Managing ESI Smart Card Photos: How Do You Handle Employees in Different Locations?

Hi friends,

We are a pharma company headquartered in Kolkata and operate from here. We have over 280 employees posted in different locations across the country and are registered under the ESI Act at the Kolkata local office. As everyone knows, according to the ESIC circular, every employee needs to visit the local office with their dependents to have their photographs taken for the smart card.

However, it is challenging to bring all the employees to Kolkata for this purpose, considering they are stationed in various locations. So, I would like to know how you are managing this. Do you have any suggestions for me?

Please reply.

Regards, Anupam

Hi, I understood. Has any of your outstationed employees taken ESI benefits for any reason? Even if it's centralized, you can obtain a letter from the regional ESI corporation and send it to the concerned local office for any ESI-related purposes.

Regarding photos, you can obtain them from the local branch office itself with the help of the office staff. Send the employees' names to the local office branch-wise.

Hi,

As you know, ESI returns and declarations have to be submitted to the local branch office. ESI cards are also issued by the local ESI branch office. Since the card is issued by the local office, the employee can go and take the photo for the smart cards.

Dear Anupam,

Since it is not possible to bring all the employees to one local office along with their families, you can ask your employees to visit the nearest local office that is convenient for them. Additionally, if you can organize to gather at least 50 of your employees in one place, the Inspector from the ESI Local office would arrange a photo session at your location.

Regards, G. Mahesh.

Dear Anupam,

As of now, ESIC is working on a Branch Office Model, i.e., you need to obtain ESIC sub-codes in every city where your employees are stationed. Once the sub-code is generated for your company, you can transfer all these employees' ESIC numbers to the respective locations. After that, employees can visit their respective branch office and provide biometric details for themselves and their family/dependents. Once the biometric card is issued, employees can avail benefits at any ESIC dispensary/hospital/model hospital.

Employees can also receive cash benefits from any branch office in India since all branch offices, RO's, SRO's, and hospitals are connected through a network.

To obtain a Sub-code in any location, you need to submit an application form to the respective branch office. As per the ESIC notification, it is not mandatory to have an office in that location to obtain a sub-code. Required documents for obtaining the sub-code are as follows:

1. Full address of Head Office
2. Address of Factory/Establishment
3. Nature of Business of Factory/Estt.
4. Date of coverage of Factory/Estt.
5. Code No. allotted to H.O./Regd. Office by Corporation
6. Full address of Local Branch office
7. Date of starting Local Branch Office
8. Nature of Business
9. Number of employees posted at Local Branch office
10. Person in charge of Local Branch Office
11. List of Directors/Partners/Proprietor along with residential addresses
12. Name of Bankers & A/C Number

Please review and provide the necessary information to complete the process.

Thank you.

Hi,

I believe you do not have any other office outside of Kolkata. In this case, what you can do is call the employee to Kolkata and get their photo session done. Change their ESI dispensary to the local area where they are working; family can be added later on in their respective locations where they are staying.

SANJEEV

Please tell your employees to submit their photographs with their dependents. Then, you can send them the ESIC form for completion. Once they fill it out, kindly ask them to return it to you. Afterward, gather the company registration documents along with the employees' details in order to proceed with the registration process.

I hope this idea will be beneficial to you.

Regards,
Ash

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