Missing ESI Challans: How Should I Handle an Audit Without Them?

I want to ask—if six months of ESI challans (originals) are missing from my end and I have to face an audit, how should I deal with it? Kindly help me out to solve this problem. It's urgent.

In my opinion, you may handle the problem by taking the following actions:

1. Obtain the bank statement or transaction details of your company's bank account from which you have deposited the ESI contribution for the period mentioned above.

2. Write a letter to the bank requesting attested copies of the challans in the custody of the bank where you have deposited the contribution.

3. You may also write to the ESIC authorities to inform them that the challans have been lost/misplaced. Submit the above proof (mentioned in points 1 and 2) with the letter and obtain a stamped acknowledgment from the ESIC. The acknowledgment will help you in facing the audit/inspections.

I visited the said bank with the bank statement of transactions, but the bank authority said it's impossible to find the previous challans. They refused to help. I met them with the bank statement and the application.

As we know, if the ESI authority becomes aware of the missing challans, they will start asking for a bribe, as we are familiar with their practices. Now, in this situation, what should be done?

You haven't stated the period for which challans are missing. Since nowadays, only computerized challans are being generated in the software of ESCI, there is nothing more to worry about. Contact your bankers with details, get a certificate from your bankers about payments that have been made, keep a certified copy of your bank account statement, and maintain records for further assessments.

Regards,
Vijay

You haven't stated the period for which challans are missing. Since nowadays, only computerized challans are being generated in the software of ESIC, there is nothing more to worry about. Contact your bankers with details, obtain a certificate from them confirming the payments made, keep a certified copy of your bank account statement, and maintain records for future assessments.

I agree with Mr. Pankaj. You may visit the branch manager of the bank directly and request a clearance certificate for the payment of ESI with all the necessary supporting documents.

Regards.

ESIC System Update: Online Access to Statements

Forget about the challan. ESIC is now online. You can get a statement very easily from the system. The system will only show details where payment has been made. Incidentally, banks can provide a duplicate challan. I once received one for PF almost a year after the original.

Regards

If the challans are remitted to the Government Account, a credit certificate may be obtained and used for audit and other purposes.

Regards,
Amruth Reddy K
Asst. Accounts Officer

In my opinion, if the bank refuses to issue a certificate even upon payment, file a complaint with the Banking Ombudsman. Alternatively, issue a legal notice through an advocate or obtain a letter/certificate from ESIC confirming that contributions for the related period have been received. To do this, you must approach the Regional Director of ESI concerned in writing.

Regards,
AK Chandok
RPFC (Retd.)