Essential Documents for ESI Registration: A Comprehensive 8-Step Guide for Employers

Introduction

The Employee State Insurance (ESI) scheme was introduced by the Indian government to provide social security for workers. The ESI Act offers a wide range of medical, monetary, and other benefits to workers who are covered under the scheme.

Managed by the Employee State Insurance Corporation (ESIC), an autonomous body under the Ministry of Labour and Employment, the scheme requires both employers and employees to contribute a percentage of the employee’s wages each month. 

Eligibility for ESIC Registration

Nonseasonal factories and establishments that employ more than ten people (or twenty in certain states) and whose basic pay is not more than Rs. 21,000 (or Rs. 25,000 for individuals with disabilities) per month are required to register with the ESIC within fifteen days of the program becoming applicable.

Employers must contribute 3.25% of the entire monthly salaries owed to employees under the ESI plan, while employees must contribute 0.75% of their monthly wages. Workers who make less than Rs. 176 a day are not required to contribute.

Bodies that come under ESIC

Section 1(5) of the Employees’ State Insurance (ESI) Act states that different entities are covered by the Act according to the size of their workforce.

Private medical facilities, private educational institutions, casual employees of municipal corporations or municipal bodies, cinemas (including preview theatres), road motor transport establishments, newspaper establishments (apart from those covered by the Factory Act).

The shops, restaurants, or hotels that are exclusively involved in sales are all included in the coverage for state government entities. These businesses must compelfully register with the ESIC if they employ ten or more people.

Documents Required for ESIC Registration

For the online registration process, physical documents are not required to be submitted. However, the following documents are needed while filling out the ESIC online registration form:

1. Registration Certificate: 

• Under the Factories Act, or 
• Under the Shops and Establishment Act.

2. Certificate of Incorporation:

• Company Registration Certificate (for companies) 
• Partnership Deed (for partnership firms).

3. GST Certificate: 

Proof of the establishment’s GST registration.

4. Memorandum of Association and Articles of Association: 

For companies.

5. Address Proof of the Establishment:

• Utility bills (Electricity, gas, or telephone bill not exceeding three months).
• Rental agreement for the establishment’s location.
• Property tax receipts for the establishment’s land.

6. List of Employees: 

A comprehensive list of all employees working at the establishment.

7. PAN Card:

• For the business establishment.
• For all employees working in the establishment.

8. Compensation Details:

Information on the compensation of all employees.

9. Cancelled Cheque:

From the company’s bank account.

10. List of Directors: 

Names and details of the company’s directors.

11. List of Shareholders: 

Names and details of the company’s shareholders.

12. Attendance Register: 

A register containing employee attendance records.

These documents are essential for the online registration process to ensure accurate and comprehensive registration.

ESI Registration Process

Step 1: Check Eligibility

• Ensure the establishment has at least 10 employees (or fewer, depending on the state/region).
• The establishment must be involved in covered industries such as manufacturing, medical, educational, or service sectors.
• Employees’ maximum monthly wage should be Rs. 21,000 or less.
• If these criteria are met, the establishment may be eligible for ESI registration.

Step 2: Confirmation Mail

• After completing the registration process, you should receive a confirmation email or letter from ESIC.
• This confirmation will include important details such as your registration number, date of registration, and effective coverage date.
• Retain this confirmation for future reference and claims.
• If confirmation is not received within a reasonable time, follow up with ESIC authorities.

Step 3: Collect Documents

• Registration Certificate of the Company/Firm.
• PAN Card of the Company/Firm.
• PAN Card of all Directors/Partners.
• Address Proof of the Company/Firm (e.g., Electricity Bill, Property Tax Receipt).
• Address Proof of all Directors/Partners (e.g., Aadhaar Card, Voter ID, Passport).
• Bank Account Details of the Company/Firm (Cancelled Cheque or Bank Statement).
• Document requirements may vary; consult with a professional or refer to the official ESIC website for specifics.

Step 4: Visit the ESI Website

• Go to the ESIC official website.
• Click on the “Register” button located at the top right corner of the homepage.
• Choose the type of registration (e.g., employer or employee registration).
• Enter all required personal and business details and submit your application.
• ESIC will review the application and provide a registration number if approved.

Step 5: Fill Out the Registration Form

•  Access the official ESIC website.
• Click on “Register Now” under the “Employers” section.
• Select your state and click “Submit.”
• Complete the registration form with details such as company name, address, and PAN number.
• Upload necessary documents and verify the information before submitting.
• After successful registration, you will receive a unique registration number for future transactions.

Step 6: Submit the Application

• Visit the ESIC official website and go to the “Forms” tab.
• Select “Registration Forms” and download “Employer’s Registration Form” (Form 01).
• Complete the form with details about the establishment, employer, and employees.
• Attach required documents such as PAN card, registration certificate, and bank statement.
• Submit the completed form and documents to the nearest ESIC office or apply online through the ESIC portal.
• You will receive an acknowledgment receipt with a registration number. Upon approval, a registration certificate will be issued within 15 days.

Step 7: Receive the Registration Certificate

• Visit the ESIC official website and click on the “Online Registration” tab.
• Select “Employer Registration” and fill in the necessary details.
• Upload documents like PAN card, Aadhaar card, and bank account details.
• Apply and pay the required fees.
• After verification, the ESIC will issue the Registration Certificate.

Step 8: Pay the ESI Contributions

• Go to the ESIC official website and select ‘Online Services,’ then ‘epayment.’
• Enter your 17digit ESI code and submit.
• Verify details, select the payment month, and choose the payment mode (online or offline).
• Complete the payment process.
• For payment issues, contact the ESIC helpline or visit the nearest ESIC branch office for assistance.

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