Complete ESIC & EPF registration, employee onboarding, challan filing, returns, compliance, and payroll support for businesses across India.
ESIC and EPF are mandatory social security schemes for employees in India, ensuring medical, financial, and retirement benefits.
Provides medical, sickness, maternity, disability, and dependent benefits to employees earning below ₹21,000/month.
Retirement savings scheme where both employer and employee contribute monthly for long‑term financial security.
ESIC: 10+ employees
EPF: 20+ employees
| Scheme | Applicability | Employee Eligibility |
|---|---|---|
| ESIC | 10+ employees | Salary ≤ ₹21,000/month |
| EPF | 20+ employees | Salary ≤ ₹15,000/month (Basic) |
ESIC coverage depends on the employee’s gross monthly salary.
• ESIC coverage is mandatory.
• Employee contribution: 0.75% of gross salary.
• Employer contribution: 3.25% of gross salary.
• Employee receives full ESIC medical & cash benefits.
• ESIC card (e‑Pehchan) must be issued.
• ESIC coverage is NOT applicable.
• Employee must be removed from ESIC portal.
• Employer must stop ESIC deductions.
• Employee may shift to private medical insurance.
• If salary crosses ₹21,000 mid‑year:
– ESIC continues until the end of the contribution period.
– Removal happens only next contribution cycle.
• ESIC benefits continue until cycle ends.
| Scheme | Employee Contribution | Employer Contribution |
|---|---|---|
| ESIC | 0.75% of Gross Salary | 3.25% of Gross Salary |
| EPF | 12% of Basic Salary | 12% (8.33% Pension + 3.67% PF) |
EPF contribution rules depend on the employee’s basic salary + dearness allowance (DA). Below is the complete updated EPF salary eligibility and contribution logic.
• PF membership is compulsory.
• Employee contribution: 12% of actual Basic + DA.
• Employer contribution: 12% (8.33% to Pension, 3.67% to PF).
• No option to restrict PF to a lower amount.
• EPS (Pension) contribution is calculated on ₹15,000 ceiling.
• PF is NOT automatically mandatory for new employees joining with Basic > ₹15,000.
• Employer may choose:
– **Option A:** Restrict PF to ₹15,000 ceiling → PF = ₹1,800/month.
– **Option B:** Contribute PF on full Basic salary → higher PF deduction.
• Decision must be mutually agreed between employer & employee.
• Once PF is opted, membership becomes lifelong.
• Employee may contribute more than 12% (Voluntary PF).
• Employer is NOT required to match voluntary PF.
• Higher PF increases retirement savings but reduces take‑home salary.
• Voluntary PF allowed up to 100% of Basic + DA.
• Required when PF is contributed on full Basic salary above ₹15,000.
• Signed by both employer & employee.
• Allows PF contribution on actual Basic salary instead of ₹15,000 ceiling.
• Ensures higher EPS (pension) eligibility in long term.
• EPS contribution (8.33%) is always capped at ₹15,000.
• Maximum pensionable salary = ₹15,000.
• Even if PF is on full Basic salary, EPS remains limited to ₹15,000.
• Higher PF does NOT increase monthly pension — only PF balance.
• PF on full Basic salary reduces take‑home salary.
• PF on ₹15,000 ceiling increases take‑home salary.
• Voluntary PF reduces take‑home but increases retirement corpus.
• Employer cost increases if PF is on full Basic salary.
• Employer must contribute 12% PF for all PF‑covered employees.
• Employer cannot force PF exit for employees already enrolled.
• Employer must deposit PF before the 15th of every month.
• Employer must maintain UAN activation, KYC, and PF passbook updates.
• Basic ≤ ₹15,000 → PF mandatory on actual Basic.
• Basic > ₹15,000 → PF optional for new joiners.
• PF can be restricted to ₹15,000 ceiling (₹1,800).
• PF on full Basic requires Para 26(6) joint option.
• EPS always capped at ₹15,000.
• PAN
• GST certificate
• Address proof
• Rent agreement
• Electricity bill
• Bank details
• Employee list
• Salary sheet
• Attendance sheet
• Aadhaar
• PAN
• Bank details
• Mobile number
• Date of joining
• Salary details
Collect employer & employee documents.
Register on ESIC portal & fill employer details.
Upload documents & verify email/mobile.
Receive ESIC Registration Certificate.
Add employees & generate IP numbers.
Monthly challan filing & compliance.
Register employer on EPFO portal.
Upload establishment documents.
Get Establishment ID & login credentials.
Add employees & generate UAN numbers.
Monthly EPF challan filing.
EPF returns & compliance.
This section covers the full HR compliance workflow for ESIC & EPF — including employee onboarding, monthly filings, annual returns, audit readiness, and notice handling.
• Register for EPF within 1 month after reaching 20 employees.
• Register for ESIC once you have 10+ employees earning ≤ ₹21,000/month.
• Maintain secure login credentials for EPFO & ESIC portals.
• Generate UAN for every PF‑eligible employee.
• Generate e‑Pehchan Cards for all ESIC‑covered employees.
• Collect Aadhaar, PAN, bank details, mobile number.
• Issue appointment letters & maintain wage records.
• Activate UAN for new employees.
• Add employees to ESIC portal & generate IP numbers.
• Maintain employee master register & statutory payroll records.
• Collect salary, attendance & wage data by the 1st of every month.
• Verify wage components (Basic, DA, HRA, allowances).
• Calculate PF (12% + 12%) and ESIC (0.75% + 3.25%).
• Generate EPF ECR file & ESIC contribution file.
• File PF & ESIC returns before the 15th of every month.
• Share challan copies with management & maintain digital records.
• EPF Annual Return (Form 3A & 6A) — region‑specific.
• ESIC Half‑Yearly Return — May & November.
• ESIC Annual Return (Form 01‑A) — January.
• Update employee KYC, bank details & UAN/ESIC numbers.
• Maintain yearly compliance calendar for HR & payroll.
• PAN, GST, establishment proof, rent agreement.
• Appointment letters, wage registers, attendance sheets.
• Active UAN & ESIC numbers for all employees.
• Digital folders for challans, returns & proofs.
• Maintain compliance defense file for inspections.
• Validate payroll data before submission.
• Confirm UAN & ESIC numbers for new joiners.
• Audit wage components & statutory registers quarterly.
• Use compliance software for reminders & record‑keeping.
• Maintain inspection‑ready documentation.
• Escalate late payroll or return submissions by the 5th.
• If challan payment is missed, file with interest immediately.
• Respond to ESIC/EPF notices within timelines.
• Maintain a “Compliance Defense File” for inspections.
• Document reasons for delays or mismatches.
• Conduct sessions on PF, pension, ESIC benefits.
• Explain UAN activation, PF withdrawal & ESIC claims.
• Share compliance calendar with employees.
• Promote digital access to PF passbook & ESIC card.
• Freeze payroll data by the 1st of every month.
• Ensure Basic Salary is correctly defined for PF.
• Avoid splitting wages to reduce PF liability (illegal).
• Maintain attendance & overtime records.
• Verify wage components before ECR/ESIC filing.
• PF interest: 12% per year on delayed payments.
• PF damages: Up to 25% of dues.
• ESIC penalties: Interest + damages + possible prosecution.
• Benefit loss for employees due to late ESIC filings.
• Legal & reputational risks for employers.
• Form 1 – Employer Registration
• Form 2 – Employee Declaration
• Form 3 – Return of Contributions
• Form 6 – Register of Employees
• Form 37 – Certificate of Re‑employment
• Form 53 – Accident Report
• Form 5 – New Employees
• Form 10 – Leaving Employees
• Form 11 – Employee Declaration
• Form 19 – PF Withdrawal
• Form 10C – Pension Withdrawal
• Form 31 – Advance PF
• Business closed
• Employee count below threshold
• Wrong registration taken
• Change in ownership
• File closure request
• Submit final challan
• Clear dues
• Officer approval
• File closure request
• Submit final return
• Clear liabilities
• EPFO approval
Yes, if employee count is 10+ and salary ≤ ₹21,000.
Yes, if employee count is 20+.
Yes, using Form 19 or Form 31.
Yes, ESIC hospitals & dispensaries across India.
Yes, employer & employee details can be modified.
Heavy fines, interest, and prosecution.