PAYROLL - OCTOBER 2019 – ROADMAP

Important File Links

1. Attendance file : E:\HR\PROJECT\Attendance - 2019.xlsx

2. Monthly Attendance (Office-wise) File : E:\HR\PROJECT\Monthly Attendance - 2019\October 2019.xls
3. Payroll file : E:\HR\PROJECT\Payroll - 2019.xlsx
4. Payroll Accounting Report File : E:\HR\PROJECT\Payroll Accounting Report - 2019.xlsx
5. Bank Upload Statement File : E:\HR\PROJECT\Salary Disbursal - Bank 2019.xlsx
6. EPF Workings (Payroll Linked) File : E:\HR\PROJECT\EPF Working's - 2019.xlsx
7. ESI Workings (Payroll Linked) File : E:\HR\PROJECT\ESI Working's - 2019.xlsx
8. EPF Portal Upload File : E:\HR\STATUTORY\EPF\EPF REMITTANCE\FY 2019 - 2020\OCTOBER 2019
9. ESI Portal Upload File : E:\HR\STATUTORY\ESI\ESI REMITTANCE\FY 2019 - 2020\OCTOBER 2019
10. Employee Master File : E:\HR\PROJECT\Employee Master.xls
11. Salary Structure File : E:\HR\PROJECT\Salary Structures - 2019.xlsx
12. Leave Master File : E:\HR\PROJECT\Leave Master.xlsx
13. Salary Slip Generator File : E:\HR\PROJECT\Salary Slip - 2019.xlsx

Process

Attendance Closure:

1. Ensure that the attendance file is being updated

2. The attendance file is being linked with the monthly attendance – office wise file. The link of the monthly
attendance file is as follows:
E:\HR\PROJECT\Monthly Attendance - 2019\October 2019.xls
3. Ensure that the paydays captured in monthly attendance file and consolidated attendance file are the same.
4. Leave marked as absent – ‘A’ to be replaced CL/ PL/ LOP respectively based upon the leave balance in the Leave
Master.
5. OT hours to be updated for the factory employees in the monthly attendance sheet, which will reflect in the
consolidated attendance sheet automatically.

Leave Master Updation:

1. Open the leave master file and run update after closing the attendance file.
2. Ensure that the October attendance is being reflected in the leave master.

Payroll Processing:
1. Payroll will automatically run once the attendance is being updated.
2. Ensure that the paydays captured in attendance file and the payroll file is the same.
3. Arrears and Deductions to be done manually.
4. Create a new pivot table in the same sheet for accounting purposes
5. Based on the payroll file the accounting file and bank upload file will get updated
Salary Accounting Process:
1. Copy and paste the Pivot Table created in the payroll file in the Office-Wise accounting sheet.
2. Ledger accounting will be updated automatically, since it is being linked with the payroll file.
3. Copy and paste the updated file in the share folder in the below link for accounting process:
Z:\Accounts - 2\HR\Pay Roll\FY 2019 - 2020\OCTOBER 2019

Salary Upload File Processing:

1. Salary Disbursal Bank Statement will be automatically run, based upon the Payroll file.
2. Ensure that the account details of the employees are updated, if not can be updated from the employee master file.
3. Copy and paste the updated file in the share folder in the below link for accounting process:
Z:\Accounts - 2\HR\Pay Roll\FY 2019 - 2020\OCTOBER 2019

EPF Upload Process:

1. EPF Workings Master will be updated automatically based upon the values in the Payroll file.
2. Copy the content from ‘UAN No’ to ‘Refund of Advances’ in column-wise and from the field ‘UAN No’ to the last UAN
No listed in row-wise and value paste it in the file, which can be routed through the following link:
E:\HR\STATUTORY\EPF\EPF REMITTANCE\FY 2019 - 2020\OCTOBER 2019\October 2019.xls
3. After saving the above file, make a duplicate copy of the same file in the same folder for backup purposes.
4. Open the file in the following link: E:\HR\STATUTORY\EPF\EPF REMITTANCE\FY 2019 - 2020\OCTOBER 2019\October
2019.xls after completion of the above process and save it as a new file in csv format using ‘save as’ option.
5. Make a duplicate of the csv file for backup process and rename the original csv file’s extension with .txt
6. Open the txt file and replace the comma with #~# using replace all option and save the same.
7. Now the upload file is ready and ensure the UAN No in txt file is visible without any shortcuts.
8. Login to the portal through Internet Explorer using the following link: Login URL: https://unifiedportal-
emp.epfindia.gov.in/epfo/
9. Click the button ‘Payments’ in the Homepage menu ribbon
10. Select ‘ECR/RETURN FILING’ in the dropdown list
11. Under Category ‘ECR Quick Links:’ click ‘ECR Upload’
12. Click the ‘ECR File Upload’ ribbon
13. Scroll down the page and look for the following and follow the procedures as under:
a. Wage Month: Select ‘October 2019’
b. Salary Disbursal Date: Select ‘05.11.2019’
c. Select File: Browse the ‘txt’ file and upload’
d. File Type: Select ‘ECR’
e. Contribution Rate %: Select ‘12’
f. Remarks: Enter ‘Remittance October 2019’
14. Click the ‘Upload’ button and wait.
15. Check for the uploaded file reflect under the ‘Draft ECR’s:’ ribbon and check for any error file has been shown in the
‘Error File’ column of the same ribbon.
16. If any error occurs, download the error txt file and check for the error notified in it and make corrections accordingly
in the txt file which has to be uploaded and redo the process from step 13 until N/A appears in the ‘Error File’ row.
Note: ECR Statement in pdf format to be downloaded and saved in the following folder for future reference:
E:\HR\STATUTORY\EPF\EPF REMITTANCE\FY 2019 - 2020\OCTOBER 2019
17. Once the above process is cleared, the ECR file will appear in the ‘In-Process ECR’s’ ribbon along with the ‘Challan
Acknowledgment File’ and ‘Challan’ in pdf format (to be downloaded and saved in the following folder for future
reference: E:\HR\STATUTORY\EPF\EPF REMITTANCE\FY 2019 - 2020\OCTOBER 2019), for further verification and
finalization. Note: Save the TRRN in a text file in the above folder for future reference, once the challan has been
generated.
18. Click the ‘Finalize’ button for finalization of the ECR
19. Once the ECR is finalized, the payment option will be shown with a button displaying ‘Pay’
20. On clicking the ‘Pay’ button payment can be done through online net banking.

ESI Upload Process:

1. ESI Workings Master will be updated automatically based upon the values in the Payroll file.
2. Copy the content from ‘IP Number’ to ‘Last Working Day (Format DD/MM/YYYY or DD-MM-YYYY)’ in column-wise
and excluding the field row to the last IP No listed in row-wise and value paste it in the file, which can be routed
through the following link: E:\HR\STATUTORY\ESI\ESI REMITTANCE\FY 2019 - 2020\OCTOBER
2019\October'2019.xls
3. After saving the above file, make a duplicate copy of the same file in the same folder for backup purposes.
4. Ensure that all the field in the excel sheet are saved in text format, if select the entire document and in Format Cells
option select the ‘Text’ option.
5. Now the upload file is ready and ensure the IP No in the excel file is visible without any shortcuts.
6. Login to the portal through Mozilla Firefox using the following link: Login URL:
http://www.esic.in/ESICInsurance1/ESICInsurancePortal/PortalLogin.aspx
7. Click the ‘Close’ button on the dialog box displayed in the Top-center of the Homepage
8. Click the ‘Close’ button on the two dialog boxes displayed in the Middle-center of the Homepage, subsequently
9. In the three columns displayed on the homepage screen, look out for the ‘Monthly Contribution’ column and find
‘File Monthly Contribution’ under it and click the same.
10. Allow the Java coding to Run and wait for some time till it ends and whenever its prompting for any exception
proceed with ‘OK’ or ‘Yes’, whichever is available.
11. A new Mozilla Web Window will open with the name ‘MonthlyContributionHome’.
12. Look out for the following and follow the procedures as under:
a. Contribution Details for: Select month as ‘October’ and year as ‘2019’
b. Contribution Details Type: Select ‘Monthly Contribution’
c. Employer’s Code No: Do not make any changes
d. Upload Your Data Using Excel: Select the ‘Upload Excel’ link which will result in opening of a
new window, wherein you can the upload the finalized ESI upload file.
13. Once uploaded check for any errors in the error screen below the upload option and rectify the same in the upload
file and redo the same process from step 10 (d) until it shows Upload successful.
14. Go back to the first window displaying the ‘ESI Home Page’ and select ‘Generate Challan’ under the column ‘Monthly
Contribution’, which will further to open a new Mozilla Web Window with name ‘MonthlyContributionPayment’.
15. On completion of the above steps, follow the procedures as under:
a. Under ‘Select’ column select the box representing ‘Oct2019’ under the row ‘MC Period’ and
the amount to be paid will be reflected in the below row named ‘Total Contribution Due:’.
b. Copy the same amount and paste the value in the box next to the row ‘Total Amount To Be
Paid:’.
c. Select ‘Online Payment’ next to the row ‘Payment Mode:’.
16. Click ‘Submit’ button, and as a result of the above processes, Challan will be generated and a dialog box will appear
with the Challan No, which has to be copied and pasted in a text file and saved for future reference in the following
folder: E:\HR\STATUTORY\ESI\ESI REMITTANCE\FY 2019 - 2020\OCTOBER 2019
17. Go back to the first window displaying the ‘ESI Home Page’, and select ‘Online Challan Double Verification’, which
will result in opening a new window with name ‘ChallanDoubleVerification’ and find out the box adjacent to the
row ‘Challan Number’.
18. Copy and Paste the saved Challan Number in the above-mentioned box and click ‘Submit’ for payment.
19. Once the payment is done through online banking, save the acknowledgment file in pdf format in the following
folder: E:\HR\STATUTORY\ESI\ESI REMITTANCE\FY 2019 - 2020\OCTOBER 2019 for future references.