ECR Preparation

ECR Preparation Lawgen.co.in

Page 1 of 6

Procedure for ECR Preparation: 1. The ECR is prepared in MS Excel or other similar software (such as Lotus, Open Excel etc).

Here we have opted to prepare ECR on MS Excel (as it is the most widely used Excel utility) 2. First of all open a blank excel sheet.

3. In the sheet prepare the following format.


Page 2 of 6

4. The format given above in Point 3 is to be filled as follows.

Fill employee a/c no. here

Fill employee Name here

Wages paid to employee on which EPF deducted

Wages paid to employee on which EPS deducted Max Rs 6500.

Amt of EPF to be deducted

Amt of EPF deposited

Amt of EPS to be deducted. Max Rs 541.

Amt of EPF deposited

Difference between EPF & EPS due. And Diff between EPF & EPS deposited

These six details are to be filled if any. Otherwise fill Zero (0).

Fill father/spouse (husband or wife) in case of new employee only

Mention relation of employee. “F” for father & “S” for spouse

DOB of new employee in given format

Gender of new employee.

Date of joining of EPF and EPS for new employee

Details regarding employees who left the organization or exited from EPF and EPS. Reason are to be filled as per code provided by EPFO


Page 3 of 6

5. The above excel sheet is to be saved in CSV (Comma Delimited format) using save as

function of excel.

Then select “CSV (Comma Delimited format)” option from drop down menu box and click on “Save As” Button.

Go to save as option. Select Other format option from it.


Page 4 of 6

6. After saving the file in required format open it in Notepad by right clicking the mouse and

selecting option “Open with” and selecting “Notepad” option as shown below.

7. The file now will open in notepad. Now you have to replace all “,(commas)” appearing in the

file with “#~#” (Hash Tilde Hash). For this you have to go to “Edit” Option in Menu bar and select “Replace” option from it.


Page 5 of 6

The “Replace” dialogue box will appear. Type “,” (Comma) in Find What and “#~#”(Hash Tilde Hash) in Replace with. Now click on “Replace All” button.

8. After this (Step 7) your file will now look like this.


Page 6 of 6

9. Now “Select the first row” of the file which contains the heading and Delete it.

10. Your file will now look like this. Save it in the notepad.

11. Your file is now ready to be uploaded on EPFO online portal.

ECR Preparation

Documents