Epfo eseva data uploding guidlines

1. 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

2. Home page after login >>

GO To >> ECR >> ECR Upload

3. 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

4. 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.

5. 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 show n
icon

6. Right click Mouse >>open with >> Notepad

7. 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

8. 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 #~#

9. 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.

10. 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)
Numbers only, no special
character and not in decimals.
16 16
Arrear EPF EE
share data is
incorrect on data
line n
Field number 14
(Arrear
EPF EE Share)
Numbers only, no special
character and not in decimals.

11. 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
data is incorrect
on data line n
Field number 16
(Arrear
EPS Share)
Numbers only, no special
character and not in decimals.
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
Field number 19 (Date
of
Birth)
Date of Birth should be less
than
Current Date.
23 23
Invalid DOB, it
should be <date>
and
<date> on data
line n
Field number 19 (Date
of
Birth)
Date of Birth is out of valid
range acceptable.

12. 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.

13. 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…………………..