EPF & ESI Registration Documents

EPF & ESI Registration for Employers in India (2025)

🔍 Part 1: Who Needs Registration?

✅ EPF Registration – Mandatory If:

• 👥 Establishment employs 20 or more employees (10+ in some states).
• 📝 Voluntary registration allowed for establishments with fewer than 20 employees.

✅ ESI Registration – Mandatory If:

• 👥 Establishment has 10+ non-seasonal employees earning ₹21,000/month or less.
• 🏢 Applies to: Factories, Shops, Hotels, Restaurants, Cinemas, etc.

📋 Part 2: Documents Required

📁 EPF Registration:

For Employers:

• PAN Card
• Aadhaar of Proprietor/Partners/Directors
• Company Incorporation Certificate (if applicable)
• Bank Details (Cancelled Cheque)
• Address Proof (Electricity Bill/Rent Agreement)

For Employees:

• Aadhaar & PAN (Linked to UAN)
• Bank Account Details

📁 ESI Registration:

For Employers:

• PAN & GSTIN
• Business Registration Proof (Shops Act, Factories Act, etc.)
• List of Employees (with salary details)
• Bank Account Details

For Employees:

• Aadhaar & Bank Details

💰 Part 3: Benefits of EPF & ESI

🏦 EPF Benefits:

For Employees:

• 12% employer contribution
• 8.33% to Employee Pension Scheme (EPS)
• Tax-free retirement corpus
• Loan/advance facility

For Employers:

• Tax-deductible contributions
• Attracts better talent with job security

🏥 ESI Benefits:

For Employees:

• Free medical treatment (self & family)
• Sickness benefit – 70% salary for up to 91 days/year
• Maternity & disability coverage

For Employers:

• Reduces healthcare liability
• Boosts employee retention

⚖️ Part 4: Compliance & Penalties (Updated for 2025)

Scheme	Monthly Due Date	Late Fee / Damages	Interest	Returns/Filings
EPF	15th of the following month	₹1/day/employee (Min ₹500, Max 100% of dues)	12% p.a. (under Sec 7Q)	ECR via EPFO Portal
ESI	15th of the following month	₹5/day fixed penalty	12% simple interest	ESIC Portal (Monthly & Half-Yearly)

⚠️ Non-Compliance Penalties:

Act	Interest	Damages	Penalty
EPF	12% p.a.	5% to 100% of arrears	₹1,00,000 + 3 years imprisonment
ESI	12% p.a.	₹5 per day	₹25,000 + 2 years imprisonment

🔔 Note: No waiver of penalties without valid reason. Automatic digital notices are active on both portals.

🚀 Part 5: Step-by-Step Registration Process

EPF Registration (Online):

1. Visit EPFO Portal → Click “Establishment Registration”
2. Fill Form 5A
3. Upload documents & submit
4. Receive EPF Code & generate UANs for employees

ESI Registration (Online):

1. Visit ESIC Portal → Click “Sign Up”
2. Fill Form-01 with employer details
3. Upload required documents
4. Get 17-digit Employer ESIC Code

📢 Final Takeaways

• ✅ EPF: Mandatory for 20+ employees (10+ in some states)
• ✅ ESI: Mandatory for 10+ employees earning ≤ ₹21,000/month
• ✅ Offers healthcare, pension & tax benefits
• ⚠️ Late filings lead to interest, penalties & imprisonment

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