You are on page 1of 13

EPFO Employer e-sewa data uploading Guidelines with screen shot Log on to http://esewa.epfoservices.in/index.

php Home Page :>

Register your organization user ID and password following the instructions

Home page after login >>

GO To >> ECR >> ECR Upload

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).


Remarks Sl. No 1. Column Name Column Width Number (7) Whether mandatory Yes

(Data validations)
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 No special characters other than . are allowed Numbers only, no special character and not in decimals 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/-.

Member ID

2. 3. 4.

Member Name EPF Wages EPS Wages

Character (85) Number (10) Number (10)

Yes No No

5.

EPF Contribution (EE Share) due EPF Contribution (EE Share) being remitted EPS Contribution due EPS Contribution being remitted Diff EPF and EPS Contribution (ER Share) due Diff EPF and EPS Contribution (ER Share) being remitted

Number (10)

No

6.

Number (10)

No

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

7.

Number (10)

No

8.

Number (10)

No

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

9.

Number (10)

No

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 Numbers only, no special character, not in decimals,

10.

Number (10)

No

11.

NCP Days

Number (2)

No

12.

Refund of Advances 13. Arrear EPF Wages 14. Arrear EPF EE Share 15. Arrear EPF ER Share 16. Arrear EPS Share 17. Fathers/Husban ds Name 18. Relationship with the Member

Number (10) Number (10) Number (10) Number (10) Number (10) Character (85) Character (1)

No No No No No No

Numbers only, no special character, not in decimals. Number of days in the month for which wages are not due. Numbers only, no special character and not in decimals Numbers only, no special character and not in decimals Numbers only, no special character and not in decimals Numbers only, no special character and not in decimals Numbers only, no special character and not in decimals No special characters are allowed. 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). Please provide only if the member has joined in the wage month. (for new member only) Valid date in dd/mm/yyyy format. Please provide only if the member has joined in the wage month. (for new member only) M(Male) , F(Female) or T (Transgender). 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. 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. Please provide only if the member has joined in the wage month. (for new member only) Valid date in dd/mm/yyyy format, cannot be prior to date of joining. 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. Please provide only if the member has left in the wage month. (for exiting member only) C (Cessation) , S (Superannuation) , R ( Retirement), D (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.

No

19. Date of Birth

Date (10)

No

20. Gender

Character (1) Date (10)

No

21. Date of Joining EPF 22. Date of Joining EPS 23. Date of Exit from EPF 24. Date of Exit from EPS 25. Reason for leaving

No

Date (10)

No

Date (10)

No

Date (10)

No

Character (1)

No

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 Error Code Data field count is incorrect on data line n Based on ECR Field Description

NA

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

Member ID is incorrect on data line n 2 2

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

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

Field number 1 (Member ID)

Field number 2 (Member Name)

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

EPF Wage value is incorrect on data line n EPS Wage value is incorrect on data line n

Field number 3 (EPF Wages)

Numbers only, no special character and shall not have decimals. This is wages on which Pension contribution is due. Shall not be blank. Numbers only, no special character and shall not have decimals. 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. Employee share being remitted through this ECR. Shall not be blank. Numbers only, no special character, not in decimals.

Field number 4 (EPS Wages)

EPF Field number 5 EPF Contribution due Contribution (EE value is incorrect Share) due on data line

EPF Contribution remitted value is incorrect on data line n

Field number 6 EPF Contribution (EE Share) being remitted

EPS Contribution Due value is incorrect on data line n EPS Contribution remitted value is incorrect on data line n Diff EPS & EPF Contribution due data 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. Numbers only, no special character, not in decimals.

10

10

Field number 8 (EPS Contribution being remitted)

11

11

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. Numbers only, no special character, not in decimals.

12

12

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

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

Field number 11 (NCP Days)

13

13

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

14

14

Refund advance data is incorrect on data line n Arrear EPF wages data is incorrect on data line n Arrear EPF EE share data is incorrect on data line n

Field number 12 (Refund of Advances)

15

15

Field number 13 (Arrear EPF Wages) Field number 14 (Arrear EPF EE Share)

Numbers only, no special character and not in decimals.

Numbers only, no special character and not in decimals.

16

16

17

17

Arrear EPF ER share data is incorrect on data line n

Field number 15 (Arrear EPF ER Share)

Numbers only, no special character and not in decimals.

18

18

Arrear EPS share Field number 16 data is incorrect (Arrear on data line n EPS Share) 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)

Numbers only, no special character and not in decimals.

19

19

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.

Relationship Field number 18 value is incorrect (Relationship with the on data line n Member) 20 20

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). 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. Date of Birth should be less than Current Date. Date of Birth is out of valid range acceptable.

DOB is incorrect on data line n 21 21

Field number 19 (Date of Birth)

22

22

DOB should be less than Current Date on data line n

Field number 19 (Date of Birth)

23

23

Invalid DOB, it Field number 19 (Date should be <date> of and Birth) <date> on data line n

Gender value is incorrect on data line n 24 24 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). 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. The DOJ EPF should be same as the wage month being posted. 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. The DOJ EPS should be same as the wage month being posted. 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. The DOE EPF should be same as the wage month being posted. 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.

DOJ EPF is incorrect on data line 25 25

Field number 21 (Date of Joining EPF)

26

26

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

Field number 21 (Date of Joining EPF) Field number 22 (Date of Joining EPS)

27

27

28

28

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

Field number 22 (Date of Joining EPS) Field number 23 (Date of Exit from EPF)

29

29

30

30

Date of Exit EPF Field number 23 (Date is not in <date> of on data line n Exit from EPF) DOE EPS is incorrect on data line Field number 24 (Date of Exit from EPS)

31

31

32

32 033 034 035 036

Date of Exit EPS Field number 24 (Date is not in <date> of on data line n Exit from EPS)

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

33

Reason of leaving value is incorrect on data line n

Field number 25 (Reason of Leaving)

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..