Last Updated on June 27, 2026 by
Documents list + step-by-step checklist + deadline calendar
*By HRTailor – the online HR department for startups & SMEs*
Everything an Indian employer needs to register for and stay compliant on Provident Fund (EPF)
and Employees’ State Insurance (ESI). Not legal advice – a practical operator’s checklist.
When you must register
- EPF: mandatory once you employ 20+ people (voluntary below that).
- ESIC: mandatory once you employ 10+ people (in covered areas); covers employees
earning up to ₹21,000/month gross (₹25,000 for employees with disabilities).
- Register within 15 days of crossing the threshold.
Documents checklist
Entity
- PAN of the company / firm
- Certificate of Incorporation / Partnership deed / GST certificate
- Cancelled cheque / bank statement (company account)
- Address proof of establishment (utility bill / rent agreement)
- Digital Signature (DSC) of authorised signatory
- List of directors / partners with ID & address proof
Employees
- Aadhaar, PAN, bank account (IFSC) of each employee
- Date of joining, designation, gross wages
- UAN (if employee already has one from a previous employer)
- Nominee details (Form 2 / nomination)
- Family details for ESIC (for dependants’ coverage)
Step-by-step
1. EPF: Register on the EPFO Unified Portal / Shram Suvidha → get establishment code.
2. ESIC: Register on the ESIC portal → get 17-digit employer code.
3. Generate UAN for each employee; link Aadhaar & bank.
4. Set up salary structure (ensure basic ≥50% per Code on Wages).
5. Configure your HRMS/payroll to auto-compute contributions.
Contribution rates (2026)
| Scheme | Employee | Employer |
|---|---|---|
| EPF | 12% of basic+DA | 12% (8.33% to EPS, 3.67% to EPF) |
| ESIC | 0.75% of gross | 3.25% of gross |
Monthly deadline calendar
| Action | Due |
|---|---|
| ESIC contribution payment | 15th of following month |
| EPF (ECR) challan & payment | 15th of following month |
| PT (state-dependent) | varies by state (often 10th–21st) |
| TDS deposit | 7th of following month |
> Miss a deadline and you face interest + damages (EPF: up to 100% of arrears) and personal
> liability for directors. Automate it.
Don’t want to manage this yourself?
HRTailor handles PF, ESIC, PT & LWF registration and every monthly filing as part of a
fixed monthly fee – with a compliance calendar so nothing slips.
Get the registration done for you → hrtailor.com/contact-us/