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The Complete Labour Code Compliance Checklist for HR Teams

Compliance• 5 min read

The Four Labour Codes drastically reduce the administrative burden on employers by replacing 31 disparate returns with a single electronic return and shrinking 84 mandatory registers down to 8. However, compliance remains critical.

Based on the official Government of India handbook, here is a practical checklist of what HR teams must do on day one, every month, annually, and during specific events.

Foundational (Day One) Compliance

  • Register the establishment and obtain a single, pan-India licence (for 10+ employees).
  • Fix the wage period (daily, weekly, fortnightly, or monthly).
  • Start EPF and ESIC registrations (EPF for 20+ employees, ESI for 10+).
  • Display all mandatory notices on the notice board (in English, Hindi, and local language) including minimum wages, normal working hours, and the name of the Inspector-cum-Facilitator.
  • Constitute a Works Committee (for 100+ workers) and a Grievance Redressal Committee (for 20+ workers).

Monthly Routine Compliance

  • Pay wages on time (before the expiry of the 7th day of the succeeding month).
  • Deduct and deposit EPF and ESIC contributions.
  • Issue standardized wage slips to all employees.
  • Maintain and update basic registers: Attendance-cum-muster roll, Wages, Overtime, and Deductions. (These can be maintained electronically).

Periodic & Annual Compliance

  • File the Unified Annual Return electronically via the prescribed portal.
  • Update minimum wage rates whenever revised by the appropriate government.
  • Check and renew any applicable licences.
  • Provide annual health examinations free of cost for specified employees (e.g., in factories or mines).

Event-Based Compliance

  • New Hires: Issue a formal appointment letter to every new recruit.
  • Exits: Settle final dues (wages) within 2 working days. Process Gratuity payouts within 30 days of the exit.
  • Maternity: Ensure payment of the 26-week maternity benefit and medical bonus to eligible employees.
  • Accidents: Report serious accidents or dangerous occurrences immediately (within 24–72 hours) to the prescribed authorities.
  • Lay-offs & Closures: For large industrial establishments (300+ workers), apply for prior Government permission before lay-offs or retrenchments.

Automating the Checklist

Managing this checklist across spreadsheets is a massive liability. StaffSynchr automates the monthly compliance lifecycle—from generating wage slips and tracking PF/ESI deductions to producing the unified electronic returns required by the new codes.