Have to get separate Main code of ESI and PF or Sub-code for the branches is enough?

We have our head office in Coimbatore and have separate main codes for ESI and PF. Currently, we have opened new branches in other districts in Tamil Nadu. Do we need separate main codes for ESI and PF for these branches or is a sub-code sufficient? Could you please provide detailed information on this topic and the relevant websites for reference?

Ms. Renuka,

First, what business are you doing in your concern? Only then can I provide suggestions because many matters depend on this. Alternatively, you may contact the respective person. For PF-related queries, you may contact the Enforcement Officer in your PF Office section. For ESI matters, please reach out to the Inspector of ESI in your Subregional office. They will provide you with clear information.

Regards,
S. Muthu

Dear Mr. S. Muthu,

This is for your kind information that we have a Textile Retail outlet in a few districts of Tamil Nadu with the Head office and retail outlet located in Coimbatore. We already have one main code for ESI and PF coverage. For all new outlets in other districts, should we use the same code or do we need to obtain a sub-code or a new main code?

Awaiting a reply from the learned professionals, please.

With Regards, C. Renuka

Dear Renuka,

You can deposit the PF in the same code, and for that, you must make a consolidated paysheet or have the backup of all the paysheets of all the branches. You can create a summary for branch-wise payment details and PF information. Then, submit the consolidated PF Challan and send the scanned copy of the challan and Form 5 details to all the branches' HR Department. This way, they can produce the same to the inspecting authorities in case of any audit.

Thank you.

Dear Mr. S. Bhaskar,

Thank you for your prompt reply. Could you please provide information on the formalities required to obtain the ESI and PF sub-codes? Additionally, when are we expected to receive the sub-code?

With Regards,
C. Renuka

Hi there,

You can easily obtain an ESI sub-code for any region in India online. Simply visit the ESI website, where you log in to generate your monthly ESI challan. Look for the option to request an ESI sub-code, and enter the required details. There is no need to visit the ESI office in person. Your sub-code allotment letter will be sent to you promptly via email.

Regards,
Kennady
HR Consultant

Only one code/sub-code is required for the employees under your payroll, regardless of their location in India.

Rajusiachen

Dear Sir,

When we file the monthly returns and forms in the respective region, shall we quote one main code received for the Head Office, even for our office in other districts? When ESI is allotting a sub-code, why not for PF?

With Regards,
C. Renuka

My dear friend,

You do not need to apply for any sub-code for any of the branches if the main office is covered under PF & ESIC. Just prepare the salary sheet as one (covering the employees under one code) and pay contributions in the main code (PF & ESIC).

Stay cool,
Atom

Sir,

I am interested in A, B, C of PF documentation and the policy on the subject required for an HR Manager. An early reply is requested.

Dear Mr./Ms. Atom,

When ESI is allotting sub-codes for the branches, why don't we apply for sub-codes for the other branches located far from the Head Office? I believe it will be easier to maintain statutory records if we have sub-codes. Could you kindly advise on the procedure for obtaining the same?

Thanks & Regards,
C. Renuka

Dear Mr. Kennedy,

Thanks a lot for your advice; as you suggested, I tried and obtained the subcode within a minute. Could you please also inform me about the procedure for obtaining a PF subcode?

With Regards,
C. Renuka

Hi,

You should obtain a subcode for ESI for every region, without which employees of that region cannot get their ESI benefits in the place where they are working. However, this is not the case for PF. With one main PF code, you can cover all your employees working anywhere in India. But for administrative reasons, you may obtain a new separate PF code for the other region. A PF subcode is provided within the establishment to enroll contract employees who do not have their own PF code. You cannot use it for any other region as is the case with ESI.

Regards,
Kennedy
HR Consultant

Dear Sir,

As they are regular employees of the Coimbatore office, you are deputing them to work at the new office in other parts of Tamil Nadu. You can remit the P.F. and ESI in the same code as Coimbatore and submit Returns. In the case of ESI, they can opt for the Dispensary services at the place where they are working. Also, consult the ESI Local Office Manager for this purpose.

D. Gurumurthy HR/IR Consultant

Subject: Re: ESI and PF Sub Code

Hi,

You can easily get ESI sub-code for any region in India online. You can use the ESI website, the same one you log in to for generating monthly ESI challan. There is an option for obtaining ESI sub-code. Key in the details you are asked for. You need not even go to the ESI office. You will receive the sub-code allotment letter by mail in no time. However, if the mail mentions a sub-code number and password that do not open the ESI webpage, please contact the particular SRO ESIC office for this matter.

For EPF, you can deposit the PF in the same code, and for that, you must create a consolidated paysheet or have the backup of all the paysheets from all the branches.

Regards,

R.S. PAGAD
ADVOCATE

Dear Professionals,

In the matter of EPF, you can deposit the PF in the same code except J & K. As we are an MNC engaged in construction work in J & K, EPF rules are completely different for J & K EPF. This information is for your reference only.

Thank you.

Dear Renuka Ji,

Though you can maintain one code for your establishment all over India wherever they work. In that process, you may deposit the PF contribution, branch/site wise under the same PF Code. However, if you have 20 or more employees permanently posted at any particular site/branch, it would be advisable to have independent PF codes for the said branch under Section 2A of EPF & Misc provision Act in view to have smooth working and administrative control.

This will benefit your employees posted at different sites/branches as they will get all information about their contribution and PF dues very easily, and your company will also feel more comfortable administratively.

Regards,
S C BHATIA
Management Consultant & Labour Law Advisor

Dear Sir,

Thank you very much for your response and citing the connecting legal provision. We are taking steps to implement the new code for the other branches.

With Regards,
C. Renuka

Can anyone share how many days an employer can provide leave to employees as per statutory regulations? What types of leaves (e.g., EL, CL, ML, etc.) need to be given to employees? Also, what is the preferred format for maintaining leave records?

Thank you.

Dear Friend,

Greetings. Kindly raise your query afresh as a new thread so that other professional members can view your query easily and respond promptly, please.

With Best Regards,
C. Renuka

Hi,

For PF, you do not need to have any subcode; you can use the existing PF code.

Similarly, for ESIC, if you are in the same state and can use the same ESIC code, there is no need for a subcode.

Dear Friends,

There is no need for an ESI Sub Code if you are in the same state. For example, a company with an office in Tamil Nadu can use the same code for all branches within Tamil Nadu. However, if the same company has branches in different states, they will need to apply for ESI sub-codes separately. This is a statutory requirement because ESI stands for "Employees State Insurance," indicating that it is state insurance. ESI codes cannot be centralized for any one organization.

Please note: EPF codes can be centralized for any organization except in J&K. However, ESI codes (main code) cannot be centralized for any one organization.

Dear Friend C. Renuka,

I'm really sorry for the confusion. Instead of replying to your queries about ESI & EPF, I mistakenly started a new thread regarding leave. Thank you for your advice.

Best regards, [Your Name]

From the above suggestion, every bank under EPF must have a different EPF code number for each branch? (That is plain stupid.)

Stay cool,
Atom

Hi everyone,

Recently, I have joined a company and I want to obtain a sub EPF code. Please guide me on how to get a sub code for EPF (Tripura location).

Hi Chandan Prasad,

Could you please confirm how many employees are in the Tripura branch?

Regards,
Dinesh
9087206777

Hi Sir,

There are 25 to 30 employees and labor manpower will be approximately 150 in Tripura location.

Regards,
Chandan