Published by: OurTaxPartner.com | Expert ESI & EPF Filing Services
Introduction
Filing monthly EPF (Employees’ Provident Fund) and ESI (Employees’ State Insurance) returns is a mandatory responsibility for employers in India. These returns ensure that contributions are properly recorded and employees can avail of their rightful benefits including retirement savings, pensions, and healthcare.
In this blog, we break down the complete step-by-step procedure for monthly EPF and ESI return filing. Whether you’re a new employer or looking to streamline your existing compliance, this guide will help you understand the process. For hands-free, expert-managed filing, OurTaxPartner.com offers comprehensive support.
Part 1: Filing Monthly EPF Returns
Step 1: Prepare Employee Contribution Data
- Collect salary details including Basic + DA for each employee.
- Calculate 12% of basic wages as employee’s share and 12% as employer’s share (8.33% to EPS, 3.67% to EPF).
- Ensure UAN (Universal Account Number) is updated for all employees.
Step 2: Log in to EPFO Employer Portal
- Visit https://unifiedportal-emp.epfindia.gov.in
- Login using your establishment ID and password.
Step 3: Generate ECR (Electronic Challan-cum-Return)
- Navigate to “Payments” > “ECR Upload”.
- Download the ECR Excel template from the portal.
- Fill in required details: UAN, gross wages, EPF, EPS, EDLI contributions, etc.
- Convert the file to a text (.txt) format as per EPFO guidelines.
- Upload the .txt file to the portal.
Step 4: Verify and Generate Challan
- After upload, validate the ECR data.
- If error-free, generate the challan and TRRN (Temporary Return Reference Number).
Step 5: Make Payment
- Proceed to “Finalize Payment” using the TRRN number.
- Pay online via net banking, debit card, or bank NEFT.
- Save UTR number and challan receipt as proof of payment.
Step 6: Filing Complete
- Payment completes the return filing for the month.
- Return and payment confirmation can be downloaded anytime from the portal.
Note: The monthly EPF return is due by the 15th of every month for the previous wage month.
Part 2: Filing Monthly ESI Returns
Step 1: Collect Employee Salary and IP Details
- Ensure every ESI-eligible employee (earning ≤ ₹21,000/month) has an ESIC IP number.
- Prepare monthly wage data including number of working days and total gross salary.
Step 2: Log in to ESIC Employer Portal
- Visit https://www.esic.in
- Click on “Login” under the employer section.
- Enter user ID and password provided during ESI registration.
Step 3: Generate Monthly Contribution
- Go to “Monthly Contributions” > “Generate Monthly Contribution”.
- Enter the contribution period and employer code.
- Review auto-generated details or enter manually if required.
- Confirm employee-wise contributions (Employer 3.25%, Employee 0.75%).
Step 4: Generate ESI Challan
- Click “Generate Challan”.
- Review the total payable amount and challan number.
Step 5: Pay the Challan
- Click “Pay Online” to redirect to the payment gateway.
- Use online banking options to complete the payment.
- Save payment confirmation and challan receipt.
Step 6: Print Acknowledgement
- Go to “Acknowledgements” to download proof of return submission.
Note: The monthly ESI return is also due by the 15th of the following month.
Common Mistakes to Avoid
- ❌ Late submission of returns
- ❌ Incorrect UAN/IP numbers
- ❌ Not updating employee exits or new joiners
- ❌ Payment not made after challan generation
- ❌ Wrong salary data leading to mismatched contributions
Benefits of Timely Filing
- ✔ Avoid interest and penalties
- ✔ Maintain legal compliance and audit readiness
- ✔ Ensure employee benefits are credited without delay
- ✔ Build employer reputation and employee trust
How OurTaxPartner.com Can Help
- ✔ End-to-end ESI & EPF return filing
- ✔ Monthly payroll processing with compliant wage structures
- ✔ UAN/IP generation and linking
- ✔ Challan generation and online payments
- ✔ Real-time deadline alerts and compliance monitoring
Click here to outsource your monthly EPF & ESI filings with OurTaxPartner.com
Frequently Asked Questions (FAQs)
What is the deadline for filing monthly EPF and ESI returns?
The due date is the 15th of every month for both EPF and ESI returns.
Can I revise a submitted return?
EPF returns cannot be revised once submitted. ESI corrections may be allowed before final submission and payment.
Is it mandatory to pay online?
Yes. Both EPF and ESI now mandate online challan payments via approved payment gateways.
What documents should I keep as proof?
Maintain ECR files, UTR numbers, payment receipts, and employee contribution registers.
Conclusion
Timely and accurate filing of EPF and ESI returns is not just a legal requirement—it’s essential for protecting your workforce and business credibility. By following the steps outlined in this guide, employers can stay compliant and stress-free.
Don’t risk fines or benefit delays. Let OurTaxPartner.com handle your filings professionally.
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