Confused About ESI/PF Compliance and Filing for Absent Employees? Let's Discuss!

Documents Required for ESI/PF Compliance

Hello, I would like to know what documents/records need to be maintained by a company for ESI/PF compliance, such as the wage register, etc. I want to know this as per the latest rules of 2019 because I got confused after seeing many different answers.

Filing PF for an Absent Employee

Also, how should I file PF if an employee was absent for a period of one month? Should I take any statement from the employee? How should I show the entry while filing PF? Should I show NCP for 26 days and mark him with 0 pay, or just not file his name in PF for the one month, or should I do something else? Please help me with this.

**Location**: Visakhapatnam, India

For ESI/PF compliance, companies need to maintain specific documents and records to ensure adherence to the latest rules and regulations. Here is a breakdown of the essential documents required:

Documents for ESI Compliance:
- Employee Register
- Attendance Register
- Wage Register
- Challans for ESI Payments
- Returns and Reports as per ESI Regulations

Documents for PF Compliance:
- Employee Register
- Attendance Register
- Wage Register
- PF Challans
- PF Returns (Form 5, 10, 12A, etc.)
- Monthly PF Statement (Form 23)

When an employee is absent for a month, the PF filing process may vary based on the circumstances. Here are the steps to handle PF filing for an absent employee:

1. Obtain Absence Confirmation: Request the absent employee to provide a written statement confirming the period of absence.
2. Update Records: In the wage register, mark the employee as absent for the specific period.
3. PF Filing Options:
- If the employee was on leave without pay, mark the days as Non-Contributory Period (NCP) in the PF statement and show zero pay for those days.
- If the absence is due to other reasons, ensure the absence is accurately reflected in the records without affecting the PF contribution.
4. Filing Process: While filing PF, include the employee's details with the appropriate adjustments for the absent period to maintain accurate records.

It is crucial to maintain transparency and accuracy in PF filings, ensuring compliance with regulations while reflecting the true employment status of each individual. If in doubt, consult with a legal or HR expert to ensure correct handling of such situations.