Shift allowance and night pay register

Record shifts worked, the hours and the rate, and work out evening and night allowances and the pay due for each shift.

Security firms, hospitals, factories and hotels pay differently for evening and night shifts. Record each shift with the employee, the hours and the hourly rate, and the register adds the allowance you set for evening and night work and works out the pay due for each shift and the total, with the hours by shift type summarised.

Employers with shift workers in security, health, hospitality, manufacturing and transport, and payroll officers who pay them.

What is included

Shift type, hours and hourly rate for each shift
Allowance percentages you can edit
Pay for each shift worked out
Total hours and pay at the top
Summary of pay by shift type with a chart

Screenshots

How to use it

Set the evening and night allowance percentages on the Rates sheet.
Record each shift with the date, the type and the hours.
Enter the employee's hourly rate.
Read the pay for each shift and copy the total to payroll.

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.

What the shift allowance and night pay register does

Who it is for

Employers with shift workers in security, health, hospitality, manufacturing and transport, and payroll officers who pay them.

How to use the workbook

Set the evening and night allowance percentages on the Rates sheet.
Record each shift with the date, the type and the hours.
Enter the employee's hourly rate.
Read the pay for each shift and copy the total to payroll.
Save a copy under a new name for each month or year, so earlier records stay as they were.

What is inside

Shift type, hours and hourly rate for each shift
Allowance percentages you can edit
Pay for each shift worked out
Total hours and pay at the top
Summary of pay by shift type with a chart

The workbook has these sheets: Instructions, Shifts, By shift, Rates. The main table has the columns Employee; Date; Shift; Hours; Hourly rate; Allowance %; Pay. 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

Agree the allowances in the employment contract.
Check shift pay against the minimum wage for the sector.
Keep clock-in records with the register.
Do not mix this pay with overtime; record overtime separately.

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: Overtime pay calculator, Minimum wage kenya. 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.

Free calculator: Overtime Pay Calculator
Free calculator: Minimum Wage Checker
Guide: What to do if you are paid below the minimum wage
Guide: What to check in an employment contract before you sign
Guide: Casual workers and daily wage employees: rights, pay and tax in Kenya
Another template: Annual leave balance calculator
Another template: Annual leave planner and register
Another template: Casual workers monthly wage register

Need something different? Request a custom template, browse all guides or see every Excel template.

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