Step 1: Determine Eligibility- Mandatory Registration: If an employer has 20 or more employees, it is mandatory to register with the Employees’ Provident Fund Organization (EPFO).
- Voluntary Registration: If an establishment has fewer than 20 employees, the employer may opt for voluntary registration with EPFO.
Step 2: Obtain Digital Signature Certificate (DSC)- The employer must acquire a Digital Signature Certificate (DSC) for the purpose of filing online documents and forms to EPFO.
Step 3: Register with the EPFO
- Online Registration: The employer can register with EPFO through the EPFO Online Portal.
- Visit the official EPFO website: https://www.epfindia.gov.in.
- Navigate to the “Establishment Registration” section.
- Click on “New Employer Registration”.
- Complete the registration form with the establishment details, including the nature of business, address, contact information, etc.
- Upload necessary documents such as proof of establishment, PAN, GST registration, and more.
Step 4: Provide Employees’ Details
- Once the establishment is registered, you must add employee details, including the following:
- Employee Name
- Aadhaar Number (if available)
- PAN
- Date of Joining
- Basic Salary and DA
- Bank Details
Step 5: Generate Universal Account Number (UAN)
- Every employee will be assigned a Universal Account Number (UAN), which will remain the same throughout their career, regardless of job changes.
- Employers must ensure employees’ UANs are linked to their PF accounts.
Step 6: Start Making Contributions
- After successful registration, employers need to deduct the employee’s PF contribution (12%) and deposit both the employee’s and employer’s contributions (12% each) every month to the EPF account.
- The employer is also responsible for filing regular returns and updating employee information in the system.
Step 7: Regular Filing of Returns
- Employers must file monthly and annual returns with EPFO and ensure all contributions are paid on time.
How to Register for Employees’ State Insurance (ESI):
Step 1: Determine Eligibility
- Mandatory Registration: Any establishment with 10 or more employees (for most industries) and employees earning ₹21,000 or less per month is required to register under the Employees’ State Insurance Act.
- Voluntary Registration: Employers may voluntarily register employees earning above ₹21,000 if they want to avail medical benefits.
Step 2: Gather Required Documents
- Establishment Details: Proof of the establishment’s existence (such as registration certificate, partnership deed, or incorporation documents).
- Employee Information: List of employees including name, designation, salary, and Aadhaar number.
- Bank Account Details: Employer’s and establishment’s bank account details.
- PAN Card: Employer’s PAN card is required for registration.
Step 3: Register with the ESI Corporation
- Employers must register online through the ESI Online Portal.
- Visit the official ESI website: https://www.esic.nic.in.
- Navigate to the “Establishment Registration” page.
- Select “New Employer Registration”.
- Fill out the online application form with details of the establishment and employees.
- Upload the required documents.
Step 4: Obtain ESI Code Number
- Upon successful registration, the employer will receive an ESI Code Number.
- This unique number is used for future reference and filing contributions for employees.
Step 5: Submit Employee Details
- Once the employer’s registration is completed, the details of the employees (such as name, wage, Aadhaar, etc.) should be provided.
- Employees should also be issued their ESI cards to avail of medical benefits.
Step 6: Start Making Contributions
- The employer must start making contributions to ESI (0.75% of employee wages and 3.25% from the employer) on a monthly basis.
- Contributions must be paid by the 15th of every month.
- Payments can be made through the ESI Online Portal or Bank Challans.
Step 7: Regular Filing of Returns
- Employers need to file monthly contributions via the Online Return Filing system.
- Ensure that employee records and wage details are updated and maintained for audits and inspections.
Summary of the Registration Process:
| Step | Provident Fund (PF) | Employees’ State Insurance (ESI) |
|---|
| Eligibility | 20+ employees (mandatory), <20 employees (optional) | 10+ employees, earning ₹21,000 or less per month |
| Required Documents | PAN, GST, establishment proof, employee details | PAN, establishment proof, employee details |
| Registration Portal | EPFO Online Portal | ESI Online Portal |
| Registration Process | Online application, employee details, UAN generation | Online application, employee details, ESI Code Number |
| Employer’s Responsibilities | Deduct and deposit monthly contributions, file returns | Pay monthly contributions, file returns, maintain records |
| Employee Benefits | Retirement corpus, pension, insurance (EDLI, EPS) | Medical care, sickness, maternity, disability benefits |
By following these steps and fulfilling the necessary requirements, employers can successfully register their establishment for
PF and
ESI, ensuring their employees’ financial security and welfare.
