Introduction
Every employer registered under the Employees’ State Insurance Act, 1948 must file and deposit monthly ESI contributions for all eligible employees. Timely ESI payment ensures medical benefits, insurance protection, and statutory compliance. This guide explains the entire ESI payment workflow in simple, structured steps.
Step-by-Step Process
Step 1: Collect Monthly Employee Payroll Data
Start by preparing accurate employee records:
- Gross salary
- Attendance & leaves
- Newly joined employees
- Employees who exited during the month
- ESIC-insured employees’ IP numbers
Payroll accuracy ensures correct calculation of ESI contributions.
Step 2: Verify Eligibility for ESI
Employees earning ₹21,000 or below (₹25,000 for persons with disabilities) per month are covered under ESIC.
Confirm eligibility for each employee before calculation.
Step 3: Calculate Monthly ESI Contributions
As per ESIC norms:
- Employee Contribution: 0.75% of wages
- Employer Contribution: 3.25% of wages
- Total: 4% of employee’s monthly wage
Wage includes:
Basic + DA + HRA + Incentives + Allowances (excluding washing allowance & gratuity).
Step 4: Login to ESIC Employer Portal
Visit: https://www.esic.in
Login using:
- Employer Code
- Username
- Password
- Captcha verification
Step 5: Navigate to Monthly Contribution Section
Inside the portal:
- Go to “Monthly Contribution”
- Select contribution period
- Review pre-populated employee list
- Add new joiners
- Mark exits for employees who left
Ensure every employee’s data is updated.
Step 6: Enter Employee Wages
For each employee:
- Enter total wages for the month
- System automatically calculates employee & employer contributions
- Ensure no discrepancy in wage calculation
Step 7: Verify Contribution Summary
Before generating the challan, review the summary:
- Employee count
- Total wages
- Contribution amounts
- Employee and employer shares
Approve the summary if all details are correct.
Step 8: Generate Challan
After confirmation:
- Generate the Monthly ESI Challan
- A unique challan number is created
- Download the challan copy for payment reference
Step 9: Make Online ESI Payment
You can pay using:
- Net banking
- Debit card
- NEFT/RTGS (depending on bank options)
Payment must be made before the due date to avoid penalties and interest.
Step 10: Save Acknoledgement & Payment Receipt
After payment:
- Download payment confirmation
- Save challan, receipt, and wage sheet
- Maintain records for audits and compliance
Due Date for ESI Filing & Payment
- On or before the 15th of every month
Late payment attracts:
- Interest @ 12% p.a.
- Penalties under ESIC rules
Common Mistakes to Avoid
- Not updating newly joined employees
- Incorrect wage entries
- Missing employee exits
- Late payment of challan
- Not matching wages with payroll records
Saving Mantra Support
Saving Mantra offers full ESI compliance support:
- Employee onboarding for ESIC
- Payroll & contribution calculation
- Monthly filing & challan generation
- Compliance audit support
- Integration with HRMS & payroll workflows
Disclaimer
This article provides general information on the ESI payment filing process in India. Contribution rates, coverage limits, rules, and portal procedures may change with government notifications. This blog is not legal, payroll, or statutory advice. For case-specific assistance, consult ESIC, a compliance professional, or a qualified payroll advisor. Saving Mantra can support with customized ESI compliance services for your organization.