identity Card should contain following details
- Agency Name/Logo
- Badge/ID Card Number
- Security Guard Name
- Age
- Blood Group
- Photo
- Date of Joining
- Position
9) Guards' details to be kept in record
- Security Guards Identity Card
- Security Guards Bank Details
- Security Guards Finger Prints
- Security Guards Family Contact Details
- Security Guards Police Verification
- Security Guards Training Certificate
- Security Guards Educational and Other Details
10) Sales Register (Invoice Register)
Details to be Maintained
- Invoice Number
- Date
- Name of Customer
- City of Customer
- GST Number (If Available)
- Gross Amount
- GST (SGST, CGST, IGST If Charged) – (RCM – If Applicable)
- Total Value
- Payment Received Details
Format of Sales Register
Sr | Invoice Number | Date | Client Name | City | Gross Service Value | Other Non Taxable Amount | GST Amount | Total Invoice Value | Payment Received |
1 |
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10) Billing Format & Understanding
Eg. 1: Without Compliance Bill – Where GST, PF and ESIC Not Applicable (If Agency Exempted from GST (Threshold not crossed) and 20 or Less Employee.
Sr | Particulars | Amount |
1 | Security Guard Service | 30,000 |
| (2 Guard x Rs. 15000 Per Guard) |
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2 | Overtime or Other Charges (if Any) | 2,000 |
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| Total | 32,000 |
Eg. 2: PF and ESIC Applicable – But GST Not Applicable (If Agency Exempted from GST)
Sr | Particulars | Calculation | Amount |
1 | Security Guard – 1 Guard |
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| Basic Salary | 6,000 |
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| DA + Allowance | 6,000 |
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| Gross Salary | 12,000 |
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| Employer PF | 720 |
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| Employer ESIC | 390 |
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| Total Pay | 13,110 | 13,110 |
| Services Charges @7.5% |
| 983 |
| Total Invoice Value |
| 14,093 |
Eg. 3: PF and ESIC Applicable – Also GST Application
Sr | Particulars | Calculation | Amount |
1 | Security Guard – 1 Guard |
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| Basic Salary | 6,000 |
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| DA + Allowance | 6,000 |
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| Gross Salary | 12,000 |
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| Employer PF | 720 |
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| Employer ESIC | 390 |
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| Total Pay | 13,110 | 13,110 |
| Services Charges @7.5% |
| 983 |
| Total Taxable Value |
| 14,093 |
| GST @18% |
| 2,537 |
| Total Invoice Value |
| 16,630 |
If RCM Applies then GST requirement to be followed with Reverse Charge Mechanism.
This are the example figures and understanding, before finalization of your billing and compliance structure, we recommend you to consult with your tax advisors.