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Payroll SoftwarePF Payroll Software with EPF Calculation & ECR
Provident Fund errors are expensive: wrong wages, missing UANs and late ECR uploads all lead to notices and interest. NexoraHRMS calculates employee and employer PF each month and builds the EPFO ECR file from the same payslip data.
EPF/EPS splitWage ceiling settingUAN checksECR text file
How PF Is Calculated in Payroll
Under the Employees' Provident Funds scheme, both employee and employer contribute 12% of PF wages. For employees whose wages are above the statutory ceiling of ₹15,000 a month, contribution is commonly calculated on the ceiling unless the employer and employee opt for higher wages, so the ceiling is a setting you control in NexoraHRMS.
The employer's 12% is split: 8.33% goes to the Employees' Pension Scheme (EPS, capped at the ceiling) and the balance to the EPF account. NexoraHRMS shows this EPF/EPS split on the ECR screen and in the member-wise break-up.
PF Settings That Match Your Policy
Choose between a fixed PF amount on each employee record or automatic calculation at 12% of basic up to the wage ceiling. Employer rate and wage ceiling are editable in Company Settings, so a policy change does not wait for a software release.
Which salary heads count toward PF wages is configured in the salary structure, so special allowances can be included or excluded as your policy and legal advice require.
- Employee PF: fixed amount or automatic
- Employer rate and PF wage ceiling configurable
- PF wage flag per salary head
- Employees opt in on the employee record
ECR File for the EPFO Portal
Every month the Electronic Challan cum Return (ECR) must be uploaded on the EPFO employer portal. NexoraHRMS builds it as a text file from locked or finalised payslips: UAN, member name, gross wages, EPF, EPS and EDLI wages, contributions and the number of non-contributing days.
Before you download, the pre-check flags employees who have PF deducted but no UAN, a common reason an upload fails. Always verify the file on the portal's validation step before submitting.
- ECR text file download for the month
- Member-wise break-up with UAN
- Pre-check for missing UAN
- Compliance calendar reminder for the due date
PF Compliance Checks Built In
UAN and PF number checks
Missing UAN or PF account numbers are flagged before the run; employees can submit PAN, UAN and PF details through profile requests.
Due-date calendar
PF payment and ECR dates appear in the compliance calendar with an overdue alert and a mark-done log.
Labour Code impact
A simulator shows how the Code on Wages' 50% rule could change PF wages and employer contribution. Indicative only; confirm with your advisor.
Reports
Month-wise PF register and payroll reports support audits and EPFO inspections.
PF Payroll Software or Excel?
PF breaks in spreadsheets when ceilings change, UANs are missing or the EPS split is hard-coded wrongly. See the worked explanation in PF calculation on salary: complete guide, then see the rest of payroll compliance in India.
PF Payroll Software – FAQ
Yes. NexoraHRMS calculates employee and employer PF from the PF wage and the ceiling in your settings, or uses a fixed amount per employee if you prefer.
The statutory ceiling is ₹15,000 of monthly PF wages for mandatory coverage. The ceiling in NexoraHRMS is a setting, so you can change it if the rules or your policy change.
Of the employer's 12%, 8.33% goes to EPS (limited by the wage ceiling) and the rest to EPF. The ECR screen shows the split.
Yes. The PF ECR screen downloads the Electronic Challan cum Return text file for the month. Validate it on the EPFO portal before final submission.
The pre-check flags PF deduction without a UAN so you can get the number before the due date.
PF can be configured as a fixed amount per employee, which lets you handle contributions above the ceiling where employer and employee have opted for them.
See NexoraHRMS Payroll on Your Own Data
Share your salary structure and get a free live demo of NexoraHRMS & Payroll. No commitment; we typically respond within 24 hours.