LWF Report

Navigation Path

Export & Import → LWF Report

URL

/export-import/lwf-report

Description

• Generates Labour Welfare Fund (LWF) reports for statutory compliance
• Supports filtering by employee, client, and unit
• Provides options to filter by salary processing status
• Displays summary and detailed LWF contribution data
• Enables export for government submissions
• Helps track LWF contributions for eligible employees

1. Page Overview

What is LWF?

Labour Welfare Fund (LWF) is a state-specific statutory contribution in India aimed at providing welfare measures to labor. It is applicable in certain states and has specific eligibility criteria and contribution rates that vary by state.

Key Points:

• State-specific (not applicable in all states)
• Both employer and employee contribute
• Usually collected half-yearly or annually
• Contribution amount varies by state
• Applicable based on wage limits

2. Filter Section

Employee Filter

Features:

• Search employees by code or name
• Select multiple employees simultaneously
• Clear all selections (X button)
• Upload icon for bulk selection
• Display Format: [Employee Code] | [Employee Name]

Examples:

• PFSBBAN691 | GOWRAMMA
• PFSBHYD119 | SK JAHIDUL ALMO SK JAHIDUL ALMO
• PFSBDDN229 | BINESH DEVI
• PFSBB5763 | RAM GOCHHAYAT

Client Filter

Features:

• Search clients by company name
• Select multiple clients simultaneously
• Clear all selections (X button)
• Upload icon for bulk selection
• Display: Shows "NULL" if no client assigned

Purpose: Generate LWF reports client-wise for organizations managing multiple clients

Unit Filter

Features:

• Search units by code or name
• Select multiple units simultaneously
• Clear all selections (X button)
• Upload icon for bulk selection
• Display Format: [Unit Code] | [Unit Name]

Examples:

• UNT00007683 | TATA TELE SERVICES, NOIDA
• UNTPFS00008321 | BLS INTERNATIONAL SERVICES LTD.
• UNT004989 | GOLDEN SPARROW KESSEL MALL, KURUKSHETRA

Purpose: Important for LWF as different states have different LWF requirements

3. Time Period Selection

Month

Options: All 12 months (e.g., DECEMBER)

Purpose: Specify the reporting period for LWF calculations

Year

Options: Available years in system (e.g., 2025)

Purpose: Specify the year for LWF report generation

4. Status Filter Checkboxes

Is Processed

When Checked:

• Shows only employees whose salary has been processed
• Ensures LWF is calculated on confirmed salaries
• Typical for final reports

When Unchecked:

• May include unprocessed records
• Used for preliminary checks

Recommended: Check this for official LWF submissions

Is Locked

When Checked:

• Shows only employees with locked (finalized) salary
• Ensures no further changes to salary data
• Used for statutory submissions

When Unchecked:

• May include unlocked records
• Data may still be subject to changes

Recommended: Check this for government submissions to ensure data finality

Stop Salary

When Checked:

• Includes employees whose salary is on hold
• May be relevant for reporting all eligible employees

When Unchecked:

• Excludes stopped salary employees
• Shows only active salary records

Typical Use: Usually unchecked unless reporting needs include stopped salaries

5. Action Buttons

View and Reset Buttons

6. Report Display Modes

The LWF Report can display data in different formats:

Summary View

Columns displayed:

• Year
• Gross Pay
• Net Pay
• Final pay
• Total earnings
• Total Deductions

Purpose: Provides aggregate financial summary for LWF calculation basis

Detailed Employee View

Columns displayed:

• S.No (with checkbox for selection)
• Code (Employee code)
• Name (Employee name)
• Unit (Employee's unit/branch)
• Department (Employee's department)
• Month (Reporting month)

Additional columns may include:

• Gross Salary
• LWF Amount
• LWF Contribution (Employee)
• LWF Contribution (Employer)

Purpose: Employee-wise LWF contribution details

7. Export Functionality

Export Button

• Location: Top-right corner of results section
• Function: Export report data to Excel format
• Icon: Download icon with "Export" label
• Dropdown: May provide multiple export format options

Export Contents:

• All employee records from results table
• Complete LWF calculation details
• Formatted for government submission or internal records

8. Workflow: Generate LWF Report

Step-by-Step Process

1. Select Time Period

   • Choose Month (e.g., DECEMBER)
   • Select Year (e.g., 2025)
   • LWF is typically reported half-yearly or annually

2. Apply Employee Filters (Optional)

   • Select specific employees if needed
   • Filter by client for client-specific reports
   • Filter by Unit - IMPORTANT: Units in different states may have different LWF rules

3. Set Status Filters

   • Check "Is Processed" for finalized salary data
   • Check "Is Locked" for completely finalized records
   • Decide on "Stop Salary" based on reporting needs

4. Generate Report

   • Click "View" button
   • System calculates LWF contributions
   • Results display below

5. Review Data

   • Check employee list
   • Verify LWF calculations
   • Review wage basis for LWF

6. Export Report

   • Click "Export" button
   • Download Excel file
   • Use for submission or records

9. LWF Calculation Details

How LWF is Calculated

LWF calculation varies by state. Common patterns:

Typical Structure:

• Employee Contribution: Fixed amount per period (e.g., ₹20 per year)
• Employer Contribution: Fixed amount per period (e.g., ₹40 per year)
• Collection Frequency: Half-yearly or annually
• Deduction Timing: Usually in June and December or April and October

Wage Criteria:

• Applicable if wages fall within specified range
• Each state has its own wage limits
• Not applicable if salary exceeds ceiling

State-wise Variations

LWF rules differ significantly by state:

Examples (Illustrative - verify current rates):

• Karnataka: Employee ₹20/year, Employer ₹40/year
• Maharashtra: Employee ₹6/year, Employer ₹12/year
• Tamil Nadu: Employee ₹20/year, Employer ₹40/year
• Andhra Pradesh: Employee ₹15/year, Employer ₹30/year

10. Common Use Cases

Half-Yearly LWF Collection

Purpose: Generate LWF report for half-yearly contribution period

Configuration:

• Month: June or December (or April/October depending on state)
• Year: Current year
• Is Processed: Checked
• Is Locked: Checked
• Stop Salary: Unchecked

Output: Employee-wise LWF deductions for half-year period

Annual LWF Report

Purpose: Generate annual LWF contribution report

Configuration:

• Month: Last month of LWF year
• Year: Reporting year
• Is Processed: Checked
• Is Locked: Checked
• Filters: Based on state/unit

Output: Complete annual LWF contribution data

Unit-wise LWF Report

Purpose: Generate LWF for specific location/state

Configuration:

• Unit: Select specific unit(s) in applicable state
• Month & Year: Contribution period
• Status filters: As appropriate

Output: Unit-specific LWF report (important when units are in different states)

New Employee LWF Verification

Purpose: Check LWF applicability for recent hires

Configuration:

• Employee: Select recent joiners
• Month & Year: Current period
• Is Processed: Checked

Output: Verify LWF deduction for eligible new employees

11. Validation and Compliance

Pre-submission Checklist

Before submitting LWF report:

✓ Verify Applicability

• Check which employees are in LWF-applicable states
• Confirm wage limits for eligibility
• Verify contribution period

✓ Check Calculations

• Verify employee contribution amount
• Confirm employer contribution amount
• Ensure correct deduction in salary

✓ Data Completeness

• All eligible employees included
• No duplicate entries
• Correct identification details

✓ Status Verification

• Salaries are processed
• Records are locked
• Final figures confirmed

Compliance Requirements

Statutory Compliance:

• Submit within prescribed timelines
• Maintain proper records
• Issue receipts/acknowledgments
• Keep employee-wise contribution details

Documentation:

• Employee contribution register
• Payment challans
• Compliance certificates
• Audit trails

12. Best Practices

Before Generating Report

1. Verify State Rules

   • Check LWF applicability for each location
   • Confirm current contribution rates
   • Verify collection schedule
   • Note any recent regulatory changes

2. Ensure Salary Processing

   • Complete salary processing for the period
   • Lock all salary records
   • Verify LWF deductions in salary slips
   • Check calculation accuracy

3. Update Employee Data

   • Verify employee locations/units
   • Confirm wage eligibility
   • Update any changes in employment status

During Report Generation

1. Use Appropriate Filters

   • Filter by unit for multi-state operations
   • Use status filters for clean data
   • Select correct time period

2. Verify Results

   • Check employee count
   • Verify total contribution amounts
   • Review any anomalies
   • Cross-check with salary register

3. Multiple Report Types

   • Generate summary for overview
   • Generate detailed for employee-wise data
   • Export both for records

After Report Generation

1. Reconciliation

   • Match with salary deductions
   • Verify against previous periods
   • Check for missing employees
   • Confirm total amounts

2. Submission Preparation

   • Format as per government requirements
   • Attach required documents
   • Calculate payment amount
   • Prepare challan

3. Record Keeping

   • Save exported reports
   • Maintain submission proof
   • Keep payment receipts
   • Archive for audit

13. Integration with Salary Processing

How LWF Affects Salary

1. Deduction Calculation

   • LWF amount deducted during salary processing
   • Based on state rules and wage eligibility
   • Typically fixed amount per period

2. Salary Slip Impact

   • Appears as separate deduction line item
   • Reduces net salary
   • Shown in deductions section

3. Employer Contribution

   • Employer contribution is additional cost
   • Not deducted from employee salary
   • Part of total salary cost to company

4. Reporting

   • This report consolidates LWF from processed salaries
   • Used for statutory submissions
   • Ensures compliance tracking

14. Troubleshooting

No Data in Report

• Cause: No eligible employees or salaries not processed
• Solution: Process salaries first, verify employee eligibility

Incorrect LWF Amount

• Cause: Wrong state rule configured or calculation error
• Solution: Verify LWF settings in system, check state-specific rules

Missing Employees

• Cause: Employees below wage limit or wrong unit assignment
• Solution: Check wage eligibility, verify unit/location assignment

Cannot Export Report

• Cause: No data generated or browser settings
• Solution: Generate report first, check browser download permissions

LWF Deducted in Wrong Month

• Cause: Incorrect deduction schedule configured
• Solution: Verify LWF deduction months in system settings

Duplicate Deductions

• Cause: LWF deducted multiple times in same period
• Solution: Check salary processing, verify LWF configuration

15. State-specific Considerations

Multi-state Operations

Challenges:

• Different LWF rates in different states
• Different collection frequencies
• Different wage ceilings
• Different submission formats

Solution:

• Generate unit-wise reports
• Filter by state/location
• Verify state-specific rules
• Submit separately for each state

States with LWF

LWF is applicable in several Indian states including (verify current list):

• Andhra Pradesh
• Chandigarh
• Delhi
• Gujarat
• Karnataka
• Kerala
• Madhya Pradesh
• Maharashtra
• Punjab
• Tamil Nadu
• Telangana
• West Bengal
• And others

Note: Rules, rates, and applicability change. Always verify current regulations.

16. Important Notes

General Considerations

• LWF is state-specific - Not applicable everywhere
• Check current rates - Contribution amounts may change
• Verify wage limits - Eligibility criteria differ by state
• Maintain records - Keep detailed contribution history
• Timely submission - Follow state-specific deadlines

Calculation Accuracy

• Verify correct state rules applied
• Check wage eligibility for each employee
• Ensure proper deduction timing
• Confirm employer contribution calculated
• Cross-verify with salary register

Compliance

• Submit within due dates to avoid penalties
• Maintain employee-wise contribution details
• Keep payment proof and challans
• Follow up on acknowledgments
• Prepare for audits with proper documentation

Data Security

• LWF reports contain employee personal information
• Handle data as per privacy regulations
• Limit access to authorized personnel
• Secure storage of exported files
• Follow data retention policies

17. Related Operations

Before LWF Report

1. Salary Processing

   • Process salary for the period
   • Calculate LWF deductions
   • Lock salary records

2. Employee Verification

   • Verify employee locations
   • Check wage eligibility
   • Update any changes

After LWF Report

1. Payment Processing

   • Calculate total LWF payable
   • Generate challan
   • Make payment to government

2. Submission

   • Submit report to authorities
   • Attach payment proof
   • Obtain acknowledgment

3. Record Maintenance

   • Update contribution records
   • File documents
   • Prepare for next period

End of Documentation