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).
Remarks
Sl. Column Name Column Whether (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 shown
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. Error Error Based on ECR Field Description
No. Code
Data field count Each line of the ECR text file
is incorrect on should contain exactly 25
1 1 data line n NA fields separated by #~#

9. Member ID is Field number 1 Field number 1 of ECR text
incorrect on data (Member file shall contain EPF account
line n ID) number. It should be
2 2 maximum 7 digits and value
should be greater than zero.
3 3 Member ID Field number 1 No two entries in the ECR text
already exists on (Member file can have same member ID
data line n ID)
Either Member No special characters other
name contains than '.' are allowed in member
more than 85 name. Also the member name
Characters or Field number 2 can not exceed
4 4 Contains special (Member 85 characters.
characters on Name)
data line n
EPF Wage value Field number 3 (EPF Numbers only, no special
is incorrect on Wages) character and shall not have
5 5 data line n decimals.
EPS Wage value Field number 4 (EPS This is wages on which
is incorrect on Wages) Pension contribution is due.
data line n Shall not be blank. Numbers
6 6 only, no special character and
shall not have decimals.
EPF Field number 5 EPF This is Employee share
Contribution due Contribution (EE deducted and due for
value is incorrect Share) due remittance. Numbers only, no
on data line special character and not in
7 7
decimals, should be equal to
or more than EPF
Contribution (EE Share) being
remitted.
EPF Field number 6 EPF Employee share being
Contribution Contribution (EE remitted through this ECR.
8 8 remitted value is Share) being remitted Shall not be blank. Numbers
incorrect on data only, no special character, not
line n in decimals.

10. EPS Field number 7 (EPS Numbers only, no special
Contribution Contribution due) character and not in decimals,
9 9 Due value is should be equal to or more
incorrect on data than EPS Contribution being
line n remitted.
EPS Field number 8 (EPS Numbers only, no special
Contribution Contribution being character, not in decimals.
10 10 remitted value is remitted)
incorrect on data
line n
Diff EPS & EPF Field number 9 (Diff Numbers only, no special
Contribution due EPF and EPS character and not in decimals,
data is incorrect Contribution (ER should be equal to or more
11 11 on data line n Share) due) than Diff EPF and EPS
Contribution (ER Share) being
remitted.
Diff EPS & EPF Field number 10 (Diff Numbers only, no special
contribution EPF and EPS character, not in decimals.
remitted data is Contribution (ER
12 12 incorrect on data Share) being remitted)
line n
NCP days data is Field number 11 (NCP This is Number of days in the
incorrect on data Days) month for which wages are
13 13 line n not due. Numbers only, no
special character, not in
decimals.
Refund advance Field number 12 Numbers only, no special
data is incorrect (Refund of Advances) character and not in decimals.
14 14 on data line n
Arrear EPF Field number 13 Numbers only, no special
wages data is (Arrear character and not in decimals.
15 15 incorrect on data EPF Wages)
line n
Arrear EPF EE Field number 14 Numbers only, no special
share data is (Arrear character and not in decimals.
16 16 incorrect on data EPF EE Share)
line n

11. Arrear EPF ER Field number 15 Numbers only, no special
share data is (Arrear character and not in decimals.
17 17 incorrect on data EPF ER Share)
line n
Arrear EPS share Field number 16 Numbers only, no special
data is incorrect (Arrear character and not in decimals.
18 18 on data line n EPS Share)
Either Father or Field number 17 Please provide this value only
husband name (Father's/Husband's if
contains more Name) the member has joined in the
than 85 wage month. (i.e. for new
Characters or member only) No special
19 19 Contains special characters are allowed.
characters on
data line n
Relationship Field number 18 Please provide only if the
value is incorrect (Relationship with the member has joined in the
on data line n Member) wage month. (for new member
only). Relationship of the
20 20
member with column 17
above. Value should be F (for
father) or S (for Husband).
DOB is incorrect Field number 19 (Date Please provide only if the
on data line n of member has joined in the
21 21 Birth) wage month. (for new member
only). Valid date of birth in
dd/mm/yyyy format.
DOB should be Field number 19 (Date Date of Birth should be less
less than Current of than
22 22 Date on data line Birth) Current Date.
n
Invalid DOB, it Field number 19 (Date Date of Birth is out of valid
should be <date> of range acceptable.
and Birth)
23 23 <date> on data
line n

12. Gender value is Please provide only if the
incorrect on data member has joined in the
line n wage month. (for new member
Field number 20 only). This is a
24 24
(Gender) single character field. It can
have values M (Male) ,
F(Female) or T (Transgender).
DOJ EPF is Field number 21 (Date Please provide only if the
incorrect on data of member has joined in the
line Joining EPF) wage month. (for new member
25 25 only) Valid date in
dd/mm/yyyy format, not later
than the month of ECR.
Date of joining Field number 21 (Date The DOJ EPF should be same
EPF is not in of as the wage month being
26 26 <date> on data Joining EPF) posted.
line n
DOJ EPS is Field number 22 (Date Please provide only if the
incorrect on data of member has joined in the
line Joining EPS) wage month. (for new member
27 27 only) Valid date in
dd/mm/yyyy format, not later
than the month of ECR.
Date of joining Field number 22 (Date The DOJ EPS should be same
EPS is not in of as the wage month being
28 28 <date> on data Joining EPS) posted.
line n
DOE EPF is Field number 23 (Date Please provide only if the
incorrect on data of member has left in the wage
line Exit from EPF) month. (for exiting member
29 29 only) Valid date
in dd/mm/yyyy format, cannot
be prior to date of joining.
Date of Exit EPF Field number 23 (Date The DOE EPF should be same
is not in <date> of as the wage month being
30 30 on data line n Exit from EPF) posted.
DOE EPS is Field number 24 (Date Please provide only if the
incorrect on data of member has left in the wage
line Exit from EPS) month. (for exiting member
31 31 only) Valid date
in dd/mm/yyyy format, cannot
be prior to date of joining.

13. Date of Exit EPS Field number 24 (Date The DOE EPS should be same
is not in <date> of as the wage month being
32 32 on data line n Exit from EPS) posted.
033 Please provide only if the
034 member has left in the wage
035 month. (for exiting member
036 only). Mandatory, if "Date of
Reason of Exit from EPF" is not blank.
leaving value is Field number 25 This is a single character field.
33 Values are C (Cessation) , S
incorrect on data (Reason of Leaving)
line n (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…………………..