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KenyaTax

Payroll

Casual workers monthly wage register

Record days worked by each casual worker week by week, work out wages for the month and keep a signed record of payment.

Casual workers monthly wage register template

Casual workers are paid for the days they work, and disputes arise when nobody wrote the days down. This register records each worker's daily rate and the days worked in each week of the month, works out the gross wages, takes off any deduction and shows the net amount, with a column for the signature at payment.

Farms, construction sites, hotels and shops that employ casual and daily-paid workers, and supervisors who keep their records.

What is included

  • Days worked recorded week by week
  • Gross and net wages for each worker
  • Total days and total wages for the month
  • Space for deductions and advances
  • Capacity for 200 workers

Screenshots

  • Casual wage register of Casual workers monthly wage register

How to use it

  1. List each worker with their daily rate.
  2. Enter the days worked in each of the five weeks of the month.
  3. Enter any deduction, such as an advance being repaid.
  4. Read the gross and net wages, pay each worker and collect a signature.

Templates are tools to help with your own records. They are not tax or legal advice. Check the figures against official sources before filing or paying.

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What the casual workers monthly wage register does

Casual workers are paid for the days they work, and disputes arise when nobody wrote the days down. This register records each worker's daily rate and the days worked in each week of the month, works out the gross wages, takes off any deduction and shows the net amount, with a column for the signature at payment.

Who it is for

Farms, construction sites, hotels and shops that employ casual and daily-paid workers, and supervisors who keep their records.

How to use the workbook

  1. List each worker with their daily rate.
  2. Enter the days worked in each of the five weeks of the month.
  3. Enter any deduction, such as an advance being repaid.
  4. Read the gross and net wages, pay each worker and collect a signature.
  5. Save a copy under a new name for each month or year, so earlier records stay as they were.

What is inside

  • Days worked recorded week by week
  • Gross and net wages for each worker
  • Total days and total wages for the month
  • Space for deductions and advances
  • Capacity for 200 workers

The workbook has these sheets: Instructions, Register. The main table has the columns Worker; Daily rate; Week 1 days; Week 2 days; Week 3 days; Week 4 days; Week 5 days; Total days. Yellow cells are for you to fill in and grey cells calculate by themselves, so leave the grey cells alone. The example rows show how it works; type over them with your own entries.

Tips for getting it right

  • Record days worked on the day, not from memory.
  • Agree the daily rate in writing before work starts.
  • Check minimum wage rules and statutory contributions for your workers.
  • Keep signed registers for at least five years.

Why keep this record

Staff records go wrong in small, repeated ways: a figure typed twice, a deadline forgotten, a promise that nobody wrote down. A tidy workbook that everyone uses the same way removes most of those problems. It also gives you something to show an employee, an auditor or a labour officer when a question comes up months later, and it makes the next payroll quicker because the facts are already in one place.

Questions people ask

Do I need to know Excel formulas? No. Type into the yellow cells and the rest is worked out for you. The formulas are visible if you want to see how a figure is reached.

Can I add rows or change the layout? You can add your own columns to the right and your own notes. If you insert rows inside a table, copy the grey formula cells down so the new rows calculate too.

Will it work on my phone or in Google Sheets? Yes for viewing and typing, but dropdown lists and the charts look best in desktop Excel or LibreOffice.

Keeping it safe and up to date

Payroll records are personal data and tax records at once, so keep the file somewhere only the people who need it can open, and keep each month's copy for at least five years. Statutory rates such as NSSF limits and the Housing Levy change, so check the Rates sheet against the official source before you rely on a figure.

Read how to run payroll for a small business for the wider picture. Free calculators that go with it: Minimum wage kenya, Paye calculator. See more payroll templates or ask us for a custom one.

The workbook works in Microsoft Excel, LibreOffice and Google Sheets. It is a tool to help you work out and record figures, not tax, legal or accounting advice, and it is not affiliated with the Kenya Revenue Authority. If something does not work as described, contact us and we will put it right.

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