Employee asset issue and return register

What the employee asset issue and return register does

Company property that is not recorded is easily lost. List each item you issue with its tag, the employee, the date and its condition, and record the return date when it comes back. The register shows what is still with each employee and the total value out, which you need for final dues when someone leaves.

Who it is for

Employers and HR officers who issue laptops, phones, tools, uniforms and keys, and managers who clear leavers.

How to use the workbook

1. Give each item a tag number and add a row when you issue it.
2. Record its condition and value.
3. Add the return date when it comes back.
4. Check the register before you pay anyone's final dues.
5. Save a copy under a new name for each month or year, so earlier records stay as they were.

What is inside

• Asset tag, description and employee
• Condition at issue from a list
• With employee or returned status
• Value of assets still out
• Summary by status with a chart

The workbook has these sheets: Instructions, Assets, By status. The main table has the columns Asset tag; Description; Employee; Issued on; Condition; Returned on; Status; Value. 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

• Have the employee sign for each item when it is issued.
• Photograph valuable items at issue and return.
• Check the register at every exit.
• Record damage with the date and the employee's explanation.

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
• Another template: Annual leave balance calculator
• Another template: Annual leave planner and register

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