Unified Sharam Suvidha Portal - HR Cabin...Common EPFO and ESIC Monthly Return Submission 1.5. Launching the Web Portal To get started using the Shram Suvidha Portal right away, just

Ministry of Labour and Employment

i

Unified Sharam Suvidha Portal (USSP)

User Manual Version 1.0, March 2016

Ministry of Labour and Employment https://efilelabourreturns.gov.in

https://shramsuvidha.gov.in

https://efilelabourreturns.gov.in/


ii

Table of Contents 1. Introduction .......................................................................................................................................... 1

1.1. Unified Shram Suvidha Portal (USSP) ............................................................................................ 1

1.2. Scope of the Document ................................................................................................................ 1

1.3. Objective of the Portal .................................................................................................................. 1

1.4. Services of USSP ............................................................................................................................ 2

1.5. Launching the Web Portal ............................................................................................................. 2

1.6. USSP Portal Layout ........................................................................................................................ 3

2. USSP Portal Overview ........................................................................................................................... 5

2.1. Home Page .................................................................................................................................... 5

2.1.1. Applicable Labour Laws ......................................................................................................... 5

2.1.2. Know Your LIN ....................................................................................................................... 5

2.1.3. Objective, News and Contact Us ........................................................................................... 5

2.1.4. Login ...................................................................................................................................... 5

2.1.5. New User Registration .......................................................................................................... 6

2.1.6. Create Sharam Suvidha Account ........................................................................................... 6

2.1.7. Update User Profile ............................................................................................................... 8

2.1.8. Change Password .................................................................................................................. 9

2.2. Establishments .............................................................................................................................. 9

2.2.1. Online Entry by Employer/ Establishment / Enforcement Agency ....................................... 9

2.2.2. Workflow based approval for LIN Generation .................................................................... 10

2.2.3. Integration with Inspections ............................................................................................... 10

2.2.4. Email / SMS Notification to Establishments........................................................................ 10

3. User Manual Sections ......................................................................................................................... 11

4. Unified Web Portal- Components ....................................................................................................... 12

4.1. LIN Registration ....................................................................................................................... 12

4.1.1. Roles and Activities in Establishment Management ........................................................... 12

4.1.2. Establishment Registration ................................................................................................. 12

4.2. Inspection .................................................................................................................................... 16

4.2.1. Roles and Activities in Inspection Management ................................................................. 16

4.2.2. View/Comment Inspection Report ..................................................................................... 16

5. Online Annual Returns ........................................................................................................................ 18

5.1. Roles and Activities in Annual Return ......................................................................................... 18


iii

5.2. Establishment Representative .................................................................................................... 18

5.2.1. DGMS Annual Return Process ............................................................................................. 19

5.2.2. CLC(c) Annual Return Process ............................................................................................. 27

6. Monthly EPFO/ESIC Return (ECR) ....................................................................................................... 35



7. Verify Data .......................................................................................................................................... 42



FAQ .......................................................................................................................................................... 46


1

1. Introduction

1.1. Unified Shram Suvidha Portal (USSP) A Unified Web Portal for Registrations, Inspections, Returns and Grievance Redressal - This Portal is developed to facilitate ease of reporting at one place for various Labour Laws, consolidated information of Labour Inspection and its enforcement. The Web Portal will enhance convenience of reporting, transparency in Labour Inspection and monitoring of Labour Inspection based on key performances indices and provides an effective Grievances Redressal System hyperlinked with Department of Administrative Reforms and Public Grievances (DARPG) Portal.

1.2. Scope of the Document This manual will serve as a step by step guide to use the Web Portal in an easy way with the help of diagrams and screenshots wherever applicable.

It also contains FAQs Section where you can find answers to the common questions about Unified Web Portal.

1.3. Objective of the Portal

Consolidated information of Labour Inspection and its enforcement

Transparent and Accountable Inspections

Compliances in Single Harmonized Form

Performance Monitoring using Key Performance Indicators

Effective Grievance Redressal System

Identification of Unit/Establishment

◦ One number for each unit/entity covered for all Labour Laws (16)

◦ 10 Digit Labour Identification Number

Expedite CLC and DGMS Annual Return Submission

Monthly EPFO/ESIC Common Return


2

1.4. Services of USSP

Web based menu driven system for managing, creating, updating inspectable

establishments and manage their inspection reports.

On-line entry by Employer/ Establishment/ Enforcement Agency

Entity Verification by Enforcement Agency

LIN Generation by CLC (C)

Email/ SMS notification to Establishment

Available on Government Domain name platform on the domain name

https://www.efilelabourreturn.gov.in/

Users are pre-assigned User ID/Password

Password can be changed by user

Inspectable Establishments can get their login and passwords online themselves

First stage for LIN generation by CLC (C) organization.

On-line CLC(C) and DGMS Annual Return Submission

Common EPFO and ESIC Monthly Return Submission

1.5. Launching the Web Portal

To get started using the Shram Suvidha Portal right away, just type the following address into your web browser or click on the link below. https://efilelabourreturns.gov.in

https://www.efilelabourreturn.gov.in/

https://efilelabourreturns.gov.in/


3

1.6. USSP Portal Layout USSP portal is user friendly, menu driven web based solution for management of Establishments, Labour Information Number (LIN), Inspections and online return submission. It also provides various MIS reports and Statistics to the Top management in Ministry of Labour & Employment and other designated users. The portal is available at http://efilelabourreturn.gov.in

Header

The Header at the top of the web application contains the application logo, hyperlinks, and tasks. Also contain tools link skip to main content, accessibility drop down and select language.

http://efilelabourreturn.gov.in/


4

Content

The content space is divided into two parts. First part of the home page presents a slide show, login option

Footer

The footer indicates who has designed, developed and conceptualized the application.


5

2. USSP Portal Overview

2.1. Home Page

2.1.1. Applicable Labour Laws This facility is provided to make establishments aware about coverage of various Central Labour Acts applicable to them. First you have to select the industry and then depending upon the Employee Count a list of applicable acts is generated and flashed on the screen.

2.1.2. Know Your LIN This facility is to the Establishments to know their LIN based on any existing Enforcement Agency Identification No.

2.1.3. Objective, News and Contact Us This is self-explanatory as the Objective of the USSP is defined and also Contact Details of National Nodal Officers of Enforcement Agencies are provided.

2.1.4. Login New users can be created, passwords can be changed. There is convention followed for creation of the password for the pre populated user ids.

A login window is available at the portal through which the users can login and perform their tasks. Upon giving the wrong login / passwords, system gives proper message and user has to try again.


6

2.1.5. New User Registration There is a provision to register new representative of the already registered establishments and new enforcement agency user. There is also a link is provided to generate the password for first time use for an establishment whose LIN is generated.

2.1.6. Create Sharam Suvidha Account Please click on the link ‘Create a Shram suvidha account’ to register a new representative. Following form will come on your screen and you have to fill it with correct information’s.

Once the user submits the above signup form, system sends an OTP on registered mobile number for user verification.


7

System sends the below mail on registered email id for Shram Suvidha User Id and Password creation:

Email Dear xxxxx, As requested, User Id and Password for the Email ID [email protected] can be created by clicking below link: Create Shram Suvidha User Id and Password Thank you Shram Suvidha Portal Team (This is an auto-generated mail, kindly do not reply back.)

mailto:[email protected]

https://www.efilelabourreturn.gov.in/home


8

Once user clicks the link provided in mail below screen appears to set the user id and password.

Now user can login Shram Suvidha Portal with created User Id and Password.

2.1.7. Update User Profile After sign up, user will login and at landing screen will click user profile to complete the registration by providing correct information.


9

2.1.8. Change Password This facility is provided to the users to change their passwords by providing old password. This facility is available only in the respective logins of the user of the portal.

2.2. Establishments

2.2.1. Online Entry by Employer/ Establishment / Enforcement Agency As stated above in the points Employer/ Establishment can create various users for operations in Shram Suvidha Portal.


10

2.2.2. Workflow based approval for LIN Generation After filling all the details, Labour Information Number (LIN) can be generated for the new establishment registered online.

2.2.3. Integration with Inspections Labour Information Number (LIN) can be generated for the new establishment registered online.

2.2.4. Email / SMS Notification to Establishments On generation of Inspection List, all Inspectors who are listed for particular Inspection and Establishments which are going to inspections are being sent Emails and SMS prior to inspections. The format is like this: Email sent to Establishment Dear ........., Your establishment M/s Creative Services will be inspected by our team between ........ and ..........., be prepared with the necessary documents. Establishment Details: M/s ......... ,.........., ................. LIN: X-XXXX-XXXX-X Inspection Team: ……….. - 9999999999 Regional Head, ……. (CLC) (This is an auto-generated mail kindly do not reply back.)

SMS Sent to Establishment Your establishment <name, address> will be inspected by our team between. <Start date> … and <due date>. Be prepared with the necessary documents. LIN: X-XXXX-XXXX-X Regional Head, <Area> (<Enforcement Agency>)


11

3. User Manual Sections This user manual can be divided into five loosely coupled components -

• LIN Module • Inspection Module • Annual Return Module • ECR Module • Verify Data Module

Each of the components can be taken up independently.


12

4. Unified Web Portal- Components LIN/Establishment Management Module covers Registration for LIN /SPS, Approval Cycle and the Generation of LIN/SPS.

4.1. LIN Registration

4.1.1. Roles and Activities in Establishment Management

User Role Common Name Activity

Establishment Representative Users

Owners or bona fide representative of the Establishments

• Register into Unified Web Portal • Add Establishments represented by user • Apply for LIN • Link Establishment

4.1.2. Establishment Registration Establishment Registration will be done by the Establishment Users or Data Entry Operators stationed at the Enforcement Agencies.

1) The Establishment User would access the Registration from the Home Page 2) The Establishment User would enter his basic information and the establishment details she

represents and creates a user id 3) The Establishment User would log into the Unified Web Portal and Submit further details

about the Establishment she represents 4) The Establishment user would check if LIN for his establishment already exits with portal

through Know Your LIN link at portal main page. If yes would link the LIN with establishment details.


13

The Steps are illustrated below –

Step 1

The Establishment Users would Login to the Unified Web Portal via user credentials

Step 2

The Dashboard will display as many records as the Number of Establishments represented by user


14

The Option to Edit the Profile is available to every user on the Login Home Page

Step 3

The establishment representative would click ADD tab to enter details of new establishment and submit it for LIN processing.


15

Step 4

If LIN for establishment already exists, user needs to link the LIN with the establishment through Link Establishment option at UWP Dashboard.


16

4.2. Inspection The Establishment representative can view the inspection report and can submit comments on inspection report at Shram Suvidha Portal.

4.2.1. Roles and Activities in Inspection Management


Establishment Representative

Owner/Employer • View/Comment Inspection Report

4.2.2. View/Comment Inspection Report The Establishment representative can view the inspection details of represented establishments and can also submit the comments on inspection reports.

The steps are as under-

Step 1

Once the user clicks ‘Your Inspection’ option from menu, system displays the Inspection Dashboard.


17

Step 2

Once the user clicks view/comments option from Inspection dashboard, system displays the Inspection Reports as under. User needs to click act name to view report.


18

5. Online Annual Returns The Return module starts with Establishment Representative who submits the Annual Labour return for the year for DGMS and CLC(C) enforcement agencies. The Establishment Representative has option to upload the signed return online into the Unified Portal.

The Establishment Representative can file DGMS and CLC(c) return through an online form from their dashboard.

5.1. Roles and Activities in Annual Return



Employer/ Owner • File Annual Return for DGMS and CLC(c) • Upload Signed Reports for CLC(c) • View Submitted Return

Application Sub Admin

Regional Heads • View Submitted Return

Inspectors Officers in Regional Offices

• View Submitted Return

5.2. Establishment Representative Preconditions to file Annual Return at UWP:

• The establishment representative must represent the LIN verified establishments at UWP. The user may search LIN through ‘know your LIN’ option provided at Portal main page. ◦ If establishments LIN already exists user need to link the LIN with establishment through

‘LINK Establishment’ option at UWP dashboard. ◦ If no LIN exist user must create owned/represented establishments and request LIN

from them through ‘Establishment’ option at UWP dashboard. • At UWP the establishment representative can file Annual Return only for Central Government

Acts.

Annual Return Process:

The Establishment Representative can file the Annual Return for DGMS and CLC(c) by selecting ‘File Annual Return’ option from main menu of Unified Portal.

The user selects the DGMS or CLC organization and year for which he/she want to submit return. Please refer below screen:


19

5.2.1. DGMS Annual Return Process The steps are as under-

Step 1

If DGMS organization is selected, return submission status list of mines will appear:


20

Step 2

On clicking Submit Return option below screen appears with two form for Annual Return under the mines Act 1952, you need to fill A and B forms below:

Step 3

General Information Form


21

Step 4

Annual Mines Returns Form

The Annual Mines Returns form is divided in various parts, you need to fill up the form presented below and click ‘Save and Next’ to fill the complete form.

Employment Details

Details under CMR


22

Details under MMR


23

Details under OMR

Power Details


24

Accident Statistics

Medical Examination Details


25

Vocational Training Details

Step 5

After you fill both the forms A & B, below screen appears for final submission.

Once you click final submission button form details can’t be altered and annual return is submitted to DGMS.


26

Step 6

After final submission, system displays the acknowledgement and sends an email to the user:

Step 7

To view the submitted annual report for DGMS click the submission date from below Annual Return for Mines Status List:


27

5.2.2. CLC(c) Annual Return Process The steps are as under-

Step 1

By selecting CLC(c) organisation from File Annual Return screen, Annual Labour Return status list appears:


28

Step 2

To submit CLC(c) annual return user need to fill different form corresponding to various labour acts.

Employers who wish to fill up Annual Return under Contract Labour Act 1970,Minimum Wages Act 1948,Payment of Wages(Mines)Rules,1956,Payment of Wages(Railways)Rules,1938,Payment of Wages(Air Transport Services)Rules,1968 should fill up only A to H below


29

General Information Form


30

Employer Registration Form

Details Pertaining to Bonus Act and Rules


31

Step 3

After you fill the forms for various acts, click the Final Submission button.

After final submission details can’t be altered and annual return is submitted to CLC(c).

Step 4

System displays the acknowledgement and sends the same to the establishment representative for same.


32

Step 5

To complete return submission you need to download the Return report from Annual Labour Return Status List and upload it with authentication signature.

User views return report, download it and upload with authentication signature.


33


34

User can upload the signed annual return in pdf format.

This completes the activities related to annual return process with establishment representative perspective.


35

6. Monthly EPFO/ESIC Return (ECR) The Monthly EPFO/ESIC Return module is for Establishment Representative who submits the monthly EPFO/ESIC common return (ECR) for EPFO and ESIC enforcement agencies. The Establishment Representative has option to upload the ECR Excel file online into the Unified Portal.

The Establishment Representative can file EPFO and ESIC return through a common online form their dashboard.




Employer/ Owner • File Monthly Return for EPFO and ESIC • Upload ECR Excel File • View Acknowledgement

6.2. Establishment Representative The Establishment Representative performs the following activities as part of ECRl Return Process:

The Establishment Representative can file the Return for EPFO and ESIC by selecting ‘Monthly EPFO/ESIC Return’ option from main menu of Unified Portal. You can directly submit EPFO and ESIC monthly return on their respective portals also.


Once the Establishment representative logs into the Unified Portal, the Monthly EPFO/ESIC Return component will be displayed as under-


36

The ECR Dashboard shows the list of establishment represented by user and should submit return for them:-

You can search particular establishment through below search form:-

You can view the establishment ECR details through ECR List option:-


37

Once you click the establishment name at ECR List screen, system displays the Monthly ECR Dashboard:-

To prepare new ECR you need to choose year and month in above screen and to prepare pending ECR click on month from list. System will open below ECR Form, to add new employee click ADD Employee button:


38

Add Employee button will open below form:


39

To fill EPFO form click UAN number of employee at ECR form:

To fill ESIC form click IP number of employee at ECR form:


40

You can prepare ECR form by uploading Excel file and template for ECR file can be obtained from Download ECR Format option in below form:

Once ECR is prepared, you can submit ECR by choosing ECR Number from Monthly ECR Dashboard:-


41

Once ECR is submitted, you can view/print ECR Acknowledgement for the wage month by choosing ECR Number from Monthly ECR Dashboard:-

The user can view the establishment ECR Submission details through Submission Status option:-


42

7. Verify Data The Verify Data module is for Establishment Representative who updates the establishment data and submits the changes for verification to Regional Head. The Regional Head can view the changes, provide remarks and approve/reject the changes.




Employer/ Owner • Update establishment data • View Verification Status

7.2. Establishment Representative The Establishment Representative performs the following activities as part of Verify Data Process:

The Establishment Representative can update the establishment related details by selecting ‘Verify Data’ option from main menu of Unified Portal.


Once the Establishment representative logs into the Unified Portal, the Verify Data Dashboard will be displayed as under. The Verify Data Dashboard shows the list of establishment represented by user and can update data related to them:-


43

Once you click on establishment address, you can update establishment base data and submit same for verification to regional Head through below form:-

Once you click the establishment identifiers at verify data dashboard, system displays the Update Establishment Identifiers Form. You can add, view and update identifier details and submit same for verification.


44

Once you click the sector/industry at verify data dashboard, system displays the Update Establishment Profile Data Form as under:-

Once you click the related entities at verify data dashboard, system displays the Update Related Establishment Form as under:-


45

Once you click the applicable acts at verify data dashboard, system displays the Update Establishment applicable acts Form as under:-

Once you click the remarks for establishment at verify data dashboard, system displays the Remarks screen as under:-

You can view verification status at Verify Data Dashboard. Verification status can be Submitted, Not accepted and Verified.


46

FAQ

General FAQs

Q) What is an Enforcement Agency?

A) Enforcement Agency is a Government Organization that is responsible for Compliance of Acts. For Example EPFO, ESIC, DGMS, CLC

Q) What are Establishments?

A) In this context, Establishments are the individual units which can be inspected under Labour laws.

Q) Who is a Portal Administrator?

A) Portal Administrator is an overall head of the Unified Portal who manages the Head Quarters of the Enforcement Agencies

Q) Who is a Head Quarter and how is it different from Regional Head?

A) Head Quarter is the Administrator for the entire Enforcement Agency as far as Unified Web Portal is concerned. The Head Quarter would be an Admin user in the head quarter.

Q) Who are Verifiers and Approvers?

A) Verifiers and Approvers are CLC users who would verify the LIN registration requests. Verifier is at Lower level whereas the Approver is at Highest Level.

Q) What is LIN?

A) LIN Stands for Labour Identification Number.

Q) Who Generates LIN?

A) Upon Completion of Approval process, the Approver initiates the generation of LIN.

Q) Who creates users in UWP?

A) Depends on the type of users. If he is a Head Quarter, the Portal Administrator would create the user id. If He is Regional Head, the Application Admin would create the user id. If he is an approver /Inspector /Verifier/DEO, the user id will be created by the Regional Head.

Moreover, there is an option of Self Registration as well.


47

Establishment Representative FAQs

Q) My Password is not working. Whom should I reach out to?

A) You need to click Forget Password at Home Page.

Q) My details are incorrect. How could I update that?

A) Details could be corrected by updating the ‘User Profile’ from the UWP dashboard.

Q) I own two establishments. Need I have two LINs?

A) You need to have as many LINs as the number of Inspectable Units you own.

Q) Where can I add new establishment details?

A) You can add new establishment by choosing ‘Establishment option’ from dashboard and then clicking on ‘New’ tab.

Q) I don’t know which acts are applicable to my establishments. Is that information available in Unified Web Portal?

A) Yes, you can check the Home Page Know your Acts options.

Q) How can I update establishment base data?

A) You can update establishment base data by choosing ‘verify data’ option from UWP dashboard and then click address of establishment for which you want to update the details.

Q) How do I update sector/industry details?

A) You can update sector/industry details by choosing ‘verify data’ option from UWP dashboard.

Q) I am already registered in EPFO or ESIC. Should I register for LIN in UWP?

A) No. You do not need to register separately. From the EPFO (or ESIC) data LIN has already been created for you. In case you have not received the Login credentials, you may contact your regional UWP head.

Q) How can I update establishment address?

A) You can update establishment by choosing ‘Verify Data’ option at UWP dashboard and then clicking establishment address.

Q) How can I check verification status of my establishment’s identifiers?

A) You can check identifier status by choosing ‘Verify Data’ option at UWP dashboard and then clicking ‘identifier’ value.

Q) Where can I verify acts applicable for my establishments?


48

A) You can verify acts applicable by choosing ‘Verify Data’ option at UWP dashboard and then click on ’Acts’ link.

Where can I file my DGMS Return?

A) You can file DGMS Return by choosing ‘File Annual Return’ option at UWP Dashboard.

Q) Can I view my establishment inspection report?

A) Yes, you can view inspection report under ‘Your Inspection’ from the UWP dashboard.

Q) How to link my establishment?

A) You need to fill ‘Link Establishment Form’ under ‘Link Establishment’ from the UWP dashboard

Q) Where can I submit monthly contribution return for ESIC and EPFO?

A) You can file combined EPFO/ESIC Return by choosing ‘Monthly EPFO/ESIC Return’ option at UWP Dashboard.

Unified Sharam Suvidha Portal - HR Cabin...Common EPFO and ESIC Monthly Return Submission 1.5. Launching the Web Portal To get started using the Shram Suvidha Portal right away, just

Documents