What documents should a manpower contractor give you every month?
Short answer
Each month, collect from your manpower contractor the wage sheet with bank transfer proof, PF ECR and payment challan, ESI challan, attendance matched to your gate register, and an invoice showing wages, statutory dues, service charge and GST separately. Keep the contractor's licence and registration copies on file. Release payment only after you receive them.
Monthly checklist
| Document | Why you need it |
|---|---|
| Wage sheet with bank transfer proof | Shows every worker was paid at least the minimum wage, on time |
| PF ECR and payment challan | Proves PF was deposited for the workers at your site |
| ESI challan | Proves ESI cover for workers earning up to Rs 21,000 |
| Attendance summary | Matches billed days to your gate or biometric register |
| Invoice with line items | Wages, PF, ESI, bonus provision, service charge and GST shown separately |
| Licence and registration copies (once, then on renewal) | Needed when the contractor has 50 or more contract workers |
What should I collect once a year?
Collect the bonus payment record, the leave and gratuity provisions, and the contractor's renewed licence. Also check that annual returns required under the labour codes were filed. These are the papers inspectors and auditors usually ask principal employers to produce.