Drop file here
Accepts .xlsx or .xls only
Supports .XLSX & .XLS
The ESI File Creator turns your payroll Excel sheet into the ESIC monthly contribution (MC) file in the format the ESIC employer portal accepts. Upload the sheet, review the checks, download the file and upload it on the portal under File Monthly Contribution. ESI contributions are due by the 15th of the following month.
What is an MC file?
The Monthly Contribution file every employer uploads to the ESIC portal each wage period, reporting payable days, wages, and status for every Insured Person mapped to the employer code.
What this tool does
Reads your payroll Excel sheet, validates IP numbers, statuses and dates against ESIC's rules, computes Employee (0.75%) and Employer (3.25%) contributions, and writes the rows directly into the blank portal template - byte-identical to what ESIC issues.
Worked Example
An employee on Rs. 18,500 ESI wages: Employee contribution is 0.75% of Rs. 18,500 rounded up = Rs. 139. Employer contribution is 3.25% = Rs. 601.25, rounded up to Rs. 602 on a one-person file (across many employees it is summed first, then rounded once). Total payable: Rs. 741.
Common rejection reasons
An IP not currently mapped to your employer code, a duplicate IP number in the file, an exit status (Left Service, Retired, etc.) filed without a last working day, and uploading a file that isn't the exact portal template are the most common reasons ESIC rejects an MC file.
100% Browser Processing
Your payroll sheet is never uploaded to any server - the entire file is read, validated, and converted inside your own browser, then discarded the moment you close the tab.
Worked example - Rs. 18,500 ESI wages
An Insured Person with Rs. 18,500 ESI wages for the month has both legs of the contribution calculated as a straight percentage of wages. Treated as a one-person file, the employee leg rounds up for that person and the employer leg rounds up once, on the file total.
Employee (0.75%)
0.75% of Rs. 18,500 is Rs. 138.75, rounded up to Rs. 139 - deducted from the employee's pay each month.
Employer (3.25%)
3.25% of Rs. 18,500 is Rs. 601.25, which rounds up to Rs. 602 once, on the file total - borne by the employer on top of wages.
Total payable for that employee is Rs. 741. Across a full file, the employee leg rounds up per employee and sums; the employer leg sums the exact per-employee amounts first and rounds only the final total - exactly how the ESIC portal calculates it, and this tool applies both rules automatically.
Frequently asked questions
Why does the ESIC portal keep rejecting my MC file?
The most common causes are an IP number that isn't currently mapped to your employer code, a duplicate IP appearing twice in the same file, an exit status like Left Service, Retired or Expired filed without a last working day, or uploading a file that isn't the exact blank template downloaded from the portal. This tool checks for all of these automatically before letting you download.
What is the Rs. 21,000 wage ceiling, and does it change how I file?
Rs. 21,000 is the ESI coverage wage ceiling - employees earning up to that are covered. It doesn't change how contributions are calculated (both legs are still a percentage of actual wages, uncapped), but once an employee crosses it, they can only be moved to Out of Coverage from the next April or October contribution period, not immediately.
Why are Employee and Employer contributions rounded the way they are?
The two legs round differently. The employee's 0.75% is rounded UP for each employee individually, then those rounded figures are summed - this is what gets deducted from each employee's pay, so it has to be a whole rupee per person. The employer's 3.25% is kept as the exact per-employee amount, summed across everyone, and rounded UP only once at the total - since no individual employer amount is ever deducted from a person's pay, only the final payable figure needs to be a whole rupee. This tool applies both rules exactly as the portal does, verified against a real ESIC contribution-history export.
Does this tool submit the MC file to ESIC for me?
No. This tool prepares a correctly formatted, portal-ready MC file from your payroll data. You still need to log in to the ESIC portal yourself, upload the generated file, and complete the challan and payment there.
What format does my payroll sheet need to be in?
An Excel file (.xlsx or .xls) with one row per Insured Person, including ESI/IP Number, Employee Name, Payable Days in the month, Gross Salary Paid, Employee Status and Last Working Day. Use the Download Template button above to get a ready-made sheet - Employee Status is a dropdown, and statuses marked * need a Last Working Day. Common alternative column names (for example IP Number, Paid Days or Wages) are also recognised.
Is my payroll data safe if I upload it here?
Your file never leaves your browser. All reading, validation, and MC file generation happens locally on your device using JavaScript - nothing is sent to, or stored on, any PayrollTool.in server.
What is an ESI file?
An ESI file is the monthly contribution (MC) Excel sheet an employer uploads on the ESIC portal each month. It lists each insured person's IP number, name, days worked and wages, plus a reason code and last working day where relevant. ESIC uses it to calculate contributions and generate the challan.
How do I upload the ESIC Excel file?
Log in to the ESIC employer portal, choose File Monthly Contribution, select the wage month, then choose Upload Excel and browse to your file. Review the contribution history page, generate the challan and pay by the 15th of the following month. Use the sample template from the portal's own link.
What columns does the ESI file have?
ESIC's sample MC template has six columns: IP number, IP name, days for which wages were paid or payable, total monthly wages, reason code for zero working days, and last working day. Always download the latest sample template from the ESIC portal and keep its headings and order unchanged.
When is the ESI contribution due and at what rate?
The contribution for a month is due by the 15th of the following month. The rates are 3.25% from the employer and 0.75% from the employee on wages up to Rs 21,000 a month (Rs 25,000 for persons with disability), and they continue under the Code on Social Security, 2020.