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EPF Registration, ESI Registration & Compliance Services
Registered Right. Filed on Time. Compliant Every Month — Without Exception
CAAFT helps startups, SMEs, manufacturers, and HR teams get EPF and ESI registered correctly and stay compliant every single month — without the confusion, the chase, or the regulatory risk that comes from managing it without dedicated expert support.
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500+ Businesses Registered
Across India
Zero Missed Deadlines
Compliance Managed
100% Data Confidentiality
Strictly Protected
What is EPF & ESI Registration?
EPF (Employees' Provident Fund) and ESI (Employees' State Insurance) are essential statutory social security schemes in India — mandatory for all eligible businesses employing workers above the prescribed thresholds.
EPF is governed by the Employees' Provident Funds Act, 1952 and managed by EPFO. It is a retirement savings scheme where both employer and employee contribute a fixed portion of salary each month to build a long-term financial corpus for employees.
ESI is governed by the Employees' State Insurance Act, 1948 and managed by ESIC. It provides employees with medical care, maternity benefits, disability coverage, and dependent support — at no direct cost to the employee.
Together, EPF and ESI registration ensure legal compliance while promoting employee welfare. Non-compliance leads to penalties, interest, and legal consequences that can significantly disrupt business operations.
Why EPF & ESI Registration is Important
Most businesses understand that EPF and ESI registration is a compliance requirement. What is less appreciated is how quickly non-compliance escalates — and how much smoother operations become when registration and filing are handled correctly from day one:
Legal protection — Registered businesses are shielded from EPFO and ESIC inspections turning into enforcement actions or prosecution.
Employee retention — Workers increasingly check for PF benefits before accepting offers. ESI adds healthcare coverage as a tangible employment benefit.
Penalty prevention — Late registration or missed filings attract damages ranging from 5% to 25% per annum on dues — apart from prosecution risk.
Investor and client confidence — Many corporates and government tenders require EPF/ESI compliance certificates before onboarding vendors or partners.
Smooth payroll operations — A structured compliance setup avoids month-end chaos, surprise audits, and last-minute scrambles.
Workforce welfare — Employees covered under ESIC get access to hospitals, medicines, maternity leave, and disability benefits — building trust and reducing attrition.
Who Needs EPF & ESI Registration?
Startups (20+ employees)
EPF: yes. ESI: yes (for employees earning ₹21,000 or less per month).
SMEs and trading companies
EPF: yes. ESI: yes.
Manufacturing units (10+ employees)
EPF: yes. ESI: yes.
Contractors and sub-contractors
EPF: yes. ESI: yes.
NGOs and societies (20+ employees)
EPF: yes. ESI: where applicable.
IT and service companies
EPF: yes. ESI: yes.
HR outsourcing and staffing firms
EPF: yes. ESI: yes.
Principal employers are responsible for ensuring contract workers employed through contractors are also covered — if the contractor fails to comply, the liability falls on the principal employer.
Applicability Criteria for EPF & ESI Registration
Many businesses only check headcount when assessing registration requirements — and miss other triggers:
EPF Registration Threshold
Applies to establishments employing 20 or more persons — including contract workers. Once covered, coverage continues even if employee count drops below 20. Certain industries such as construction and road transport may have a lower threshold of 10 employees. Voluntary coverage is available for establishments with fewer than 20 employees.
ESI Registration Threshold
Applies to non-seasonal factories and establishments with 10 or more employees (in some states, 20 or more). Applicable only to employees earning a gross salary of up to ₹21,000 per month (₹25,000 for persons with disability). Employers must register within 15 days of becoming eligible — the clock starts immediately when the threshold is crossed.
EPF & ESI Registration Services — What Gets Delivered
EPF Registration
Employer registration, UAN generation for employees, documentation preparation, and EPFO portal setup.
ESI Registration
Employer and employee registration, IP number generation for covered employees, and branch setup where applicable.
Monthly ECR filing
Electronic Challan cum Return prepared accurately and submitted to the EPFO portal by the 15th of every month.
ESI contribution filing
Monthly contributions filed and half-yearly returns submitted by May 11 and November 11 each year.
Notice support
Response drafting, authority liaison, and inspection handling for EPFO and ESIC notices.
Employee enrollment
PF and ESI onboarding, UAN activation, KYC verification, and exit formalities for departing employees.
Compliance audit
Health checks, arrears calculation, reconciliation of payroll data against actual remittances, and remediation of historical gaps.
Step-by-Step Process
EPF Registration Process
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1
Business and employee details verified
Business and employee details are submitted and verified before the application is prepared.
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2
Application filed on EPFO USSP
Application filed on the EPFO Unified Shram Suvidha Portal (USSP) with accurate employer information.
-
3
Employer Code allotted
Employer Code (PF Code) allotted by EPFO upon successful application approval.
-
4
UAN generation initiated
Employee UAN (Universal Account Number) generation initiated for all eligible employees.
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5
Portal setup and first ECR filing
PF portal setup, login credentials established, and first ECR filing completed.
ESI Registration Process
-
1
Employer and wage details compiled
Employer details, employee wage data, and establishment information compiled and verified.
-
2
Application submitted on ESIC portal
Application submitted on the ESIC employer portal with complete and accurate information.
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3
Employer code generated
Employer code — 17-digit ESI number — generated upon approval.
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4
IP numbers allotted
Employee IP (Insurance Person) numbers allotted for all covered employees.
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5
ESI cards issued and cycle begins
ESI cards issued to covered employees for medical access, and the half-yearly contribution filing cycle begins.
Documents Required for EPF & ESI Registration
For the Employer / Establishment
- PAN Card of the business or company
- Certificate of Incorporation or Shop & Establishment Registration
- GST Registration Certificate (if applicable)
- Bank account details and cancelled cheque
- Address proof of the registered office
- List of directors or partners with Aadhaar and PAN
- Digital Signature Certificate (DSC) of the authorised signatory
For Employees
- Aadhaar Card
- PAN Card
- Bank account details and IFSC code
- Date of birth proof
- Mobile number linked to Aadhaar
- Nominee details (for EPF)
EPF & ESI Contribution Structure
EPF Contribution Breakdown
| Component | Employee | Employer |
|---|---|---|
| EPF (Provident Fund) | 12% of Basic + DA | 3.67% of Basic + DA |
| EPS (Pension Scheme) | nil | 8.33% of Basic + DA |
| EDLI (Insurance) | nil | 0.50% of Basic + DA |
| Admin Charges | nil | 0.50% (EPF Admin) |
| Total | 12% | approximately 13% |
ESI Contribution Breakdown
| Component | Rate |
|---|---|
| Employer Contribution | 3.25% of gross wages |
| Employee Contribution | 0.75% of gross wages |
| Total ESI Contribution | 4.00% of gross wages |
Employees earning up to approximately ₹21,000 per month gross are covered under ESI.
EPF & ESI Compliance Calendar
Missing these deadlines is where most businesses get into compliance trouble:
| Compliance | Frequency | Due Date | Portal |
|---|---|---|---|
| EPF Challan (ECR Filing) | Monthly | by the 15th of every month | EPFO Portal |
| ESI Contribution Payment | Monthly | by the 15th of every month | ESIC Portal |
| ESI Return Filing | Half-yearly | by May 11 and November 11 | ESIC Portal |
| EPF Annual Return (Form 3A/6A) | Annual | by April 30 | EPFO Portal |
| Employee KYC & UAN Verification | Ongoing | as applicable | EPFO Portal |
| New Employee Enrollment | On joining | within 30 days | Both portals |
Common EPF & ESI Compliance Challenges CAAFT Solves
Most businesses face one or more of these compliance issues — and CAAFT's structured approach addresses every one:
Delayed registration after crossing threshold
Often because no one is actively tracking when the trigger is reached.
Incorrect wage heads
Leading to short payment, arrears demands, and interest charges.
Failure to enroll contract and casual workers
Creating liability for the principal employer that is frequently overlooked.
Missing monthly filing deadlines
Due to no dedicated internal compliance owner or reminder system.
ESI returns filed with wrong employee counts
After attrition or new joinings not reflected accurately in the filing.
Ignoring show-cause notices
Until they escalate to prosecution orders or bank attachment actions.
No reconciliation between payroll and remittances
Creating discrepancies that surface during EPFO or ESIC inspections.
Benefits of Professional EPF & ESI Compliance
Zero missed deadlines — All EPF and ESI due dates are tracked and filed without exception — nothing slips through.
Accurate calculations — Contribution amounts are verified against payroll data every month before filing — eliminating short payment and arrears risk.
Notice management — EPFO and ESIC notices are handled with documented, legally structured responses.
Audit readiness — Compliance records are always current and available for due diligence and statutory audits.
Employee satisfaction — Correct PF credits and active ESI coverage build trust and reduce attrition.
Scalable support — Whether 5 or 500 employees are added in a quarter, compliance scales without disruption.
Why Choose CAAFT
Businesses trust CAAFT for seamless business incorporation, timely registrations, and dependable compliance support that scales with their growth
State-wise compliance knowledge
EPF and ESI applicability, contribution structures, and filing requirements vary across states and industries. Accurate, up-to-date knowledge of regulations in each specific jurisdiction eliminates the errors that arise from generic, one-size-fits-all compliance approaches.
End-to-end registration support
Everything from application preparation and document gathering to securing PF Code, ESI Employer Number, and employee UAN and IP numbers is managed — making registration smooth, fast, and completely stress-free.
Proactive deadline management
Every EPF and ESI due date is tracked on behalf of every client. Timely submissions keep businesses consistently penalty-free and inspection-ready.
Payroll-aligned compliance
A structured, error-free contribution calculation and remittance process is established that runs seamlessly alongside monthly payroll operations.
Ongoing advisory and notice handling
From monthly ECR filing and half-yearly ESI returns to responding to EPFO and ESIC notices — CAAFT provides continuous, reliable compliance assistance throughout the business lifecycle.
Key Facts & Figures
6 crore+
Over 6 crore active EPF members in India (EPFO Annual Report) — one of the world's largest retirement savings programmes, reflecting the scale and importance of correct employee enrollment and monthly compliance.
Up to 25%
Non-compliance with EPF obligations incurs penalties of up to 25% per annum on dues — potentially doubling the original amount owed within a single year without active management.
15 days
Employers must register under ESI within 15 days of the 10th employee joining — the compliance clock starts ticking immediately, and most businesses miss this trigger entirely.
Ready to Get Compliant? Start Today.
Whether registering for the first time, resolving a compliance backlog, or looking for a reliable monthly EPF and ESI filing partner — CAAFT makes it straightforward. Complete registration, accurate monthly filings, proactive notice handling, and ongoing compliance management — all delivered without the confusion, the missed deadlines, or the regulatory risk that comes from managing it without dedicated expert support.
Frequently Asked Questions
Yes. Voluntary EPF coverage is available for establishments with fewer than 20 employees. Many startups choose this early because it helps attract talent, builds credibility with clients, and avoids registration scrambles when headcount crosses the mandatory threshold.
Late registration attracts damages of up to 25% per annum on unpaid contributions — in addition to interest at 12% per annum. In serious cases, EPFO can attach bank accounts or initiate prosecution. ESI non-registration carries similar financial and legal consequences.
Yes. Principal employers are responsible for ensuring that contract workers employed through contractors are covered under EPF and ESI. If the contractor fails to comply, the liability falls on the principal employer — a commonly overlooked obligation that creates significant exposure.
ESI contributions are calculated on gross wages — including basic salary, dearness allowance, HRA, overtime, and most allowances — but excluding washing allowance, annual bonus, and travel reimbursements. If gross wages exceed ₹21,000 in a contribution period, the employee exits ESI coverage from the next period.
The notice should not be ignored — and should not be responded to without expert guidance. EPFO notices for short payment, non-compliance, or inspection require a specific, documented response within the deadline. The notice must be analysed, a structured response prepared, supporting records gathered, and the authority liaison managed professionally to protect the business's compliance position.