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What are PF and ESI registration and compliance?
The Employees’ Provident Fund (PF), run by EPFO, is a retirement savings scheme. Both employer and employee contribute a percentage of the employee’s basic wages each month, and the balance earns interest. Employees get a Universal Account Number (UAN) that stays with them across jobs.
The Employees’ State Insurance (ESI) scheme, run by ESIC, provides medical care and cash benefits during sickness, maternity and employment injury to employees within the wage limit. Employer and employee both contribute a percentage of gross wages.
After registration, employers must deduct the employee share from salary, add the employer share, and deposit both every month with the electronic challan-cum-return (ECR) for PF and the monthly contribution filing for ESI. New joiners must be registered, and exits marked.
Contribution rates, wage ceilings and thresholds are set by notification and should be checked each year. The new Labour Codes may change some of these rules once fully in force.
Who needs PF and ESI registration?
You need PF and ESI registration if:
- Your establishment has 20 or more employees (PF)
- Your establishment has 10 or more employees and some earn within the ESI wage limit (ESI)
- You want to register voluntarily with fewer employees to offer PF benefits
- You run a factory, shop, office, hospital, school or other covered establishment
- You are a contractor supplying staff to a principal employer
- You received a notice for non-registration or non-payment
How does our PF and ESI process work?
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1
Applicability check
Day 0We review headcount, wages and establishment type, and confirm PF and ESI obligations.
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2
Registration
Day 1–3We register on the EPFO and ESIC portals using the Shram Suvidha or respective portals.
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3
Employee onboarding
Day 3–7We generate UANs and ESI IP numbers for employees and link KYC.
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4
Contribution and returns
MonthlyWe compute contributions from payroll, prepare challans and file ECR and ESI returns before the 15th.
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5
Joiners, exits and claims
OngoingWe register new joiners, mark exits and help employees with transfers and withdrawals.
Which documents are required for PF and ESI?
These are the usual documents:
| Document | Establishment | Employees |
|---|---|---|
| Identity | Entity PAN, incorporation or deed, KYC of owners or directors | Aadhaar, PAN |
| Address | Registered office proof | Address details |
| Business proof | GST, shop licence or other registration | Not applicable |
| Bank | Cancelled cheque of the business account | Bank account and IFSC |
| Wages | Wage structure and payroll data | Date of joining, wages |
| Signature | DSC of the authorised signatory | Not applicable |
How long does PF and ESI registration take?
Registration usually completes in 3–7 working days. Monthly filings are done before the 15th. These factors add time:
- DSC not available for the signatory
- Employee Aadhaar details not matching
- Back-dated registration for earlier periods
- Large numbers of joiners and exits in a month
From you, we need monthly payroll data before the due date and employee KYC details. Book a consultation call to discuss your case.
Why handle PF and ESI with us in Greater Noida?
- Payroll and PF together. When we run your payroll, PF and ESI figures flow straight from salary sheets.
- Growing teams nearby. We support startups and SMEs in Knowledge Park, Greater Noida West and Noida.
- Employee support. We help employees with UAN activation, transfers and claims.
- Office at Gaur City Mall. Meet us to plan compliance for your team.
Common PF and ESI mistakes and due dates
- Late deposits. Late payment attracts interest and damages.
- Excluding eligible employees. All eligible employees must be enrolled.
- Wrong wage base. Contributions on incorrect wage components cause shortfalls.
- Not marking exits. Ex-employees remain active and create mismatches.
- Mismatched KYC. Aadhaar and bank mismatches block employee claims.
| Item | Usual rule |
|---|---|
| PF threshold | 20 or more employees |
| ESI threshold | 10 or more employees |
| ESI wage limit | Gross wages up to ₹21,000 per month |
| Monthly PF and ESI due date | 15th of the following month |
| Late payment | Interest and damages apply |
PF vs ESI: key differences
| Point | PF (EPFO) | ESI (ESIC) |
|---|---|---|
| Purpose | Retirement savings and pension | Medical and cash benefits |
| Applies when | 20 or more employees | 10 or more employees within wage limit |
| Contribution base | Basic wages and DA | Gross wages |
| Employee ID | UAN | IP number |
| Monthly filing | ECR | Monthly contribution |
We register establishments with EPFO and ESIC and file monthly returns for clients across Greater Noida and Greater Noida West, including Noida Extension, Gaur City 1 and 2, Sector 4, Knowledge Park and the Alpha, Beta and Gamma sectors. Clients in Noida and Ghaziabad work with us over WhatsApp and phone, and visit our Gaur City Mall office when they prefer to meet.
PF and ESI: frequently asked questions
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Get a callback about PF and ESI
Every case is different. Book a free consultation call and we'll explain the process and costs.
Calls are returned the same working day (Mon–Sat, 10:00 AM – 6:00 PM). For anything urgent, call or WhatsApp us now.
Source: EPFO.
Information is for general guidance and not a substitute for professional advice. Rules, rates and due dates change; confirm with us before acting.