How To File

Monthly Contribution
How to create Challan

Insurance Revenue-Monthly Contribution

1
User Manual
 Steps to Login into ESIC portal
1. Collect the User-Id and Password from ESIC Officials. After receiving the User-Id
and Password, please open ESIC portal using Internet Connection. ESIC Portal –
www.esic.in.
2. In UserName Textbox please enter the username. In Password Textbox, please
enter the password.
3. Click on Login button

Figure-1

Note: The web site is best viewed in Mozilla Firefox 3.5.11 or IE 7.0 browsers
2
Insurance Revenue-Monthly Contribution User Manual
 On Successful Login,
1. The application displays the hyperlinks under each of the modules as shown in
following figure. On clicking each link it redirects to specific section
2. Monthly Contribution and Challan generation is a two step process
a. Purify/Update Data – Make sure the employee/IP details are correct in the
computer system. For this you need to add new employees and/or add
existing IPs if any one is missing as well as remove any incorrect IPs
b. File Monthly Contribution and Generate Challan
3. Before Registering new IP or Filing Contribution/Generate Challan, make sure
employer details (Name , Address, etc.) are correct. Click on Update
Employer Details link to verify and correct mistakes
Figure-2

3
Insurance - Monthly Contribution, Pre-requisites
Verify Employer Details

1. To correct any mistakes, follow the steps provided

1. Employer may „Select‟ from the drop-down provided. Select the necessary and
Click on EDIT button as shown in figure
2. Make the changes. If anything else to be changed then repeat step 2.
3. On submission the updated details will reach to ESIC Official for approval.
4. ESIC official will verify the details and then approve the changes.
5. Employer can go ahead with new IP registration or file the contribution, once
changes are reflected in the system

Figure-3
Select from Click on Edit to
Drop-down modify details

Insurance - Monthly Contribution ,Pre-requisites 4

Figure-4

Select from Click on Edit to

drop-down modify details

Submit after
changes

Insurance - Monthly Contribution , Pre-requisites 5

 Steps to do before filing MC – Data Purification
1. Main unit – Main Unit can file contribution for Employees who are with the main-unit
only
2. Sub-unit – Sub-unit can file contribution for Employees who are assigned with sub-
unit
3. Main-unit if desires to file contribution for sub-unit then main-unit should login with
sub-unit user-id and password
4. Ensure the current IPs available with Employer are mapped in the System. To check
this, do the following
1. Data Migration/Insert IP Details Download Existing IPs & Find out Missing IPs.
Explained in subsequent pages
2. Data Migration/Insert IP Details Insert missing IPs ( This is valid for only those IPs
who already have „Insurance Number‟ but the data is missing against the employer)
1. Use Online screen to insert (if only very few IPs are missing)
2. Use excel upload to upload missing IPs in bulk
3. Make sure all the new Employees(Those who doesn‟t have Insurance Number) are
registered for the Employer - Register New IP

Note : The 10 digit IP number given to an IP is valid for life time and same number
can be used anywhere in India. Ie., if a person changes job from one state to
another or one region to another the IP number does not change. Eg: - An IP has a number
1100123456 allotted at Delhi. If he changes job or get transferred to another state, say Kerala, the IP number that he
need to use is same Delhi code which is 1100123456. It cannot be changed to 5400123456 or should NOT apply and get
a new IP number.
6
Insurance - Monthly Contribution, Pre-requisites
Checking IPs associated with the Employer in the system
1. Click on Insert IP Details Link.
2. You will get another window with list of IPs and Download button
to download Insured Persons(IPs)
Figure-5

7
Insurance - Monthly Contribution, Pre-requisites
1. Click on Download button to download IPs detail
2. A pop –up opens, Click Save button to save the IPs detail, also specify
the location to save this file.
3. Open the excel sheet to View the list of IP associated with Employer.

Figure-6

8
Insurance - Monthly Contribution, Pre-requisites
1. Employer may find everything correct or some IP missing or some
incorrect IPs present in the list.
2. In case IP is missing, employer can Insert the IPs which is explained later.
3. Incorrect IPs can be removed from the list while filing contribution.

Figure-7

List of Ips with

the Employer
displayed

Click on Insert

9
Insurance - Monthly Contribution, Pre-requisites
 Insert IP into the Employer list (IPs already have IP number)
1. Employer can Insert IP using “Insert IP” link if the IP is not in the computer system
or the IP is/was working with another Employer. IP can be inserted in two ways
a. Employer can Insert IPs one by one using the screen. (Figure 8)
b. Excel / bulk upload (to add many IPs together) - Download the template. Provide the
details and upload up to 500 Employees at a time
Figure-8

Insert IPs one by one by Providing

details

Figure-9

1. Download IP Upload
Template Excel Sheet
2. Upload IPs in Bulk after
filling in data in template

Insurance - Monthly Contribution, Pre-requisites - Data Purification Method 1 10

Instructions to create Excel sheet for bulk IP upload
• Enter the 10 digit IP number, IP name, Date of Appointment, Date of Birth and
Gender
• Excel sheet upload will be successful only if all the data is entered in correct
format. Use only the downloaded template for this activity
• Kindly note that all columns should be in ‘Text’ or ‘General’ format including
date columns. Refer slide 18, 19 to know more on ‘Text’ conversion
• Dates should be in either dd/mm/yyyy or dd.mm.yyyy format. Eg: 02/05/2005
or 18.11.1995 is correct format ( 2/5/2005 or 2-May-10 are not acceptable)
• Following figure shows a sample excel format

11
Note: The excel file should be saved in .xls filte type ( Excel 97-2003)
Registering New Employee into ESIC – Generate Insurance Number
1. Click on Register New IP link.
2. You will get another window to register new Employees.
3. Employer Code will populate by default. Employer should select
continue to load „IP Registration Page‟.

Figure-10

Figure-11

12
Insurance - Monthly Contribution, Pre-requisites - Data Purification Method 2
Registering New Employee – Employee has Insurance Number generated
by Previous Employer
1. Check on „Yes‟ is „IP already registered‟ – already in the system
2. Provide the Insurance Number
3. Date of Appointment(DOA) (Note – Date of appointment is the date
when the employee is employed by you)
4. Click on continue to load „ IP Registration‟ page.
Figure-12

Enter Insurance
Number & DOA

13
Insurance - Monthly Contribution, Pre-requisites - Data Purification Method 2
 Registration Page
• Fill the details including Nominee and click on „Submit‟ to generate the Insurance Number / Temporary ID
Card
• Family details, Bank account details etc. can be entered even though they are not mandatory fields
• All Mandatory fields are marked with a RED Star (*) mark
Figure-13

14
Insurance - Monthly Contribution, Pre-requisites - Data Purification Method 2
 Filing Monthly Contribution
• Once Data Purification is complete / Employee records are cleaned up,
MC can be filed
• Click File Monthly Contributions link to file the contribution of the
employer for a particular month

Figure-14

Insurance Revenue-Monthly Contribution

15
User Manual
You will be redirected to this Monthly Contribution page

select the contribution period- month , year

contribution details type from the drop down (Select Monthly Contribution)
Figure-15

Insurance Revenue-Monthly Contribution

16
User Manual
 There are two ways to file contribution.
1) Excel Upload 2)Online Entry of Contribution

Figure-16

1) Excel Upload:
(a)Click Sample MC Excel template, you will get an Excel sheet & save it

Note : Kindly turn OFF ‘POP UP BLOCKER’ if it is ON in your browser. Follow the steps given to turn off
pop up blocker . This is required to upload MC excel, modify or print Challan / TIC
1. Mozilla Firefox 3.5.11 : From Menu Bar, select Tools  Options  Content  Uncheck (remove tick mark)
‘Block Popup Windows’. Click OK
2. IE 7.0 : From Menu Bar, select Tools  Pop up Blocker  Turn Off Pop up Blocker
Insurance Revenue-Monthly Contribution
17
User Manual
Creating Excel sheet for MC – Instructions
• Enter the 10 digit IP number, IP name, No. of Days, Total Monthly Wages,
Reason for 0 wages(If Wages ‘0’) & Last Working Day (employee has left service,
Retired, Out of coverage, Expired, Non-Implemented area or Retrenchment. For other reasons, last
working day must be left BLANK)
• Number of days should be whole number. Fractions should be rounded up to next
higher integer
• Excel sheet upload will lead to successful transaction only when all the
Employees’ (who are currently mapped in the system) details are entered
perfectly in the excel sheet
• Calculations – IP Contribution and Employer contribution calculation will be
automatically done by the system.
• Reasons are assigned numeric code(Refer Figure 12) and date has to be
provided as mentioned in Figure 12.
• Once 0 wages given, IP will be removed from the employer’s record.
Subsequent months will not have this IP listed under the employer
• Note that all the column including date column should be in ‘Text’ format
• Date column format is dd/mm/yyyy or dd-mm-yyyy. Pad single digit dates
with 0. Eg:- 2/5/2010 or 2-May-2010 is NOT acceptable. Correct format is 02/05/2010 or 02-05-2010
• Excel should be saved in .xls file type (Excel 97 – 2003)
18
Insurance Revenue-Monthly Contribution User Manual
 Excel preparation – Tips and Troubleshooting
1. To convert all columns to text
a. Select column A; Click Data in Menu Bar on top; Select Text to Columns ; Click Next
(keep default selection of Delimited); Click Next (keep default selection of Tab); Select
TEXT; Click FINISH. Excel 97 – 2003 as well have TEXT to COLUMN conversion facility
b. Repeat the above step for each of the 6 columns. (Columns A – F )
c. Another method that can be used to text conversion is – copy the column with data and
paste it in NOTEPAD. Select the column (in excel) and convert to text. Copy the data back
from notepad to excel
2. If problem continues while upload, download a fresh template. Then copy the data area from
Step 1 – in following example, copy Cell A2 to F8 (as shown in figure); Paste it in cell A2 in the
fresh template. Upload it

19
Insurance Revenue-Monthly Contribution User Manual
 Figure-17

(c)Click the browse button & specify the location then click Upload.

Note : Kindly turn OFF ‘POP UP BLOCKER’ if it is ON in your browser. Follow the steps given to turn off
pop up blocker . This is required to upload MC excel, modify or print Challan / TIC
1. Mozilla Firefox 3.5.11 : From Menu Bar, select Tools  Options  Content  Uncheck (remove tick mark)
‘Block Popup Windows’. Click OK
2. IE 7.0 : From Menu Bar, select Tools  Pop up Blocker  Turn Off Pop up Blocker
Insurance Revenue-Monthly Contribution User Manual 20
2)Online Entry of Contribution:
(a)Click on Submit button to get the IPs list in the next page
Figure-18

(b)Enter the No. of days, Total monthly wages & then click next button for filing
details in next page. Employee Contribution will be calculated and displayed. This is
rounded to next higher rupee.
Figure-19

Insurance Revenue-Monthly Contribution

21
User Manual
(c)Click Save button, so that Employer can make changes later on or provide details of
remaining IPs contribution within 15 days.

Figure-20

Insurance Revenue-Monthly Contribution

22
User Manual
(D)After entering all the contribution data in all the pages, submit the details by
clicking ‘Preview’ button, you will get Contribution Submission Summary Page

Figure-21

Insurance Revenue-Monthly Contribution

23
User Manual
 (E)By clicking ‘Submit’ button, Contribution will be Submitted and you will get Create
Challan Link. (Please note-Once Contribution is submitted it can’t be modified.
Employer can modify details only by filing supplementary contribution(to be explained
later).
Figure-22

Insurance Revenue-Monthly Contribution

24
User Manual
 (F)Click on Create Challan Link, if you want to create a challan or you can create the
challan from revenue menu (which is given in later slides)

Figure-23

Insurance Revenue-Monthly Contribution

25
User Manual
Upon clicking on View button, you will be navigated to Create Challan Page

You will be redirected to below page

Figure-24

Insurance Revenue-Monthly Contribution

26
User Manual
Select the Checkboxes, enter the amount, click payment mode & then click Submit
button
Similar to this select the options, after clicking you will be redirected to challan
creation page
Figure-25

Insurance Revenue-Monthly Contribution

27
User Manual
 Enter the necessary fields and click on submit to create challan
Figure-26

Note : Kindly turn OFF ‘POP UP BLOCKER’ if it is ON in your browser. Follow the steps given to turn off
pop up blocker . This is required to upload MC excel, modify or print Challan / TIC
1. Mozilla Firefox 3.5.11 : From Menu Bar, select Tools  Options  Content  Uncheck (remove tick mark)
‘Block Popup Windows’. Click OK
2. IE 7.0 : From Menu Bar, select Tools  Pop up Blocker  Turn Off Pop up Blocker
28
Insurance Revenue-Monthly Contribution User Manual
This Page shows Challan creation in Cash Mode
Figure-27

This Page shows Challan creation in Cheque / DD Mode(Entering Cheque/DD Details

not mandatory)
Figure-28

Insurance Revenue-Monthly Contribution

29
User Manual
 Click on submit to create the challan in cash mode
Figure-29

You will be redirected to Challan creation success page. Click on print for getting challan print out
Figure-30

30
Insurance Revenue-Monthly Contribution User Manual
Figure-31
Challan Format

Insurance Revenue-Monthly Contribution User Manual 31

 Generate and Print Challan from main page

Note: This function is mainly used when MC is filed using excel file upload method

Figure-32

Insurance Revenue-Monthly Contribution

32
User Manual
Upon clicking on View button, you will be navigated to
Create Challan\Payment dues Page

Figure-33

After this follow activities from slide 26-31 for challan printing

Insurance Revenue-Monthly Contribution

33
User Manual
Modify Challan
Figure-34

1. Modify Challan can be used for

a. Modifying payment mode (Cash/Cheque/DD)
b. Re-print challan
2. Provide Challan created month to view the challan. Please note that, it is
NOT the period for which Challan is created

Insurance Revenue-Monthly Contribution

34
User Manual
 Select Challan
created month &
year
Modify Challan
Figure-35

Click View

Figure-36

Click on Challan
Insurance Revenue-Monthly Contribution Number
35
User Manual
 Modify Details
Modify Challan
Figure-37

To Re-Print Challan without any modification,

just click PRINT button Submit & then Print

Insurance Revenue-Monthly Contribution

36
User Manual
View Contribution History
Figure-38

Note: Provide contribution Period (NOT the date in which challan created),
to view the contribution
Insurance Revenue-Monthly Contribution
37
User Manual
View Contribution History
Figure-39

Select Month &

Year
Click ‘View’

Figure-40

Click ‘Print’

Insurance Revenue-Monthly Contribution

38
User Manual
Filing Supplementary Contribution
• Employer can file supplementary contribution only when Employer has
already filed Monthly Contribution.
• Employer can modify Contribution Amount by submitting Supplementary
Contribution.
• Supplementary Contribution can be filed multiple times.
• Supplementary Contribution will increase contribution amount due. No way
contribution amount submitted during monthly contribution will reduce.
• Click on „File Monthly Contribution‟.

Figure-41

Insurance Revenue-Monthly Contribution

39
User Manual
 Filing Supplementary Contribution
Figure-42

Month & Year

Select
‘Supplementary
Contribution’

• Employer should select „Month‟ and „year‟.

• Select „Supplementary Contribution‟
• Click on „Submit‟ to redirect to supplementary contribution page.

Figure-43

Click on Add
more

Enter Insurance
Number

Insurance Revenue-Monthly Contribution

40
User Manual
Filing Supplementary Contribution - Case 1
• Employer has already submitted the monthly contribution. Employer wants
to modify wages and number of days worked for 1 or more IP for whom
contribution already submitted.
• Employer should enter the Insurance Number for which contribution to be
modified.
• IP with insurance number should be present in Employer list.
• Employer to provide the updated Wages for the Employee. Example
• IP (1100456791) Monthly Contribution submitted.
• In MC given Wages – 22 days , Rs 4500.
• But IP has worked for 25 days and earned Rs 5000.
• Employer should file supplementary contribution and enter 25 days
and Rs 5000 for the IP.
• Employer can use „Add More‟ option to add more IPs and update their
contribution amount.
• After submission Contribution due will be automatically updated by the
system. Example
• After filing Monthly Contribution – Amount Due Rs 7500
• After filing Supplementary Contribution – Amount Due will increment
suitably by the system automatically.
• After filing Supplementary Contribution Employer can create challan in
similar way.(slide 26-31)
Insurance Revenue-Monthly Contribution 41
User Manual
Filing Supplementary Contribution - Case 2
• Employer has already submitted the monthly contribution. Employer wants
to add an IP who was missed unfortunately while filing monthly
contribution
• Employer should first Insert the IP or Register the IP
• Employer should enter the Insurance Number for which contribution to be
modified
• Employer to provide Wages for the Employee. Example
• IP has worked for 25 days and earned Rs 5000
• Employer should file supplementary contribution and enter 25 days
and Rs 5000 for the IP
• Employer can use „Add More‟ option to add more IPs and update their
contribution amount
• After submission Contribution due will be automatically updated by the
system. Example
• After filing Monthly Contribution – Amount Due Rs 7500
• After filing Supplementary Contribution – Amount Due will increment
suitably by the system automatically
• After filing Supplementary Contribution Employer can create challan in
similar way.(slide 26-31)

Insurance Revenue-Monthly Contribution

42
User Manual
Generating Challan – Supplementary Contribution
• After submission of Supplementary Contribution Payment due will be
automatically updated by the system. Example
• After filing Monthly Contribution – Amount Due Rs 7500
• After filing Supplementary Contribution – System will calculate the
extra amount (contribution) for the employer. For Ex: Extra
contribution is Rs 1200.
• System will update the Amount due Rs 7500 by adding the extra
amount to Rs 8700.

• Employer can create challan in similar way.(slide 26-31).

• If Employer hasn‟t created challan yet, Employer can create challan
for full amount and submit the same.
• Employer has already created challan for earlier amount. Employer
will create another challan for balance amount. Continuing the
example, Employer will have one challan for Rs 7500 and another
challan for Rs 1200. So total challan value becomes Rs. 8700.

Insurance Revenue-Monthly Contribution

43
User Manual
Left Employee
Employer can use Left Employee to indicate Employee who are no more in
service.
Figure-44

Enter IP Search
Figure-45
Number

Figure-46 Select & Proceed

Insurance Revenue-Monthly Contribution

44
User Manual
Miscellaneous Challan
Employer can use Misc. Challan to create, challan for payment like C-18, D-18
etc.

Figure-47

• Enter Amount, Select Type (C-18,D-18.), Enter Details (free text to enter reason for payment like
„Ref. no., for June 2008,…), Payment mode, Bank details etc. Click SUBMIT
• Challan comes up; Click PRINT Icon to Print the Challan

Figure-48

45
Insurance Revenue-Monthly Contribution User Manual