PF & ESI Report

Navigation Path

Export & Import → PF & ESI Report

URL

/export-import/pf-esi-report

Description

Generates Provident Fund (PF) and Employee State Insurance (ESI) reports
Supports filtering by employee, client, and unit
Allows selection between salary and voucher-based reports
Includes options for new joiners and recent employees
Provides exportable data for statutory compliance
Displays employee-wise PF and ESI details for specified periods

1. Page Components

Page Title

PF & ESI Report

This page is dedicated to generating statutory compliance reports for Provident Fund and Employee State Insurance submissions.

2. Filter Section

Employee Filter

Field Name	Type	Description
Employee	Multi-select Dropdown	Select one or more employees for the report

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

Field Name	Type	Description
Client	Multi-select Dropdown	Filter by client/company

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 PF/ESI reports client-wise for organizations managing multiple clients

Unit Filter

Field Name	Type	Description
Unit	Multi-select Dropdown	Filter by unit/branch

Features:

Search units by code or name
Select multiple units simultaneously
Clear all selections (X button)
Upload icon for bulk selection
"Hide all" link to collapse unit list
Display Format: [Unit Code] | [Unit Name]

Examples:

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

3. Report Configuration Fields

Report Type

Field Name	Type	Description
Report Type	Dropdown	Select between PF and ESI report types

Options:

PF - Provident Fund report
ESI - Employee State Insurance report

Purpose: Determine which statutory report to generate

Salary or Voucher

Field Name	Type	Description
Salary or Voucher	Dropdown	Select data source for the report

Options:

Salary - Generate report based on processed salary data
Voucher - Generate report based on voucher payments

Purpose:

Salary: Regular monthly PF/ESI calculations from salary processing
Voucher: Additional payments or special allowances affecting PF/ESI

Common Usage:

Use "Salary" for regular monthly PF/ESI reports
Use "Voucher" when vouchers include PF/ESI applicable components

Month

Field Name	Type	Description
Month	Dropdown	Select the month for which to generate the report

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

Purpose: Specify the reporting period for PF/ESI calculations

4. Additional Options

Include New Joiners

Element	Type	Description
Include New Joiners	Checkbox	Include employees who joined in the selected month

When Checked:

New joiners for the selected month are included
Useful for first-time PF/ESI enrollment
Helps identify employees needing new UAN/ESI registration

When Unchecked:

Only existing employees included
Excludes employees who joined in selected month

Use Case:

Check this when generating enrollment reports
Uncheck for regular monthly contribution reports

Include Last 3 Months Employees

Element	Type	Description
Include Last 3 Months Employees	Checkbox	Include employees from the last 3 months

When Checked:

Includes employees who joined in last 3 months
Broader coverage for recent hires
Useful for consolidated reports

When Unchecked:

Standard report for all employees
No special filtering for recent joiners

Use Case:

Check for quarterly reconciliation
Uncheck for standard monthly reports

5. Action Buttons

View and Reset Buttons

Button	Color	Description
View	Purple/Blue	Generates the PF/ESI report and displays results in table below
Reset	Gray	Clears all selections and resets the form to default values

6. Results Table

Table Columns

Column Name	Description
S.No	Serial number with checkbox for selection
Code	Employee code/identifier
Name	Employee full name
Unit	Unit/Branch name
Designation	Employee designation/job title
Month	Month for which data is shown

Additional columns may include (not visible in screenshot but typical for PF/ESI reports):

Basic Salary
PF Wages
ESI Wages
Employee PF Contribution
Employer PF Contribution
Employee ESI Contribution
Employer ESI Contribution
UAN Number
ESI Number

Table Features

Bulk Selection: Checkbox in header to select all records
Individual Selection: Checkbox for each employee record
Column Filters: Filter capability for each column
Sorting: Sort by any column
Pagination: Navigate through multiple pages of results
Export Button: Located at top-right for exporting data

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 PF/ESI calculation details
Formatted for government submission or internal use

8. Workflow: Generate PF Report

Step-by-Step Process

Select Report Type
- Choose "PF" from Report Type dropdown
- This determines PF-specific calculations
Select Data Source
- Choose "Salary" or "Voucher" from Salary or Voucher dropdown
- Typically "Salary" for regular monthly reports
Select Month
- Choose the month (e.g., DECEMBER)
- PF contribution month
Apply Filters (Optional)
- Select specific employees, clients, or units
- Leave blank for all employees
Configure Options
- Check "Include New Joiners" if needed
- Check "Include Last 3 Months Employees" if needed
Generate Report
- Click "View" button
- Results display in table below
Review Data
- Check employee list
- Verify PF calculations
- Review wages and contributions
Export Report
- Click "Export" button
- Download Excel file
- Use for PF submission or records

9. Workflow: Generate ESI Report

Step-by-Step Process

Select Report Type
- Choose "ESI" from Report Type dropdown
- This determines ESI-specific calculations
Select Data Source
- Choose "Salary" or "Voucher"
- Typically "Salary" for regular monthly reports
Select Month
- Choose the contribution period month
Apply Filters (Optional)
- Filter by employee, client, or unit
- Focus on ESI-eligible employees
Configure Options
- Include new joiners for enrollment
- Include recent employees for coverage verification
Generate Report
- Click "View" button
- ESI calculation details appear
Verify Coverage
- Check ESI eligibility (wage ceiling)
- Verify ESI numbers
- Review contribution amounts
Export Report
- Download for ESIC portal upload
- Submit to authorities

10. PF Report Details

What is Included in PF Report

Employee Information:

Employee Code
Employee Name
UAN (Universal Account Number)
Date of Joining
Date of Exit (if applicable)

Wage Details:

Basic Salary
DA (if applicable for PF)
PF Wages (eligible salary components)
Restricted PF Wages (if salary > ceiling)

Contribution Details:

Employee PF Contribution (12% of PF wages)
Employer PF Contribution (typically 12%)
Employer Pension Contribution (8.33%)
Employer PF Contribution (3.67%)
EDLI Contribution
Admin Charges

Statutory Information:

Whether PF is applicable
UAN status
Exemption status (if any)

PF Wage Ceiling

Current Ceiling: ₹15,000 per month (verify current rates)
If Salary > Ceiling: PF on ₹15,000 only (restricted)
If Salary < Ceiling: PF on actual wages
Components: Typically Basic + DA

11. ESI Report Details

What is Included in ESI Report

Employee Information:

Employee Code
Employee Name
ESI Number
Date of Joining
Date of Exit (if applicable)

Wage Details:

Gross Salary
ESI Wages (all salary components except few exclusions)
Days Worked
Wage ceiling applicability

Contribution Details:

Employee ESI Contribution (0.75% of wages)
Employer ESI Contribution (3.25% of wages)
Total ESI Contribution

Statutory Information:

Whether ESI is applicable
ESI number status
Coverage period

ESI Wage Ceiling

Current Ceiling: ₹21,000 per month (verify current rates)
If Salary > Ceiling: ESI not applicable
If Salary < Ceiling: ESI mandatory
Components: Gross salary (with some exclusions)

12. Validation Rules

PF Validation

Validation Type	Description
UAN Presence	Employee must have valid UAN for PF deduction
Wage Calculation	PF wages correctly calculated from eligible components
Contribution Rates	Correct percentage applied (12%/12% or as applicable)
Ceiling Check	Wages restricted to ceiling if salary exceeds limit
Date Validity	Contribution applicable only for active service period

ESI Validation

Validation Type	Description
ESI Number	Employee must have ESI number for deduction
Wage Ceiling	Salary must be below ceiling for ESI applicability
Contribution Rates	Correct percentage (0.75% employee, 3.25% employer)
Days Worked	Contribution proportionate to days worked
Eligibility	New criteria and thresholds verified

13. Common Use Cases

Monthly PF Return

Purpose: Generate monthly PF contribution return

Configuration:

Report Type: PF
Salary or Voucher: Salary
Month: Current/previous month
Include New Joiners: Unchecked (unless first month)
Include Last 3 Months: Unchecked

Output: Monthly PF challan data for submission

Monthly ESI Return

Purpose: Generate monthly ESI contribution return

Configuration:

Report Type: ESI
Salary or Voucher: Salary
Month: Contribution period
Include New Joiners: Check if enrollment needed
Include Last 3 Months: Unchecked

Output: ESI return data for ESIC portal

New Joiner PF Enrollment

Purpose: Identify new employees needing PF enrollment

Configuration:

Report Type: PF
Salary or Voucher: Salary
Month: Current month
Include New Joiners: Checked
Include Last 3 Months: May check for comprehensive list

Output: List of employees needing UAN generation/activation

Quarterly Reconciliation

Purpose: Reconcile PF/ESI for last 3 months

Configuration:

Report Type: PF or ESI
Salary or Voucher: Salary
Month: Quarter-end month
Include Last 3 Months: Checked

Output: Comprehensive data for quarterly review

Unit-wise Report

Purpose: Generate PF/ESI for specific branch/unit

Configuration:

Report Type: PF or ESI
Unit: Select specific unit(s)
Month: Reporting month
Other filters: As needed

Output: Unit-specific compliance reports

14. Best Practices

Before Generating Report

Verify Salary Processing
- Ensure salary for the month is processed
- Check PF/ESI deductions are calculated
- Confirm statutory numbers (UAN/ESI) are updated
Check Eligibility
- Verify employees meeting wage criteria
- Confirm new joiners have UAN/ESI numbers
- Check exemption statuses
Select Correct Period
- PF: Select contribution month
- ESI: Select wage period month
- Verify month-year combination

During Report Generation

Use Appropriate Filters
- Filter by unit for large organizations
- Use employee filter for specific cases
- Leave blank for complete report
Configure Options Correctly
- Check "Include New Joiners" only when needed
- Use "Last 3 Months" for reconciliation only
- Select correct report type (PF vs ESI)
Wait for Processing
- Allow time for report generation
- Don't click multiple times
- Check browser if report takes long

After Report Generation

Verify Data
- Check employee count matches expectations
- Verify wage calculations
- Confirm contribution amounts
- Review statutory numbers
Reconcile Totals
- Match with salary register
- Verify against previous months
- Check for anomalies
Export and Submit
- Export to Excel
- Format as per government requirements
- Submit within due dates
- Maintain records

15. Statutory Compliance

PF Compliance

Due Dates:

Monthly contribution: 15th of next month
Annual return: As specified by EPFO

Documentation:

Monthly challan (ECR)
Employer return
Member-wise details

Portal: EPFO Unified Portal

ESI Compliance

Due Dates:

Monthly contribution: 15th of next month
Half-yearly returns: As specified

Documentation:

Monthly contribution challan
Employee-wise details
Coverage details

Portal: ESIC Portal

16. Troubleshooting

No Data in Report

Cause: No salary processed for selected month or no employees match criteria
Solution: Verify salary processing completed, check filters

Missing UAN Numbers

Cause: Employees don't have UAN registered
Solution: Generate/collect UANs, update in employee master

Incorrect PF Wages

Cause: Salary components not configured correctly for PF
Solution: Check salary head PF applicability settings

ESI Not Calculating

Cause: Salary exceeds ESI ceiling
Solution: Verify employee wages are below ESI limit

Report Takes Too Long

Cause: Large dataset or server load
Solution: Apply specific filters, try during off-peak hours

Export Button Not Working

Cause: Browser settings or no data generated
Solution: Check if report is generated first, verify browser allows downloads

17. Integration with Payroll

How PF/ESI Affects Salary

Salary Calculation
- PF/ESI deductions calculated during salary processing
- Based on eligible wage components
- Subject to applicable ceilings
Deduction in Salary
- Employee contribution deducted from gross
- Reduces net salary
- Employer contribution is additional cost (not deducted from employee)
Statutory Registers
- This report feeds into statutory registers
- Required for government submissions
- Part of audit documentation

18. Important Notes

General Considerations

Always verify data before submission to authorities
Maintain backups of exported reports
Check due dates for timely submission
Update statutory numbers (UAN/ESI) regularly
Coordinate with accounts for payment of contributions

PF Specific

PF is mandatory for establishments with 20+ employees
Voluntary PF deduction may exceed statutory rate
UAN is unique lifelong number for each employee
Contribution on wages up to ceiling only

ESI Specific

ESI is mandatory for establishments with 10+ employees
Applicable only if wages below ceiling
Coverage continues for certain period even if wages increase
ESI number needed for medical and other benefits

Compliance

Late submission attracts penalties
Incorrect data can lead to issues for employees
Regular reconciliation recommended
Maintain proper documentation for audits

End of Documentation

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