ESI Returns Procedure

A registered employer can file ESI returns. The employer has access to login credentials, he should login and then make a list of actions, as directed in the ESI website. Before filing the return, an employer needs to verify his employees’ details and get that updated.

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How does ESI registration work for you?

It is compulsory for all industries where there is a higher risk of health injuries to apply for ESIfor all it's employees whose salary are below 21000 rupees.

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ESI (Employees' State Insurance) is mandatory for all companies having more than 10 employees

Step 1

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Right from gathering the documents till the final registration, complete end-to-end legal assistance offered by legal experts

Step 2

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Get it done in without any hassles and struggles. As of 15th February 2019 , ESIC contribution rates have been reduced.

Step 3

Know the procedure of ESI returns

Companies with ESI registration have to file the ESI returns once every six months in two periods: from 1st April to 30th September and 1st October to 31st March. The ESI returns have to be filed within 42 days from the end of the half year, i.e. by 12 September for the first period and by 12 May for the second period. It can be done online through Form 5 or offline by visiting the nearest ESI branch office.

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Procedure for filing returns:

Following documents are required for registering under the ESI scheme:

Essential documents for filing ESI returns

The following documents must be maintained regularly for filing ESI returns.

1. Attendance register

2. Form 6

3. Register of wages

4. Register of any accidents on the premises

5. Inspection book

6. Monthly challans and returns submitted for ESI

Procedure to file ESI returns online

Step 1: Upon ESI registration, every employer would have received a user ID and password and a 17-digit code

Step 2: Access https://www.esic.nic.in/ and log in with the provided credentials and click ‘Login’

Step 3: On the portal, there will be a list of provisions for modifying employee details. On the right-hand side, click, ‘File Monthly Returns’ and ensure the employee details are right, the same have to be edited.

Step 4: Fill the bank details and click ‘Submit’ to file the monthly ESI contribution

Step 5: Once the contributions are paid, click ‘List of actions’ page and press ‘Generate challan’. This challan has to be preserved for inspection

Step 6: Click ‘Self-certification’ under the Monthly Contribution section and tick the checkbox for accepting the declaration. If there are more than 40 employees, then the Chartered accounts certificate has to be uploaded.

Step 7: Click ‘Submit’

By following the above steps, the Return of contribution is submitted by the employer.

In case the employer has missed on payment for any of the months in the two periods, the returns for the same has to be contributed in physical form to the respective ESI branch office or to the ESI regional commissioner.

Mandatory records to be maintained by the organizations under ESIC Registration

1. Attendance Register

2. Wages Register

3. Form-6 Register

4. Accident Register

5. Inspection Book

6. File containing all monthly challans & returns submitted

Calculation of employer & employee contribution for ESI

All commercial establishments like corporate organizations, factories, cinema theatres, offices, institutions have to register for ESI. Often employers and employees get confused with the percentage that goes into this contribution. ESI amount is deducted from an employee’s gross salary which is the income earned, excluding deductions on taxes and health insurances.

The components of the salary for calculating ESI are basic pay, dearness allowance, HRA, incentives, special allowances, etc. The rate of the employees’ contribution is 1.75% of the gross pay and 4.75% is of the employer’s. Totally, 6.5% of the wages are paid as ESI contribution.

Example:

Suppose an employee earns 14,000 as his gross pay per month. The ESI deduction has to be calculated as:

Employee’s contribution:

14,000 * 1.75/100 = 245

Employer’s contribution:

14,000 * 4.75/100 = 665

If the employee’s salary is increased to Rs 25,000 per month during either one of the contribution periods, then the ESI has to be calculated for Rs 25,000.

Read to know about the benefits of ESI Registration.

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