epfo eseva data uploding guidlines

EPFO Employer e-sewa data uploading Guidelines with screen shot

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Prepare data on Excel file with the following fields (24)

ELECTRONIC CHALLAN CUM RETURN (ECR) FILE FORMAT (FOR EMPLOYERS)

The Electronic Challan cum Return (ECR) will be an electronic return in plain text format and will

consist of DETAILED lines (one line for each member). The separator between fields should be #~# ( hash tilda hash).

Sl. Column Name Column Whether

Remarks (Data validations)

No Width mandatory 1. Member ID Number (7) Yes Only account number ( maximum 7 digits)

Value should be >0

Two lines with same member id will not be accepted in a single ECR text file 2. Member Name Character Yes No special characters other than ‘.’ are allowed

(85) 3. EPF Wages Number (10) No Numbers only, no special character and not in decimals 4. EPS Wages Number (10) No Numbers only, no special character and not in decimals

Wages on which Pension contribution is due. In case of the member over 58 years age, the wages should be ‘0’ even in case there are PF wages. Also in case of employer contributing over the wage ceiling, the pension wages should be maximum 6500/- if Pension contribution is restricted to Rs 541/-.

5. EPF Number (10) No Numbers only, no special character and not in decimals, Contribution (EE should be equal to or more than EPF Contribution (EE Share) due Share) being remitted. Employee share deducted and due for remittance 6. EPF Number (10) No Numbers only, no special character, not in decimals:

Contribution (EE Share) being Employee share being remitted through this ECR remitted 7. EPS Number (10) No Numbers only, no special character and not in decimals,

Contribution due should be equal to or more than EPS Contribution being remitted 8. EPS Number (10) No Numbers only, no special character, not in decimals

Contribution being remitted 9. Diff EPF and Number (10) No Numbers only, no special character and not in decimals,

EPS should be equal to or more than Diff EPF and EPS Contribution (ER Contribution (ER Share) being remitted Share) due 10. Diff EPF and Number (10) No Numbers only, no special character, not in decimals,

EPS Contribution (ER Share) being remitted

11. NCP Days Number (2) No Numbers only, no special character, not in decimals. Number of days in the month for which wages are not due. 12. Refund of Number (10) No Numbers only, no special character and not in decimals

Advances

13. Arrear EPF Number (10) No Numbers only, no special character and not in decimals Wages 14. Arrear EPF EE Number (10) No Numbers only, no special character and not in decimals

Share 15. Arrear EPF ER Number (10) No Numbers only, no special character and not in decimals

Share 16. Arrear EPS Number (10) No Numbers only, no special character and not in decimals

Share 17. Father’s/Husban Character No No special characters are allowed. Please provide only

d’s Name (85) if the member has joined in the wage month. (for new member only)

18. Relationship Character No Relationship of the member with column 17 above. Value with the Member (1) should be F(for father) or S (for Husband). Please provide only if the member has joined in the wage month. (for new member only)

19. Date of Birth Date (10) No Valid date in dd/mm/yyyy format. Please provide only if the member has joined in the wage month. (for new member only)

20. Gender Character No M(Male) , F(Female) or T (Transgender). (1) Please provide only if the member has joined in the wage month. (for new member only)

21. Date of Joining Date (10) No Valid date in dd/mm/yyyy format, not later than the month EPF of ECR. Please provide only if the member has joined in the wage month. (for new member only)

22. Date of Joining Date (10) No Valid date in dd/mm/yyyy format, not later than the month EPS of ECR. Please provide only if the member has joined in the wage month. (for new member only)

23. Date of Exit from Date (10) No Valid date in dd/mm/yyyy format, cannot be prior to date EPF of joining. Please provide only if the member has left in the wage month. (for exiting member only)

24. Date of Exit from Date (10) No Valid date in dd/mm/yyyy format, cannot be prior to date EPS of joining. Please provide only if the member has left in the wage month. (for exiting member only)

25. Reason for Character No C (Cessation) , S (Superannuation) , R ( Retirement), D leaving (1) (Death in Service), or P (Permanent Disablement).

Please provide only if the member has left in the wage month. (for exiting member only). Mandatory, if “Date of Exit from EPF” is not blank.

Save as the file in CSV (Comma Delimited) format (shown below)

Then close the file >> open the folder where the file is saved with below shown icon

Right click Mouse >>open with >> Notepad

Open the CSV file in any text editor (notepad, editplus, etc.,) and replace all “,” with “#~#”. Save the file and delete the 1st line (column titles of the fields)

It shows like this :

12#~#SANJAY#~#7000#~#6500#~#840#~#840#~#541#~#541#~#299#~#299#~#0#~#0#~#10000#~#15 00#~#1000#~#500#~##~##~##~##~##~##~#20-03-2012#~#20-03-2012#~#S 13#~#BIRENDRA#~#6000#~#6000#~#720#~#720#~#500#~#500#~#220#~#220#~#8#~#0#~#0#~#0#~ #0#~#0#~##~##~##~##~##~##~##~##~# 16#~#SHEELA#~#5000#~#5000#~#600#~#600#~#417#~#417#~#183#~#183#~#4#~#0#~#0#~#0#~#0# ~#0#~#VINEET#~#F#~#05-03-1990#~#F#~#05-03-2012#~#05-03-2012#~##~##~#

And copy all the data and open new text file and paste the data and save the file.

Now upload the file in the portal

If there is an error a error report appears as shown below in the screen > download error log file and find the errors,

Compare the same with the list of error codes (given below)

Sl. No.

Error Code

Error Based on ECR Field Description

1 1

Data field count is incorrect on data line n NA

Each line of the ECR text file should contain exactly 25 fields separated by #~#

2 2

Member ID is incorrect on data line n

Field number 1 (Member ID)

Field number 1 of ECR text file shall contain EPF account number. It should be maximum 7 digits and value should be greater than zero.

3 3 Member ID already exists on data line n

Field number 1 (Member ID)

No two entries in the ECR text file can have same member ID

4 4

Either Member name contains more than 85 Characters or Contains special characters on data line n

Field number 2 (Member Name)

No special characters other than '.' are allowed in member name. Also the member name can not exceed 85 characters.

5 5

EPF Wage value is incorrect on data line n

Field number 3 (EPF Wages)

Numbers only, no special character and shall not have decimals.

6 6

EPS Wage value is incorrect on data line n

Field number 4 (EPS Wages)

This is wages on which Pension contribution is due. Shall not be blank. Numbers only, no special character and shall not have decimals.

7 7

EPF Contribution due value is incorrect on data line

Field number 5 EPF Contribution (EE Share) due

This is Employee share deducted and due for remittance. Numbers only, no special character and not in decimals, should be equal to or more than EPF Contribution (EE Share) being remitted.

8 8

EPF Contribution remitted value is incorrect on data line n

Field number 6 EPF Contribution (EE Share) being remitted

Employee share being remitted through this ECR. Shall not be blank. Numbers only, no special character, not in decimals.

9 9

EPS Contribution Due value is incorrect on data line n

Field number 7 (EPS Contribution due)

Numbers only, no special character and not in decimals, should be equal to or more than EPS Contribution being remitted.

10 10

EPS Contribution remitted value is incorrect on data line n

Field number 8 (EPS Contribution being remitted)

Numbers only, no special character, not in decimals.

11 11

Diff EPS & EPF Contribution due data is incorrect on data line n

Field number 9 (Diff EPF and EPS Contribution (ER Share) due)

Numbers only, no special character and not in decimals, should be equal to or more than Diff EPF and EPS Contribution (ER Share) being remitted.

12 12

Diff EPS & EPF contribution remitted data is incorrect on data line n

Field number 10 (Diff EPF and EPS Contribution (ER Share) being remitted)

Numbers only, no special character, not in decimals.

13 13

NCP days data is incorrect on data line n

Field number 11 (NCP Days)

This is Number of days in the month for which wages are not due. Numbers only, no special character, not in decimals.

14 14

Refund advance data is incorrect on data line n

Field number 12 (Refund of Advances)

Numbers only, no special character and not in decimals.

15 15

Arrear EPF wages data is incorrect on data line n

Field number 13 (Arrear EPF Wages)


16 16

Arrear EPF EE share data is incorrect on data line n

Field number 14 (Arrear EPF EE Share)


17 17

Arrear EPF ER share data is incorrect on data line n

Field number 15 (Arrear EPF ER Share)


18 18

Arrear EPS share data is incorrect on data line n

Field number 16 (Arrear EPS Share)


19 19

Either Father or husband name contains more than 85 Characters or Contains special characters on data line n

Field number 17 (Father's/Husband's Name)

Please provide this value only if the member has joined in the wage month. (i.e. for new member only) No special characters are allowed.

20 20

Relationship value is incorrect on data line n

Field number 18 (Relationship with the Member)

Please provide only if the member has joined in the wage month. (for new member only). Relationship of the member with column 17 above. Value should be F (for father) or S (for Husband).

21 21

DOB is incorrect on data line n

Field number 19 (Date of Birth)

Please provide only if the member has joined in the wage month. (for new member only). Valid date of birth in dd/mm/yyyy format.

22 22

DOB should be less than Current Date on data line n


Date of Birth should be less than Current Date.

23 23

Invalid DOB, it should be <date> and <date> on data line n


Date of Birth is out of valid range acceptable.

24 24

Gender value is incorrect on data line n

Field number 20 (Gender)

Please provide only if the member has joined in the wage month. (for new member only). This is a single character field. It can have values M (Male) , F(Female) or T (Transgender).

25 25

DOJ EPF is incorrect on data line

Field number 21 (Date of Joining EPF)

Please provide only if the member has joined in the wage month. (for new member only) Valid date in dd/mm/yyyy format, not later than the month of ECR.

26 26

Date of joining EPF is not in <date> on data line n

Field number 21 (Date of Joining EPF)

The DOJ EPF should be same as the wage month being posted.

27 27

DOJ EPS is incorrect on data line

Field number 22 (Date of Joining EPS)

Please provide only if the member has joined in the wage month. (for new member only) Valid date in dd/mm/yyyy format, not later than the month of ECR.

28 28

Date of joining EPS is not in <date> on data line n

Field number 22 (Date of Joining EPS)

The DOJ EPS should be same as the wage month being posted.

29 29

DOE EPF is incorrect on data line

Field number 23 (Date of Exit from EPF)

Please provide only if the member has left in the wage month. (for exiting member only) Valid date in dd/mm/yyyy format, cannot be prior to date of joining.

30 30

Date of Exit EPF is not in <date> on data line n

Field number 23 (Date of Exit from EPF)

The DOE EPF should be same as the wage month being posted.

31 31

DOE EPS is incorrect on data line

Field number 24 (Date of Exit from EPS)

Please provide only if the member has left in the wage month. (for exiting member only) Valid date in dd/mm/yyyy format, cannot be prior to date of joining.

32 32

Date of Exit EPS is not in <date> on data line n

Field number 24 (Date of Exit from EPS)

The DOE EPS should be same as the wage month being posted.

33

033 034 035 036

Reason of leaving value is incorrect on data line n

Field number 25 (Reason of Leaving)

Please provide only if the member has left in the wage month. (for exiting member only). Mandatory, if "Date of Exit from EPF" is not blank. This is a single character field. Values are C (Cessation) , S (Superannuation) , R ( Retirement), D (Death in Service), or P (Permanent Disablement).

Update errors and upload again ………………………

You have to calculate all admin charges and enter the specified fields appears after successful upload and submit the form. Then you will get the SMS to registered cell no after conformation report prepared and appears in the

ECR >> Pending for approval screen.

You have to download PDF file and verify

There two options 1 Approve 2 Reject if all are correct click approve if there is any mistake reject Challan and again update the file.

After conformation an on-line challan has been generated based on the uploaded Electronic Return with “Temporary Return Reference Number” (TRRN), The TRRN will be available for remittance for fifteen (15) days after which it will lapse.

All the best…………………..

epfo eseva data uploding guidlines

Economy & Finance