Disciplinary case and warning log

What the disciplinary case and warning log does

A fair process needs a record. Log each case with the employee, the date, the issue and the stage reached, and say how long the warning stays on file. The log works out when each warning expires and shows which warnings are still active today, so decisions are consistent and defensible.

Who it is for

HR officers, managers and employers who handle misconduct and performance issues and want a consistent record.

How to use the workbook

1. Type today's date at the top.
2. Add a row for each case and choose the issue and the stage.
3. Enter how many days the warning stays valid.
4. Read the status to see which warnings are active.
5. Save a copy under a new name for each month or year, so earlier records stay as they were.

What is inside

• Case number, employee, date and issue
• Stage from verbal warning to dismissal
• Expiry date worked out for each warning
• Active or expired status from today's date
• Summary of cases by stage with a chart

The workbook has these sheets: Instructions, Cases, By stage. The main table has the columns Case no.; Employee; Date; Issue; Stage; Valid for (days); Expires; Status. 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 the facts and the date, never opinions.
• Keep the signed letters with each case.
• Treat similar cases in a similar way.
• Review active warnings before any new decision.

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. 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.

Related guides, calculators and templates

• Guide: How to run payroll for a small business in Kenya
• Guide: How PAYE is calculated in Kenya, step by step
• Guide: NSSF contributions explained: tiers, limits and what you pay
• Another template: Annual PAYE and payroll summary
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