Managing Statutory Compliances and Register Maintenance in HR for Multiple Companies

Registers Required for Different Acts

What registers do we need to maintain under different acts for a medical devices company and for a company in the restaurant business? Both companies are owned by the same director, and I am managing HR for both. Currently, I am maintaining:

• Salary Sheets in soft copy
• Attendance Sheets in soft copy
• Register for Fines, Deductions, Advances, Overtime & Accidents

For ESI & PF, all information is online, and I am only maintaining the challans for records. I am not filing any returns as well. Please advise if I am wrong somewhere.

Regards,
Jyoti

Jyoti Mam,

We do not need to submit any returns (Yearly/Half Yearly) under EPF & ESIC Act. However, since you already maintain a Legal register (Wages Register, Fine, Deduction, Over Time, & Accident), please begin to maintain Form-C under the Payment of Bonus 1965, and Form-14, Form-9, Form-12 under The Factory Act 1948, along with the inspection register under EPF, ESIC, Factory Act.

For further clarification, please refer to the attachment.

Have you sought permission from the respective department to maintain records online, except ESIC and EPF? While they come for inspection, you will be forced to take a printout of all registers and show it. Can you do that while making them wait? It is best to take a printout of the registers, file it, bind it every year, and keep it. Go through your state's Shops and Establishment Act and maintain the registers according to that.