Overview
Employer registrations depend on how many people you employ, their pay and the state you operate in. Employees' Provident Fund is administered by the EPFO, ESIC covers health and medical insurance for lower-paid employees, and Professional Tax is a state-level tax on employment.
EPF is generally compulsory for establishments with twenty or more employees, and voluntary for smaller ones. ESIC generally applies to establishments with ten or more employees, in notified areas, covering those earning up to 21,000 rupees a month. Professional Tax is levied only in some states, and the slab and rules differ from state to state.
After registration, contributions are deposited every month and returns are filed. We help you register, understand which employees are covered, and set up the monthly cycle so that deadlines are not missed.
Do these apply to you?
The answer depends on headcount, salaries and state.
Usually a good fit if
- You have reached or are about to reach the staff strength at which EPF or ESIC applies.
- You operate in a state that levies Professional Tax and employ staff or are an employer of record.
- You want to offer provident fund and health cover as part of the compensation package.
- You are a contractor and your clients ask for PF and ESIC compliance.
Think twice if
- You have no employees or only work with independent contractors; these registrations do not arise.
- Your state does not levy Professional Tax; you will not need to register for it, though EPF and ESIC may still apply.
Key benefits
Legal compliance
Registration and timely deposit avoid penalties, interest and damages.
Employee security
Provident fund, pension and health insurance are important benefits.
Tender and client eligibility
Clients often ask for PF and ESIC proof from vendors.
Clear payroll
Statutory deductions are built into pay slips from the start.
Easy exits
Withdrawals and settlements are simpler where records are up to date.
Employer reputation
Compliance helps with hiring.
What we need from you
Documents depend on the entity type and the registrations required.
About the establishment
- PAN, GST registration and certificate of incorporation or deed
- Address proof and Udyam or Shops and Establishment licence, if available
- Bank account details and a cancelled cheque
- Digital Signature Certificate of the authorised signatory for EPF
About the employees
- List of employees with names, dates of birth and date of joining
- Aadhaar, PAN and bank details of each employee
- Salary details and attendance records
- UAN and previous employment details, where available
For Professional Tax
- Employer and authorised signatory details
- Salary details and number of employees by slab
- State-specific forms and identification numbers
How the process works
Applicability check 1 day
We check headcount, wage levels and state rules to decide what applies.
Collect employee data 1 to 3 days
Employee details and salary structure are compiled in the required format.
Register on each portal 3 to 7 days
Registrations are made on the EPFO, ESIC and state Professional Tax portals.
Enrol employees 2 to 5 days
Employees are linked to UAN and ESIC insurance numbers.
First deposits Following month
The first monthly challans are generated and paid.
Ongoing monthly cycle Monthly
Contributions and returns are prepared and filed every month.
How long it takes
| Registrations | About 1 to 2 weeks |
| First deposit cycle | Following month |
| Ongoing | Monthly |
Portal availability and state rules can influence timing.
Your monthly and yearly obligations
These are the habits that keep you compliant.
- Provident fundDeposit employer and employee contributions and file the electronic return by the 15th of the following month.
- ESICContribute by the 15th of the following month for covered employees.
- Professional TaxDeduct from salaries and deposit as per the state's schedule, monthly or annually.
- Employee recordsKeep registers, pay slips and attendance records ready for inspection.
- New joiners and leaversUpdate the portals when employees join, leave or change pay.
Employer registrations at a glance
| EPF | ESIC | Professional Tax | |
|---|---|---|---|
| Administered by | EPFO | Employees' State Insurance Corporation | State government |
| Applies from | 20 employees, voluntary below | 10 employees in notified areas | Depends on the state |
| Covers | Provident fund and pension | Medical and cash benefits | Tax on salaries and professions |
| Monthly due date | 15th of next month | 15th of next month | As per state schedule |
Frequently asked questions
When does EPF become mandatory?
Generally when an establishment has twenty or more employees. Smaller establishments can join voluntarily.
What is the ESIC wage limit?
Employees earning up to 21,000 rupees a month are generally covered, and the limit is higher for persons with disabilities. Establishment size thresholds and area coverage also apply.
Is Professional Tax applicable in every state?
No. It is levied only by some states, and the slabs differ. The constitutional cap is 2,500 rupees per person per year.
What are the contribution rates?
Under EPF, employer and employee each contribute 12 percent of wages up to the applicable ceiling. Under ESIC, the employee pays 0.75 percent and the employer 3.25 percent of wages. We confirm the rates at the time of registration.
What if I deposit late?
Late deposits attract interest and damages, so the monthly due dates should be built into your calendar.
Can I register for these voluntarily?
EPF can be adopted voluntarily by smaller establishments. ESIC voluntary coverage and Professional Tax depend on the rules in your location.
This page is general information to help you prepare, not legal, tax or professional advice for your situation. Rules, forms, thresholds and due dates change, so we confirm the current position before we file anything for you. Taxswami Consultants is an independent professional services firm and is not a government body.