Driver Duty Roster & ESIC Accident Duty Extract

Builds the duty roster for a month from your filed attendance and your own trip records, computes duty hours and rest against the limits you supply, and produces the duty extract that an accident report to ESIC turns on — whether the driver was on recorded duty at the stated date and time.

Read this once. This tool records duty; it does not manufacture it. The accident date and time are an input, and the roster is checked against them — so the tool can never quietly put your driver off duty at the moment of the accident because of a time it invented. But where your trip record does not cover the accident moment, it says so and stops. It will not stretch a duty period to fit. A roster that disagrees with the FIR, the fastag trail or the driver's own statement defeats the claim and exposes the occupier personally; a roster that flags the gap lets you close it with real evidence first. Nothing here is padded to a target, and anything you have not recorded prints as not recorded.

1Establishment and period

Appears in the header of every page printed, and in the ESIC extract.

Name of establishment

Address of establishment

ESI code number

ESIC branch office

Roster month

Occupier / authorised signatory

2Duty limits — yours to state

Driving hours, spreadover and rest for motor transport workers come from the rules notified under the OSH Code and differ by State. This tool does not assume a figure: it checks against what you enter here, and anything you leave blank is reported as limit not stated — not checked, never as compliant. An allowance checked against the wrong limit is worse than one not checked, because it prints as verified.

Max driving hours in a day

Hours at the wheel.

Max spreadover in a day

First reporting to last release, rest included.

Min rest between two duties

Continuous hours off between release and next reporting.

Max duty hours in a week

Counted Mon–Sun within the month.

State whose rules these are

Printed as the basis of every check.

3Standard shift — for drivers with no trip entered

Every other driver on roll is rostered automatically from the attendance month: present days take the standard shift below, weekly offs and holidays show as off, and days marked absent show no duty at all. Leave these blank and those days print not recorded rather than an invented window.

Standard reporting time

Standard release time

Earlier than reporting = shift crosses midnight.

Place of duty (local)

4Drivers on roll and their attendance

The attendance month is the base of the roster. Load the month you already filed with the muster roll (section 8) — that is a record. Failing that, paste the roll below and the tool derives presence from the weekly-off pattern; a derived month is printed as derived, because a presence nobody marked is not a record.

Paste the roll — one driver per line: Emp ID, Name, Father/Spouse, Designation, Licence No

Tab-separated works too — paste straight from Excel.

Weekly off (used only when attendance is derived)

5Trips — route, dates and times as you recorded them

One row per daily window. A trip whose window changes gets a second row: your Ludhiana → Delhi example is one row for 08/09 18:00–22:00 and a second for 09/09–10/09 06:00–14:00. A release time earlier than the reporting time means the duty crosses midnight, and the roster carries it into the next day — which is the case that matters when an accident happens at 02:00.

Driver	From (place)	To (place)	First date	Last date	Reporting	Release	Vehicle no.	Odo start	Odo end

Dates as DD-MM-YYYY or DD/MM/YYYY. An unreadable date is reported as unreadable, never guessed.

6Accident particulars — the moment to be matched

Leave this section empty for an ordinary monthly roster. Fill it and the tool additionally produces the duty extract for the accident: the seven days around the date, and a finding on whether the driver was on recorded duty at that exact time.

Driver involved

Date of accident

Time of accident

24-hour clock. Required for the match.

Place of accident

FIR / GD number, if any

Vehicle involved

Nature of injury

Date & time employer had notice

The reporting clock runs from notice, not from the accident.

7Build the roster

Findings first, on screen. The printable roster and the accident extract are produced from the same computation — nothing is recalculated for paper.

8The month in your workbook

Reads the Attendance_YYYY-MM tab the muster roll files, and files this roster back as Duty_YYYY-MM in the same sheet — one workbook per client, added to forever.