ESI and PF Codes for New Tamil Nadu Branches: Do We Need Separate Main Codes or Just Sub-Codes?

ESI and PF Codes for New Branches in Tamil Nadu

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?

First, what business are you conducting 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

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

You can deposit the PF under 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 present the same to the inspecting authorities in case of any audit.

Thank you.

Regards

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

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.

Regards,
Rajusiachen

When we file the monthly returns and forms in the respective region, should we quote the 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

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

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

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

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 under 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.

Regards,
D. Gurumurthy
HR/IR Consultant

Subject: Re: ESI and PF Sub Code

You can easily get an ESI sub-code for any region in India online. You can use the ESI website, the same one you log in to for generating the monthly ESI challan. There is an option for obtaining an 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

In the matter of EPF, you can deposit the PF under the same code except for 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.

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

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

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.

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.

From the above suggestion, does every bank under EPF need to have a different EPF code number for each branch? (That seems quite unnecessary.)

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).