What ESI and PF Documents Should Be Ready for Inspection? Seeking Your Advice

Dear Friends,

I want to know which documents and papers related to ESI and PF should be kept in the office so that at the time of inspection, we will not have any problems. I also want to know if some of our documents, like Form 3-A, are kept by our agent or consultant, would there be any issues during the inspection. Please provide information related to these matters, and I will be thankful for your valuable input.

With Regards,

Hi,

The following records should be kept in the office for the ESI/PF inspection:

1. Ledger (accounts)
2. Cash Book, Vouchers
3. Balance Sheet
4. Salary/Wages Sheets
5. Inspection Book
6. Challans
7. Returns (Monthly, Half Yearly - ESI, Yearly - P.F.)
8. Accident Book (ESI)
9. Attendance Register
10. Return of Declaration Form (ESI)
11. Ledger - ESI, PF

It is not advisable to put the records in the custody of a consultant.

Regards,
Rajesh Sharma

Dear Kaushik,

I agree with Mr. Rajesh. You should be very careful when dealing with the consultant - there are positives and negatives. Our experience is that when the Inspector visits the organization for an inspection, to ensure that all the records are as required by the statute, we have sometimes informed them that the books of accounts, registers, challans, etc., are with the auditors or consultants. Usually, the Inspectors grant some time to produce all the records. This time will be utilized to check and cross-check the records and have them ready on the inspection day.

On the other hand, if the consultants lose the records or are not available at the required time to submit them to us, we may end up at the receiving end of the inspecting authorities. Please take care.

Regards,
Dhinakaran

Hi,

The list of documents and registers to be maintained and submitted by an organization at the time of ESI inspection includes:

1. Form-25
2. Form-24
3. Attendance and wages registers
4. Challans
5. Nomination and declaration forms photocopy (Form-1)
6. Form-3A
7. Form-16
8. Form-7 Register
9. Accident Register
10. Inspection Book
11. ESI and PF returns (Half-Yearly, Yearly)
12. Death certificate in case of demise
13. FIR in case of road accident claims
14. Form-37

Thank you.

Dear All,

Here are the PF Form 19, 10C, and 13.

Regards,
PBS KUMAR

Hi all,

Please find the attachments Form-19 & 10C.

Regards,
--YV--