ESI management
ESI management software for your monthly ESIC contribution
Swastik Payroll picks out employees whose gross wages are within ₹21,000, calculates the 0.75% employee and 3.25% employer shares, and exports a contribution sheet with IP numbers and days worked. Your ESIC figures come from the payroll that paid them.
Eligibility
Who goes on this month's ESIC sheet
ESIC covers employees of notified establishments earning up to ₹21,000 a month in gross wages. The scheme generally applies once an establishment has 10 or more employees, or 20 in some states.
Swastik Payroll applies the wage test to each employee's gross salary for the month, after attendance, overtime and allowances have been worked out. Employees above ₹21,000 are left off the contribution sheet.
Not sure which of your employees are covered? The free ESI calculator checks eligibility and contributions for one salary, and our guide explains ESI calculation and eligibility in detail.
Worked example
Pooja earns ₹19,200 gross this month. She is within the limit, so:
- Employee share: 0.75% × ₹19,200 = ₹144.00, deducted from her pay
- Employer share: 3.25% × ₹19,200 = ₹624.00, paid by the company
- Total deposit for Pooja: ₹768.00
Vikas earns ₹21,500 gross. He is above ₹21,000, so no ESI is calculated and he does not appear on the sheet for the month.
The numbers behind the sheet
Where each ESIC figure comes from
Gross wages
Taken from the month's locked salary record, the same gross shown on the payslip.
Employee 0.75%
Calculated on gross wages. Where your salary structure has an ESI deduction component, that amount is used.
Employer 3.25%
Calculated on gross wages and reported next to the employee share, so the total deposit is clear.
Days worked
Calendar days in the month minus days marked Absent in the attendance register.
Inside the export
The ESIC contribution CSV, column by column
One row per covered employee. Open it in Excel to check the month, then use it for the monthly contribution on the ESIC portal.
| Column | What it holds | Sample |
|---|---|---|
| Sl. No | Row number in the export | 1 |
| IP Number | The employee's ESIC insurance number from their profile | 31XXXXXXX7 |
| Employee Name | Name as held on the employee record | Anita Sharma |
| Department | Department, useful when checking a large sheet | Stores |
| Days worked | Days in the month less absent days | 30 |
| Total monthly wages | Gross wages for the month | 18,500.00 |
| Employee ESI (0.75%) | Employee share | 138.75 |
| Employer ESI (3.25%) | Employer share | 601.25 |
| Total ESI | Employee plus employer share | 740.00 |
| Reason for zero days | Filled only when an employee has no days worked in the month | (blank) |
An empty IP Number means the ESIC number is missing from that employee's profile. Add it and download the sheet again before you submit.
Contribution periods
Why a salary rise does not always end ESIC cover
ESIC runs on two six-month contribution periods, 1 April to 30 September and 1 October to 31 March. Each has a benefit period that follows: 1 January to 30 June, and 1 July to 31 December.
An employee covered at the start of a contribution period stays covered until that period ends, even if their wages cross ₹21,000 part-way through. Our guide to ESI contribution periods walks through examples.
Cases to review yourself
- Crossed ₹21,000 mid-period. The sheet tests each month's gross, so add these employees back until the period ends.
- Average daily wage up to ₹176. These employees are exempt from the employee share while the employer still pays. Check them before submitting.
- Employees with disability. The coverage limit is ₹25,000; the sheet uses ₹21,000 for everyone.
- Which payments count as wages. Confirm with your CA if bonuses or irregular payments are in gross.
Before the 15th
ESIC in three steps each month
Lock the salary month
Once salary is approved and locked, gross wages and ESI deductions cannot change underneath the sheet.
Export and review
Download the CSV, check IP numbers and the special cases above, and total the deposit.
Submit and pay on the portal
Enter the contribution on the ESIC portal with your employer login and pay by the 15th of the following month.
FAQ
ESI management questions
Does Swastik Payroll pay or file ESIC for us?
No. It calculates contributions and exports the sheet. Submission and payment are done on the ESIC portal with your employer login.
Is ESI calculated on basic salary or gross salary?
On gross wages for the month, which is also what the ₹21,000 eligibility test uses. That differs from PF, which is worked out on basic wages. See PF management for the PF side.
Does ESI show on the employee's payslip?
Yes, when ESI is set up as a deduction component in the salary structure. The employee share then appears on the PDF salary slip and in the payroll report's ESI column.
An employee's salary went above ₹21,000 in August. Why is she missing from the sheet?
The export applies the wage limit month by month. Under ESIC rules she stays covered until 30 September, the end of that contribution period, so include her contribution for August and September yourself.
Where do we store ESIC numbers?
On each employee's profile, alongside the UAN. You can fill them one by one or include them when you bulk import employees from Excel or CSV.
Related
PF Management
EPF, EPS and EDLI figures with ECR v2.0 export.
Payroll Compliance
PF & ESIC figures, portal files, audit trail.
ESI Calculator
Eligibility and ESIC contribution.
ESI Calculation & Eligibility
Coverage, rates and examples.
ESI Contribution Periods
Why coverage continues mid-period.
ESI
Eligibility, rates and contribution periods.
See your ESIC sheet built from a real salary month
Send a sample month with gross wages and attendance. We will show which employees Swastik Payroll puts on the ESIC sheet and how each contribution is worked out.