Nowadays, in the environment of rapid regulations, you need to expect that HR professionals will be able to handle more than just recruit and engage employees, but rather to cope with tricky statutory compliance requirements. The HR department is the center stone of organizational compliance and among others it makes sure that the company complies with all labour laws, taxation related documentation, as well as employee welfare before the deadlines. If you are a startup developing and a corporation, Monthly & Annual Compliance Calendar is not only useful but necessary to know.
This blog comes up with a well-organized calendar of compliance specifically requested by Indian HR teams in 2025. It also describes the monthly and annual compliance process as well as the duties separately with mentioning the ways in which compliance services offered by law and the credible compliance expert can help businesses to limit legal risks.
Why HR Needs a Monthly & Annual Statutory Compliance Calendar
A good compliance calendar will make sure:
- Prompt payments of statutory dues.
- Avoidance of punishment and legal prosecution.
- Conformity to reforms in labour laws and tribute laws.
- Improved HR, finance and management integration.
- Increased employer brand due to transparency and trust by employees.
In 2025, where employment laws become more sophisticated and digital filing systems proliferate, compliance management that is structured is even more important.
Monthly Compliance Activities for HR Teams
Here’s a breakdown of statutory compliance responsibilities HR teams must address every month:
1. Provident Fund (PF) Contributions
- Due Date: 15th of every month
- HR must ensure that both employer and employee contributions are deposited to the Employees’ Provident Fund.
- Returns Filing: Monthly ECR filing is mandatory.
Partnering with a reliable PF & ESIC Consultant can automate this process and reduce human errors.
2. Employees’ State Insurance (ESIC) Contributions
- Due Date: 15th of every month
- Applicable for employees earning ₹21,000 or less per month.
- HR teams must ensure proper remittance of ESIC amounts.
3. Professional Tax
- Due Date: Varies by state (e.g., 20th of the month in Maharashtra)
- Applicable to both salaried and wage-earning employees.
4. Labour Welfare Fund Contributions
- Due Date: Monthly or half-yearly depending on the state
- Often overlooked, this fund promotes the welfare of employees through various schemes.
5. TDS on Salaries (Form 24Q)
- Due Date: 7th of every month
- HR must coordinate with finance to deduct and deposit TDS on salaries.
6. Salary Processing and Payslip Generation
- While not a statutory task, generating accurate salary slips with all deductions and benefits is necessary for transparency and audit-readiness.
These regular activities can be streamlined by availing company compliance services that offer payroll integration and statutory filing as part of their offering.
Annual Compliance Activities for HR Teams
In addition to the monthly duties, HR departments have to monitor various annual compliance duties. These need planning and being sensitive to deadlines.
1. Form 16 Issuance
- Due Date: On or before 15th June
- Must be issued to employees whose salaries are subject to TDS.
2. Income Tax Return Filing (TDS Returns – Form 24Q)
- Quarterly, with the last quarter usually due by 31st May.
- Must be prepared and filed accurately, with correct PAN and salary details.
3. Bonus Payments under the Payment of Bonus Act
- Due Date: Within 8 months from the close of the financial year.
- Eligible employees earning up to ₹21,000/month must receive a statutory bonus.
4. Shops and Establishments Act Renewal
- Due Date: Varies based on the state, usually annually or biennially.
- HR must ensure timely renewal of the registration under this Act.
5. Factory Compliance and Labour Law Audits
- HR and legal teams should coordinate to conduct periodic audits.
- Includes verification of registers, licenses, and wage disbursement practices.
Consulting with a compliance consultant or PAN India compliance agency can help ensure accurate assessments and recommendations to stay compliant.
6. Gratuity and Leave Encashment Review
- This involves annual assessments and fund provisioning.
- Gratuity becomes payable after 5 years of continuous service; reviewing liabilities helps financial planning.
7. Renewal of Insurance & Statutory Licenses
- Includes Professional Indemnity, Workmen Compensation Insurance, and related licenses.
- Non-renewal can lead to non-compliance penalties and legal risks.
Other Critical Annual Activities
Apart from statutory filings, HR also has to ensure the following:
- Sexual Harassment Compliance (PoSH): Annual filing of POSH report to the local district officer.
- CSR Compliance Reports (in coordination with finance and legal teams)
- Form A, Form B Registers Maintenance under applicable labour laws
- HR Policy Updates to align with revised regulations
Missed Topics by Most Organizations
Regarding a compliance calendar, most of the elements are usually overlooked, even when there is a maintained calendar thus resulting in surprise audits or penalties:
1. State-Specific Labour Law Changes
The rules relating to working hours, wage notifications, welfare contributions may vary with each state in India. Periodic monitoring as well as updating is necessary.
A local expert in statutory compliance will be able to provide solutions to such progressive changes.
2. Digital Signature Management
Filing returns has to be done annually using valid Class 2/3 Digital Signature Certificates. Filing may be stalled by missing renewals.
3. Exit Compliance
Complete and final settlement, relieving letters and modification of employee exit in statutory portals such as EPFO and ESIC is required; however, it is usually avoided.
4. Audit Preparedness
Most HR teams are interested in filings and not ready documentation. Registers like:
- Muster Roll
- Overtime Register
- Accident Register
must be maintained for audit purposes. The well-organized records can become the key in case of an unannounced labour inspection.
Tools & Strategies for Managing Statutory Compliance Calendars
To make sure that your HR team does not respond to deadlines frantically, it is recommendable to consider the following best practices:
Use Compliance Software
Such tools as GreytHR, Razorpay Payroll, or a specific program designed by compliance services providers may provide notices and automatic submission choices.
Outsource to a PAN India Compliance Agency
They enhance pan India regulatory experience, guarantee filings in multiple jurisdictions and provide bundled services such as payroll, PF/ESIC and labour.
Maintain a Shared HR Compliance Calendar
Your whole HR and accounting department will be one step ahead when having a Google Sheet or calendar with all essential dates synced with alerts.
Monthly Compliance Review Meetings
Put in place a compliance SPOC within the HR team to scan the monthly checklists and future renewals.
What to Look for in a Statutory Compliance Partner
When there is a shortage of HR capacity, it is a good idea to outsource to professionals. So this is what to expect:
- End-to-end statutory compliance services from onboarding to exits.
- Expertise in EPFO, ESIC, and Factory Act compliance.
- Automated payroll deductions integrated with compliance tools.
- Regular legal updates and state-wise rule tracking.
- Labour inspection handling and support during audits.
The good PF & ESIC Consultant will also lead you through employee grievance redressal mechanism and web based portals such as Shram Suvidha as well.
As labour laws change, digital compliance frameworks become a compliance requirement and organisations are establishing operations nationwide, the dynamic compliance calendar is necessary. Our HR teams are no longer managing people, but are principal frontline legal protectors of the business. With proper planning, timely action, and expert support from a PAN India compliance agency, you can protect your business from unnecessary risks.
FAQ’s
Missing deadlines can lead to fines, legal notices, and in some cases, imprisonment of directors. It also affects your organization’s credibility and rating during audits or funding rounds.
Yes. Even startups with less than 10 employees must comply with laws like TDS, GST, PF/ESIC (if applicable), and Shops & Establishments Act.
It’s mandatory if the company employs 20 or more people. However, companies with fewer employees can also register voluntarily.
Software can help with reminders and filings, but strategic interpretation of laws and local nuances often require a compliance consultant.
Some registers are updated monthly (like Muster Roll), others annually. A company compliance services provider can audit and guide you on this.
