Maintain accurate employee records

• Keep an updated list of all eligible employees with ESIC coverage.
  
• Record joining dates, wages, and insurance numbers correctly.
  
• Verify dependents and nominee details for each employee.
  
• Update employee exits or changes in wages promptly.
  
• Cross-check entries for completeness and accuracy each month.
  

Calculate contributions correctly

• Determine gross wages for each ESIC-covered employee.
  
• Apply the correct contribution rates: 3.25% for employer and 0.75% for employee.
  
• Ensure deductions are accurate and reflect any wage adjustments.
  
• Use approved salary heads to avoid under- or over-contribution.
  
• Double-check totals before generating the challan.
  

Deposit contributions within due date

• Make payment by the 15th of every following month.
  
• Use the online payment facility through the authorized portal.
  
• Match challan values with calculated contribution amounts.
  
• Keep proof of payment and acknowledgment receipt safely.
  
• Avoid delays to prevent penalties and interest charges.
  

File monthly contribution returns

• Submit the monthly contribution return after payment confirmation.
  
• Include details like IP number, wages, and contribution figures.
  
• Use the correct month and year in the return.
  
• Validate all entries before final submission.
  
• File the return within the prescribed deadline.
  

Conduct internal audits and reviews

• Schedule monthly internal reviews of ESIC records.
  
• Check for compliance gaps, errors, or missed entries.
  
• Reconcile records with payroll and attendance data.
  
• Assign compliance responsibilities to a specific team member.
  
• Keep communication open between HR, accounts, and compliance teams.