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LABOUR LAW COMPLIANCEREADY RECKONER
Statutory Compliance plays a significant role in industrial harmony as well mitigating legal risks. HPCL as principal employer under various acts, is responsible to monitor compliance in respect of direct as well as contract workmen. Therefore, knowledge on statutory compliance is quite essential. I happy to share that HR department North West Zone has come up with this short ready reckoner for statutory compliance. Trust this intiative would help in understanding applicability of various labour laws, maintaining of registers, records under various acts.
Contents Introduction ................................................................................................................................................... 4 Preliminary Compliances .............................................................................................................................. 7 Compliances before Contract ........................................................................................................................ 9 Compliances during the Contract ................................................................................................................ 12
Form of Certificate by Principal Employer:.................................................................................... 12
Notice of Commencement: ............................................................................................................. 13
Compliance –Monthly Basis ....................................................................................................................... 14 Document 1: Muster Roll............................................................................................................................ 14 Document 2: Wage Register ................................................................................................................... 15 Document 3: ESIC Challan:.................................................................................................................... 16 Document 4: Electronic Contribution History ........................................................................................ 17
Document 5: EPF Challan ...................................................................................................................... 18 Document 6: Bonus Register: ................................................................................................................. 21 Document 7: Leave Wages Register: ...................................................................................................... 22 After expiry of Contract: ............................................................................................................................. 23 Notice of Completion of Contract Work: ................................................................................................ 23 Periodical Compliances: .............................................................................................................................. 24 Compliance on occurrence of specific events:............................................................................................. 25 Register/Licenses/Registration Certificates to be maintained at Locations: ................................................ 26 Applicability of Acts – Location Wise ........................................................................................................ 27 Contact Details of Statutory Authorities ..................................................................................................... 30
Introduction There are around 49 Labour Legislations in India enacted for ensuring Social Security, Safety, and Health of workmen. The Labor Legislations mandate the Principal Employer to ensure payment of wages, make contributions towards social security, and provide welfare amenities to the direct workmen as well as workmen engaged through contractors. Therefore, knowledge of Compliances required under various labour legislations is quite essential to mitigate the legal risks and achieve industrial peace/harmony. The state of Rajasthan and Gujarat come under the jurisdiction of HPCL North West Zone. There are 350 permanent workmen and more than 3000 contract workmen deployed under the North West Zone under various Terminals/COMCOs /LPG Bottling Plants /TOPs /IRDs /Depots /Pipeline/Lube Plants Administrative Offices.
In order to sensitize the Location Incharges on statutory compliance, this book was developed detailing the applicability of various Acts, brief of Labor Laws and Contract information of various statutory Authorities.
Statutory Compliances
Preliminary Compliances The location should have Certificate of Registration under Contract Labor Act, 1970 where 20 or more workmen are engaged. The locations other than Admin offices should have Factory License under Factories Act, 1948 For all Administrative offices, license under Shops and Establishments Act is required. The following information/ notices to be displayed at Main Gate: 1. The Name of Occupier of the Factory 2. Name & Address of Manager of Factory 3. Notice of Periods of Work
4. Name of the Inspector having jurisdiction in the area 5. Abstract of the Labour Laws 6. Notices under Payment of Gratuity Act, 1972 – Applicable to all establishments 7. Notice of “Officer authorized to receive Notices” – Notice Under the Rule 4 of the Payment of Gratuity Act 1972 8. Notice of Rates of Wages 9. Notice of Hours of Work
10. Wage Period 11. Date of Payment of Wages 12. Date of Payment of undisbursed wages 13. Name & Address of Labour Inspector having jurisdiction
Compliances before Contract 1. Before preparation of Purchase Requisition, Minimum Wages prevailing on that month should be taken from HR. 2. The minimum wages are separate for Unskilled, Semi-Skilled and Skilled and Highly Skilled Categories. The same would be intimated by HR department from time to time. 3. A wages escalation should consider an escalation of approx. 10 % of wages a year before making the Purchase Requisition for Manpower PRs as the Minimum Wages change for every 3-4 months. 4. It should be ensured that the Vendors on whom order is being floated has valid ESIC and EPF registration certificates. 5. From ESI (Employees’ State Insurance) , the workmen gets benefits such as Medical benefits and Compensation in case of Death/Disability
6. From EPF (Employees’ Provident Fund), the workmen gets superannuation benefit. 7. It should be ensured that the following provisions are incorporated in the terms and conditions of PR. a) The Contractor is required to pay the contributions @ of 13.36 % of wages of the workmen along with 12 % contribution from workmen towards EPF b) The Contractor is required to pay the contributions @ of 4.75 % of wages of the workmen along with 1.75 % contribution from workmen towards ESIC c) If the area of the location does not fall under ESIC, the workmen should be covered under Workmen Compensation Policy. d) The Contract Should pay leave wages @ 1 day wage for every 20 days of working.
e) The Contractor should mandatorily observe 4 National Holidays f) The Overtime should be paid at double the normal rate beyond 9 hours or if workmen works more than 48 hours in a week. g) The Contractor should pay bonus on salary of Rs 7000 or Minimum Wages whichever higher at minimum rate of 8.33 % every month for employees drawing salary less than Rs 21000 per month h) The component w.r.t to safety shoes, helmets and other equipment should also be loaded
Compliances during the Contract Form of Certificate by Principal Employer: If the Contractor engages more than 20 workmen, the contractor should take labor license. The Contractor should be issued Form V in the following format to obtain labor license.
Notice of Commencement: The notice of Commencement to be sent to the Labor Enforcement officer in the following format within 15 days of start of the Job:
Compliance –Monthly Basis: The following documents are required to be submitted on monthly basis by the contractor:
Document 1: Muster Roll: Muster Roll should be submitted by vendor in the following Format.
Document 2: Wage Register: The wage Register to be in the following format. The wage register to be certified by the authorized representatives with comments ““Certified that the amount shown in column No. ... has been paid to the workman concerned in my presence on ..... at .....”. It should be ensure that wages are paid through NEFT only and a copy of the bank statement is attached with wage register.
Document 3: ESIC Challan: Contractor should enclose ESIC Challan. ESIC is calculated as follows: ESIC Contributions = Monthly Wages X 6.5% The ESIC Paid Challan would be appear like the following document:
Transaction Completed Successfully
Amount
Document 4: Electronic Contribution History: Electronic Contribution History indicating the ESIC contribution workmen wise should also be submitted by the Contractor to HPCL. The Electronic Contribution History would like as document below:
Document 5: EPF Challan: The Contractor should submit EPF challan as proof of payment of EPF contributions. The EPF contributions are calculated as follows: EPF Contributions = Monthly Wages * 25.36% . The contributions paid towards EPF would be segregated as follows: Various accounts of PF Challan
A/c No 1: PF contribution Account
Rates W.e.f 1-Jan-15 Employee
Employer
12%
3.67%
A/c No 2: PF Admin account
0.85%
A/c No 10: EPS account
8.33%
A/c No 21: EDLIS account
o.50%
A/c No 22: EDLIS admin account
Net Rate
0.01%
12%
13.36%
The monthly wages for the purpose of EPF does not include Overtime. The EPF Combined Challan would look like the following document:
The Payment acknowledgment of EPF Challan would look like the following document:
Document 6: Bonus Register: The Bonus is required to be paid for all the workmen earning less than Rs 21000 per month. The calculation of the bonus is provided below: Bonus = 8.33% * (Rs 7000 or Minimum Wages whichever is higher). The Bonus Register to be maintained and submitted by the Contractor as follows:
Document 7: Leave Wages Register: Leave wages are required to be paid @ 1 leave for every 20 days of working. The leave wages to be calculated as follows Leave Wages per Month = 4.8 % * Monthly wages. The leave wages register to be maintained in Form 18 for all the establishments under Gujarat and in Form 20 of Rajasthan Factory Rules.
After expiry of Contract: Notice of Completion of Contract Work:
The notice of Completion should be sent to the Labor Enforcement officer in the following format within 15 days of start of the Job:
Periodical Compliances: 1. The Annual Return under Contract Labour Act, 1970 to be submitted by 15th February Assistant Labour Commissioner (C). For the format please access North West Zone Site ---- > HR----> Compliance 2. Annual Return under Factories Act, 1948 to be submitted on or before 31st January every year. The format of the form should be as per the state rules.
Compliance on occurrence of specific events: Occurance Immidiately in case of Deatth and within 48 hours within other cases Accidents resulting into death/Injury resulting into death.
Statute The Employee’s State Insurance Act, 1948
Form Form 16 and Regulation 68
To be sent to Nearest Local ESI Office
The Factories Act, 1948
To DM/SDM/Nearest Police Station/nearest relative of Injured/Deceased person.
Within 7 days of the Accident
The Employees’ Compensation act, 1923
Reporting of the accident to inspector of Factories by telephone, special messanger, telegram within 12 hours of occurance. EE Section 10B, Rule 21
Concerned Commissioner of Workmen Compensation
Register/Licenses/Registration Certificates to be maintained at Locations: (a) Contract Labour Act, 1970 1. Certificate of Registration in Form-1 Under Contract Labour Act, 1970 2. Register of Contractors in Form XII under Contract Labour Act, 1970 (b) Contract Labour Act, 1970/Minimum Wages Act, 1948 /Payment of Wages Act, 1936 1. Register of wages 2. Register of fine. 3. Register of deduction for damage or loss 4. Wages Slip 5. Attendance card. 6. Employment Card (c) Registers Mentioned under Shops and Establishment Act of respective States (d) Registers Mentioned under Factories Rules of Respective states (e) Accident Book in Form-11 of ESIC Act, 1948
Applicability of Acts – Location Wise S.No 1 2 3 4 5 6 7 8 9 10 11
Location Name Silvasa Lube Plant Hazira LPG Plant Hazira LPG RO Vadodara IRD Hazira IRD Baroda RO Ahmedabad DS RO Gandhinagar LPG Plant Kandla Terminal NW Zonal Office Ahmedabad RO
Factories Act Yes Yes Yes Yes Yes No No
ESIC Yes Yes No Yes Yes No No
EPF Yes Yes Yes Yes Yes Yes Yes
CLA Yes Yes Yes Yes Yes Yes Yes
PWA Yes Yes Yes Yes Yes Yes Yes
Bonus Act Yes Yes Yes Yes Yes Yes Yes
Gratuity Act Yes Yes Yes Yes Yes Yes Yes
Yes Yes No No
No Yes Yes No
Yes Yes Yes Yes
Yes Yes Yes Yes
Yes Yes Yes Yes
Yes Yes Yes Yes
Yes Yes Yes Yes
12 13 14 15 16 17 18 19 20 21 22 23 24 25 26
Ahmedabad LPG RO Gandhinagar CNG Rajkot RO Jaipur Terminal Jaipur Retail RO Jaipur DS RO Jaipur LPG RO Jodhpur LPG RO Jodhpur LPG Plant Jodhpur Retail RO Salawas - Jodhpur Kota LPG Plant Kota BPC Hospitality Kota Retail RO Ajmer LPG Plant
No Yes No Yes No No No Yes Yes No Yes Yes
No Yes No Yes No No No Yes Yes No Yes Yes
Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes
Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes
Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes
Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes
Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes
Yes No Yes
Yes No Yes
Yes Yes Yes
Yes Yes Yes
Yes Yes Yes
Yes Yes Yes
Yes Yes Yes
27 Ajmer Terminal 28 Udaipur Retail RO
Yes No
Yes No
Yes Yes
Yes Yes
Yes Yes
Yes Yes
Yes Yes
Contact Details of Statutory Authorities Location Name
DYCLC
RLC
ALC
1 Silvasa Lube Plant
2 Hazira LPG Plant
3 Hazira LPG RO
4 Vadodara IRD
5 Hazira IRD
6 Baroda RO
LEO
Factory Inspector Name Shri Kiran Bhatia, Chief Inspector of Factories & Boilers, Daman & Diu and Dadra & Nagar Haveli, Daman-396 210, 0260-2254091 Yogesh Patel, Jilla Seva Sadan-2,BBlock, 6th floor, Opp. Circuit house, Athawa lines,Surat, 0261 2473501, 2472422
Anil K Agarwal, Dr .R G Meena 4th floor Shram Flat No -2 Bhavan Chandraprabha, Khanpur Motibaug Palace Ahmedabad, Baroda, 0265079-25504564 2433894
No ALC
S.No
Baddal Kanaage, Flat No -2 Chandraprabha, P M Shah, Kothi Kacheri Compound, 7 Motibaug Palace th floor, I- Block, Kuber Bhavan, Baroda, 0265-2433895 Vadodara, 02652432543, 2434464
Yogesh Patel, Jilla Seva Sadan-2,BBlock, 6th floor, Opp. Circuit house, Athawa lines,Surat, 0261 2473501, 2472422
S.No
Location Name 7 Ahmedabad DS RO
DYCLC
RLC
ALC
LEO
Smt. Parmesh Tokas, 4th floor Shram Bhava P L Kosta, 4th floor 8 Gandhinagar LPG Plant Shram Bhava Khanpur Khanpur Ahmedabad, 079-25504561 Ahmedabad, 07925504561 Divyesh Kumar Sonavane, Staff Club Kandla Port Trust 9 Kandla Terminal Anil K Agarwal, A L Kamble, 4th Gautam Moitra, Kothi Colony ,Gopalpuri 4th floor Shram Compound Rajkot, 0281- Gandhidham, 02836floor Shram Bhavan 250287 Bhavan Khanpur 2446911 Khanpur 10 NWZ Ahmedabad, 079Ahmedabad, 11 Ahmedabad RO P L Kosta, 4th floor Smt. Parmesh Tokas, 25504564 079-25504564 12 Ahmedabad LPG RO Shram Bhava Khanpur 4th floor Shram Bhava Ahmedabad, 079Khanpur Ahmedabad, 13 Gandhinagar CNG 25504561 079-25504561
14 Rajkot RO
Gautam Moitra, Kothi Farooqhushen Shaikh, Compound Rajkot, 0281- Kothi Compound 2446911 Rajkot, 0281-2446912
Factory Inspector Name
H B Trivedi, 4th Floor, Shram Bhavan, Nr. Gun House, Khanpur, Ahmedabad, 079 25502347 B V Bharathi, Rajkot Region, Rajkot Block no. 7, 8 floor,Multi-Storage Building, Rajkot , 0281 2442801 2443280
J B Bodat, 5th floor, C-Block, Sahyog Sankool, Sector-11,Gandhinagar, 0232 33231
S.No
Location Name
15 Jaipur Terminal 16 Jaipur Retail RO 17 Jaipur Direct Sales RO 18 Jaipur LPG RO 19 Jodhpur LPG RO 20 Jodhpur LPG Plant 21 Jodhpur Retail RO 22 Salawas - Jodhpur 23 Kota LPG Plant 24 Kota BPC Hospitality 25 Kota Retail RO 26 Ajmer LPG Plant 27 Ajmer Terminal 28 Udaipur Retail RO
DYCLC
RLC Ambrish Sharma, Kendriya Sadan, Block-1, 3rd floor, Sector 10,
ALC
No ALC
Ashok Sharma, Kendriya Shram Sadan, Haribhau Upadhayay No ALC Nagar (Extn.), Shri Kawaljeet Pushkar Road, Singh. Kendriya Ajmer- 305004. Shram Sadan, 0145-2603023 Haribhau Shri Sanjay M Shelke 0145Upadhayay – Shree Bhawan, 2603024(F) Nagar(Ext.), Station Road, Kota. PushkarRoad, Shri D D Makwana Ajmer-305004 Kendriya Shram Sadan, 0145-2603023 Haribhau Upadhayay Nagar(Ext.),
LEO Factory Inspector Name Hansraj Goyal, Jaipur. Kendriya Sadan ,Block I, 3rd Floor A-C/3-7,Sector 10, Vidhyadhar Nagar, vacant
Tarun Dixit Jodhpur. Plot No.100, Polo first, Mr. Ramesh Purohit, A-26, Dharam Main Mandore Road, Narainji ka Hatha JODHPUR Jodhpur.-342001 (PAVTA) 291 2545693 Shri. Abdul Salim, 436, Dada Bari, Shri Kailash Chand Shastri Nagar KOTA Phone:744 Meena 2500660 Shri P K Meena Shri G R Verma B P Saran ,182-183, Jyoti Dairy Shastri Vikas Goyal Nagar AJMER Phone: 145 2427091
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