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PF ECR File

Process for generation of PF ECR File and Uploading it

Introduction

To finalize the payroll for a month, the HR needs to generate the Electronic Challan cum Return (ECR) file. It is an electronic monthly return to be uploaded by the employers to the Employer E-sewa portal. Based on the ECR, a challan will be generated which needs to be remitted by the employer.
This page provides the steps to generate the ECR file with Pocket HRMS and upload it into the Provident Fund portal.

Pre-requisites:

✔Admin credentials
✔User rights
Note - Kindly contact your Admin/ HR for rights if you are not able to perform the steps below.

A. How to generate the ECR File:

Step 1: Go to Analytics > Reports.
Step 2: Open the ‘Statutory’ tab and select the ‘PF Report’ sub-tab and select the option ‘ECR NEW’.
Step 3: Select the month, year, and category of the report to be generated.
Step 4: Click on the ‘Export ECR’ button, and the ECR file will be downloaded in the required format.

B. How to upload the ECR file to Provident Fund Portal:

Step 1: Log into the unified web portal of EPFO by entering your ECR portal credentials.
Note: We recommend using the latest Mozilla Firefox browser to visit the EPFO website and upload the PF ECR file for the optimal experience.
Step 2: Once logged in, kindly verify your details such as PF Code, Est. Id., EDLI, etc.
Step 3: Select the ‘Payment’ menu and select the option ‘ECR (Upload)’
Step 4: Enter the required details such as the ‘Wage Month’, ‘Salary Disbursal Date’, ‘Contribution Rate %’, ‘Remarks’, click on the ‘Choose File’ button to select the ECR file and click on the ‘Upload’ button to upload it.
Step 5: Once the file is uploaded, the website will validate it. Upon successful validation, it will show the following message:
Step 6: Select the ‘Verify’ button against the entry under the ‘Draft ECR’s’ section to get the following screen, which shows the TRRN generated.
Step 7: Select the ‘Prepare Challan’ button against the entry under the ‘In-Process ECR’s’ section to generate the ECR Summary Sheet.
Step 8: In the ECR Summary Sheet, provide the Administration and Inspection charges for A/C number 2 and 22. You can also provide the EDIT EDLI contribution charges for A/C number 21. Once you enter the required details, click on the ‘Generate Challan’ button.
Step 9: In the following screen, you should be greeted by the message, ‘Challan details saved successfully. Kindly verify & finalize the challan details for payment.’
Step 10: You can edit the details if required by clicking on the ‘Edit’ icon against the entry. If no edits are required, you can click on the ‘Finalize’ button to complete the process.
Step 11: You can download the Ack File as well as the Receipt files by clicking on the corresponding ‘Download’ icons.
Step 12: The final ECR Statement and Challan will look as follows:
Step 13: Since your challan is ready, click on the ‘Pay’ button to complete the payment.
Step 14: On the next screen, select the ‘Online’ payment mode and choose your bank from the list provided. Click on ‘Continue’ to proceed into your payment gateway and complete the payment process.
Note: If you are unable to generate the ECR file, kindly contact us at [email protected]