HR Executive

Role & responsibilities

Key responsibilities of a Compliance Executive in Payroll

1. Statutory Compliance Management

• Ensure timely compliance with EPF, ESIC and Professional Tax requirements.
• Prepare, verify and submit monthly PF ECR and ESIC contribution returns.
• Ensure timely generation and payment of statutory challans.
• Handle state-wise Professional Tax registration, deductions, returns and payments.
• Monitor changes in applicable labour laws and statutory provisions.
• Ensure compliance with applicable Minimum Wages, Payment of Wages, Bonus, Gratuity and other employment-related legislation.

2. Payroll Compliance & Verification

• Verify monthly payroll deductions against applicable statutory rules.
• Ensure correct calculation of PF, ESIC, Professional Tax and TDS.
• Verify employee eligibility and applicability of statutory deductions.
• Check PF wages, ESIC wages and contribution calculations.
• Ensure correct treatment of new joiners, resigned employees and employees crossing statutory wage thresholds.
• Coordinate with the payroll team to resolve discrepancies before salary processing.

3. Monthly Returns & Statutory Payments

• Prepare and maintain monthly statutory compliance calendars.
• Ensure timely filing of PF, ESIC and Professional Tax returns.
• Verify challans and payment acknowledgements.
• Reconcile payroll deductions with statutory portal payments.
• Maintain records of statutory payments and filing acknowledgements.

4. Employee Statutory Benefits

• Handle employee PF UAN and KYC-related issues.
• Coordinate PF transfer, withdrawal and settlement requests.
• Assist employees with ESIC registration and benefit-related queries.
• Coordinate gratuity, bonus and leave encashment compliance.
• Ensure proper documentation for full and final settlements.

5. Labour Law & Establishment Compliance

• Maintain applicable statutory registers and records.
• Coordinate registrations, renewals and amendments under applicable labour laws.
• Support compliance requirements under the Contract Labour Act, Shops and Establishments Act and other applicable legislation.
• Coordinate with labour authorities and inspectors during inspections.
• Ensure proper documentation for labour-law audits.

6. Audit & Reconciliation

• Conduct monthly statutory audits of payroll data.
• Reconcile payroll reports with PF, ESIC and Professional Tax returns.
• Identify discrepancies in employee master data and statutory deductions.
• Prepare compliance MIS for management.
• Maintain records for internal, external and statutory audits.

7. Multi-State Compliance Management

• Monitor state-wise statutory requirements for different project locations.
• Track changes in minimum wages, Professional Tax rates and applicable labour regulations.
• Coordinate with site HR and payroll teams for employee data and attendance records.
• Ensure compliance documentation is maintained separately for each establishment or applicable location.

• Monthly compliance activity calendar
• Activity Frequency
• PF ECR preparation and filing Monthly
• ESIC contribution filing Monthly
• Professional Tax deduction and payment Monthly / State-specific
• TDS salary reconciliation and deposit Monthly
• Payroll statutory verification Monthly
• Minimum wage verification Whenever revised
• Bonus and gratuity compliance As applicable
• Statutory register maintenance Ongoing
• Labour-law audit and reconciliation Periodic

• Important skills required
• 1. Strong knowledge of EPF and ESIC regulations.
• 2. Professional Tax knowledge across multiple states.
• 3. Knowledge of TDS on salary and payroll taxation.
• 4. Understanding of Minimum Wages and labour laws.
• 5. Expertise in payroll reconciliation and statutory MIS.
• 6. Knowledge of EPFO, ESIC and Income Tax portals.
• 7. Advanced Excel skills and HRMS/payroll software knowledge.
• 8. Audit documentation and compliance reporting.
• Suggested KRAs and KPIs
• KRA Performance indicator
• Statutory filing 100% filing within applicable due dates
• Statutory payments Timely challan generation and payment
• Payroll accuracy Zero avoidable statutory deduction errors
• Compliance audit Timely closure of audit observations
• Employee support Timely resolution of PF/ESIC queries
• Documentation Updated statutory registers and records
• Multi-state compliance Timely tracking of state-wise changes

• Difference between Payroll Executive and Payroll Compliance Executive
• Payroll Executive Compliance Executive
• Salary calculation Statutory compliance verification
• Attendance and LOP PF/ESIC/PT compliance
• Salary processing Statutory returns and challans
• Full & final settlement Statutory settlement verification
• Payroll MIS Compliance MIS
• Employee salary queries Statutory employee queries

Preferred candidate profile