Registration of employees

For registration of employees coverable under the Scheme, the Employer shall submit Employees Declaration Form (Form 1) in respect of every individual employee separately for further necessary action by the ESIC Branch Office/ Regional office.

While submitting the Employees' Declaration Forms to the appropriate office, it has to be ensured that 

• All particulars therein are legibly and properly filled in as per the requirements of each column.
• The details of family viz, name, age, relationship, mark of identification etc. should invariably be indicated to enable the members of family obtain medical care in the hour of need.
• The particulars of 'nominee' should always be filled in all the cases.
• The Declaration Form of female employee must be rubber stamped 'Female'.
• After the Declaration Form has been filled up and signed by an employee, it should be countersigned by the employer and forwarded to the branch office with a statement in duplicate known as the Return of Declaration Forms, separately for Male and Female employees. The Declaration Form must be submitted within 10 days of the date of entry of an employee into insurable employment.

• Two postcard size family photographs of every individual employee should be furnished along with the Declaration Form.
• The appropriate office will allot the Insurance No. and return one copy of Return of Declaration Form indicating Insurance Numbers along with the Temporary Identification Certificates. The employer shall enter the Insurance Nos. in the register in Form 7 maintained under Regulation 32 of ESI (General) Regulations, 1950.
• The employer, on receipt of the documents mentioned above, shall hand over the Temporary Identification Certificates (TICs) to the employees to enable them to avail medical treatment from designated ESI dispensary or panel clinic etc. The said certificate is valid for three months and can be revalidated for a further period of three months by the appropriate office/employer, in case the Permanent Identity Card is not received within three months.
• On receipt of Permanent Identity Cards from the appropriate office, the employer will hand over the same to those employees continuing in employment for three months or more and obtain their signature/thumb impression on Identity Card in the space provided. The temporary Identification Certificate/Permanent Identity Card of a person who leaves service before three months should be returned to the local office of registration. If the Temporary Identification Certificate is also not received and any insured person or his/her family member needs medical treatment, Form ESIC-86 may be issued by the employer which also remains valid for three months.
• The prescribed Forms relating to registration of an employee, etc. can be obtained from the branch office free of cost or may be downloaded from here .
• If an employer has a Code No. of a particular State and has any branch / sales office etc. situated outside that state, he shall contact the concerned Regional Office for allotment of Sub-Code Numbers for such Branch Office I Sales Office. Addresses of all Regional Offices and Sub-Regional Offices of the ESI Corporation are given at Annexure -H.