ESI Excel File – Electronic Return Format

ESI Payment or ESI Challan

Unlike the regular payment process, you have first to generate ESI challans to be able to make monthly contributions. To generate monthly ESI challenges, employers need to upload excel files in the format specified as per ESI norms.

Structure of ESI Excel format

IP Number

The Insured Person’s(IP) 10 digit identification number allotted by the ESI department is needed first.

IP Name

Next, enter Name as per ESI records. Characters of only alphabets and space are to be entered in this field.

Excel sheet upload will lead to the successful transaction only when all of the Employees’ details (who are currently mapped in the system) are entered correctly in the excel sheet.

Date field

The number of days for which wages are being paid or payable during the month to be specified. The number of days must be a whole number.

Fractions should be rounded up to next higher whole number or integer.

Reason Code

If the Date field has been entered as ‘0’, the reason for the same has to be specified in this field. Reasons are to be assigned numeric code only as per the table given below.

Reason

Code

Note

Without Reason

0

Leave last working day as blank

On Leave

1

Leave last working day as blank

Left Service

2

Please provide the last working day (dd/mm/yyyy). IP will not appear from the next wage period

Retired

3

Please provide the last working day (dd/mm/yyyy). IP will not appear from the next wage period

Out of Coverage

4

Please provide the last working day (dd/mm/yyyy). IP will not appear from next contribution period. This option is valid only if the Wage Period is April or October. In case of any other month, then IP will continue to appear in the list

Expired

5

Please provide the last working day (dd/mm/yyyy). IP will not appear from next wage period

Non Implemented area

6

Please provide last working day (dd/mm/yyyy).

Compliance by Immediate Employer

7

Leave last working day as blank

Suspension of work

8

Leave last working day as blank

Strike/Lockout

9

Leave last working day as blank

Retrenchment

10

Please provide the last working day (dd/mm/yyyy). IP will not appear from the next wage period

No Work

11

Leave last working day as blank

Doesn’t Belong to This Employer

12

Leave last working day as blank

Duplicate IP

13

Leave last working day as blank

Once Wages is given as '0' and last working day is mentioned as in reason codes (2,3,4,5,10), the IP will be removed from the employer's record. Subsequent months will not have this IP listed under the employer. Therefore, the last working day should be mentioned if 'Number of days wages paid/payable' is '0'.

Last Working Day

Enter the last working day of the employee with the organization in dd/mm/yyyy or dd-mm-yyyy format. If the IP has worked for part of the month (i.e. at least 1-day wage is paid/payable) and left mid-month, then last working day should not be mentioned.

Date column format is

dd/mm/yyyy or dd-mm-yyyy. Suffix single digit dates with 0.

Example:

2/5/2010 or

  • 2-May-2010 is Not accepted.
  • The correct format is 02/05/2010 or 02-05-2010

Note:

The following is to be taken care to upload monthly contributions, view or print Challans or TIC after uploading the excel.

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Excel file should be saved in .xls format (Excel 97-2003)

Ensure that all the columns (including date column) are in the 'Text' format

The system will automatically do IP Contribution and Employer contribution calculation.