Introduction to Monthly Reporting Formats for Employers under ESIC

Under the Employees’ State Insurance Corporation (ESIC) scheme, employers are mandated to submit monthly reports to ensure proper compliance, contribution tracking, and employee welfare. These reporting formats help ESIC verify the contributions made, employee records maintained, and benefits eligible. Monthly returns are essential for audit purposes, benefits claim processing, and legal compliance. Employers must follow specific formats and timelines for ESIC-related reporting.

Monthly Contribution Details (Form 5)

Form 5 is the primary monthly reporting format submitted by employers detailing contributions made for each employee. It contains information such as:

• Name and Insurance Number of employees
  
• Total number of days worked
  
• Monthly wages
  
• Employer and employee contribution amounts
  

Form 5 is submitted through the online ESIC portal for each month by the 15th of the following month.

Online Challan Submission

Employers must generate a monthly contribution challan that reflects the total ESIC dues based on employee salaries. The challan includes:

• Contribution period
  
• Number of employees covered
  
• Total contribution amount
  
• Payment date and transaction ID
  

This challan must be paid online through the ESIC payment gateway and submitted digitally with the monthly report.

Employee Addition/Deletion Report

Employers must report newly joined employees or employees who have left during the month. These reports should include:

• Name, date of birth, joining/leaving date
  
• Insurance number (if available)
  
• Reason for exit (e.g., resignation, transfer)
  

These updates are made on the ESIC portal under “Employee Registration” or “Exit” sections.

Wage Roll Report

Employers may also maintain a separate wage roll summary for internal tracking and audit purposes. This format includes:

• Employee names and ESIC numbers
  
• Total wages paid
  
• Allowances and deductions
  
• Contribution breakdown
  

This report, although not submitted directly to ESIC, must be available for inspection and record-keeping.

Accident and Sickness Reports

In case of workplace injuries or employee illness, employers are expected to report the cases in:

• Form 12: Accident report to be submitted within 24 hours of the incident
  
• Medical certificates or leave details in case of sickness or maternity leave
  

Such reports support the timely processing of ESIC benefits.

Declaration of Compliance

Employers are required to affirm that all contributions have been made correctly and no eligible employee is excluded. This declaration is embedded within the online portal submission and must be completed monthly.

Summary Contribution Sheet

A monthly summary sheet listing the total contributions under each ESIC code can be maintained for financial tracking. It includes:

• Total number of employees
  
• Gross wages
  
• Total contribution paid
  
• Confirmation of bank challan payment
  

Data Upload Format (CSV File)

Employers uploading bulk employee data or contributions must follow the ESIC-prescribed CSV format for portal compatibility. This format ensures that all fields such as name, insurance number, gross wages, and contribution are filled accurately.

Timely Reporting and Penalty Avoidance

To avoid penalties and interest, employers must complete all monthly reporting and payments by the 15th of the next month. Delay may attract penal provisions under the ESIC Act.

Conclusion

Monthly ESIC reporting is a structured process involving multiple formats including Form 5, online challans, wage summaries, and employee status updates. Proper adherence ensures compliance, employee welfare, and legal protection for employers. Maintaining accurate records and timely submissions is critical for seamless ESIC operations.

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