The Employees’ State Insurance Corporation (ESIC) portal is an online platform where employers manage employee records to ensure compliance with the ESI Act, 1948. Updating employee details is crucial when there are changes in personal information, such as name, address, bank account, or family particulars, to maintain accurate records and ensure uninterrupted access to ESIC benefits like medical care and financial support. This guide explains the process, focusing on how employers can update employee details on the ESIC portal.
Why Update Employee Details?
Keeping employee details up to date on the ESIC portal is important for:
- Access to Benefits: Correct details ensure employees and their families can use ESIC services, like medical care at dispensaries or hospitals.
- Compliance: Accurate records prevent penalties during ESIC audits.
- Smooth Processing: Updated information avoids delays in claims for sickness, maternity, or disability benefits.
- Legal Accuracy: Changes like name corrections or nominee updates must reflect in official records.
Common updates include changes to an employee’s name, Aadhaar number, contact details, bank account, family members, or assigned dispensary.
Who Can Update Details?
Only employers or authorised personnel with access to the employer’s ESIC portal account can update employee details. Employees cannot directly edit their information but can request their employer to do so. The employer must have:
- A registered account on the ESIC portal.
- The employee’s ESIC number (or Insurance Number) and Aadhaar details.
- Supporting documents for the changes (e.g., updated Aadhaar card, bank passbook, or marriage certificate).
Documents Required
Depending on the type of update, you may need:
- Aadhaar Card: For name, address, or contact changes.
- Bank Account Details: Updated passbook or cancelled cheque for account changes.
- Marriage Certificate: For adding a spouse or updating family details.
- Birth Certificate: For adding children or updating dependants.
- Nominee Declaration Form: For changing nominees.
- Proof of Address: For updating residential details.
- Employee Consent: A written request from the employee for the change.
Ensure documents are in digital format (PDF or scanned copies) for upload.
Step-by-Step Process to Update Employee Details
Follow the instructions below to update employee details on the ESIC portal. The entire process is conducted online and requires access to the employer’s login credentials.
Step 1: Log in to the ESIC Portal
Begin by visiting the official ESIC website at www.esic.gov.in. On the homepage, click on ‘Employer Login’. Enter your username and password, which would have been created during the employer registration process. If prompted, complete the verification using the OTP sent to your registered mobile number or email address.
Step 2: Explore to Employee Details
Once logged in, locate the ‘Employee’ section on your dashboard. From there, choose either ‘Manage IP Details’ or ‘Employee Details’; the precise option may differ slightly depending on the latest portal updates. To find the specific employee whose details you wish to update, search using either their ESIC Insurance Number or Aadhaar number.
Step 3: Select the Employee Record
A list of all registered employees will appear on your screen. Identify and click on the name or ESIC number of the employee whose information requires updating. This will display their current details, such as personal information, Aadhaar number, bank details, family particulars, and the assigned dispensary.
Step 4: Edit the Required Details
Click on the ‘Edit’ or ‘Update’ button next to the section you need to modify. Common fields that may be updated include personal details (such as name, date of birth, or gender, particularly for corrections following marriage or clerical errors), contact information (like address or mobile number), and bank details (such as account number, IFSC code, or bank name). You may also update family particulars (to add or remove dependants), nominee details (for benefit claims), and the assigned ESIC dispensary. Ensure all information entered matches the relevant supporting documents, and upload scanned copies (e.g., updated Aadhaar card, bank passbook) as required.
Step 5: Submit the Changes
Carefully review all the updated details for accuracy. Tick the declaration box to confirm the authenticity of the information provided. Once satisfied, click ‘Submit’ to send the updates for verification. You may be asked to verify via OTP or complete further authentication steps.
Step 6: Verification by ESIC
After submission, the ESIC authorities will begin verifying the changes, a process that may take several days. You might receive a notification via email or through the portal if additional documents or clarification is required. Once the changes are approved, the updated details will be reflected in the employee’s ESIC record. If substantial changes, such as name or Aadhaar number, were made, a new e-Pehchan card may also be issued.
Step 7: Download Updated ESIC Card (if applicable)
If any of the changes affect the ESIC card (such as updates to name or family members), a revised e-Pehchan card should be downloaded. Navigate to the ‘Employee’ section and select ‘e-Pehchan Card’. Search using the employee’s ESIC number or Aadhaar number, then download the updated card in PDF format and share it with the employee. If necessary, print the counterfoil for temporary use until the final card is available.
Important Tips for Updating Details
While updating your details, you should keep certain things in mind:
- Verify Aadhaar Accuracy: Ensure the employee’s Aadhaar details match the updated information to avoid rejection.
- Use Mozilla Firefox: The ESIC portal works best on this browser for smooth navigation.
- Keep Documents Ready: Upload clear, valid documents to speed up verification.
- Check Notifications: Monitor the portal and registered email for ESIC updates or requests for clarification.
- Act Promptly: Update details within 10 days of changes (e.g., new bank account or marriage) to maintain compliance.
- Contact ESIC Helpdesk: If you face issues, reach out to the ESIC helpdesk via the portal or call the toll-free number (1800-11-2526).
Common Issues and Solutions
Here are some common issues and solutions:
- Login Problems: Ensure correct credentials and try resetting the password if needed.
- Document Rejection: Verify that uploaded files are clear and match the entered details.
- Delay in Approval: Check the portal regularly for status updates and respond to any ESIC queries promptly.
- Aadhaar Mismatch: Ensure the employee’s Aadhaar is linked and details are consistent with ESIC records.
Wrapping Up
Updating employee details on the ESIC portal is a straightforward process that ensures workers continue to access their entitled benefits without interruption. By following these steps and keeping documents ready, employers can maintain accurate records and comply with ESIC regulations. Regular updates also help employees use services like medical care or cash benefits seamlessly. For additional coverage, employers might consider options like Niva Bupa corporate health insurance to complement ESIC benefits, especially for employees needing specialised care.
Comments