Fortax Hr Compliance Calendar

HR compliance calendar

Needs Python 3 and internet: runs scripts/fortax.py (the Fortax engine on ai.fortax.in; your file is processed and not stored).

Registration ends and obligation begins. fortax-payroll-registrations gets the codes; this skill turns each code into a live calendar, and keeps the registers and records the labour laws require to exist whether or not anyone asks for them. Every due date, frequency, rate, fee, penalty and retention period here is looked up, per period, per state. Run python3 scripts/fortax.py kb "ESI half-yearly return due date" --topics pf,esi first and quote its source and captured date; where the reply is weak or none, or the fact is stale, read the portal or the state notification, and say the age of the data before the CA acts on it. The obligations below are real and their sequence is stable; their dates are not, and several are state law.

Step 1 — scope the client

From the client's own records take the PF code, ESI code, TAN, PT registration and enrolment numbers, the shops or factory licence, the states and cities with employees, and the headcount. One calendar per registration, not per client: employees in three states means three PT lines and possibly three shops and establishment lines. Confirm what is actually applicable — some Acts bite only above a headcount, some only on a scheduled employment, some not at all in a given state — so look up each trigger and never assume. Confirm too whether a contractor's workers are on site: contract labour brings its own registration, registers and returns onto the principal employer.

Step 2 — the recurring filings

The cycle column is the usual pattern, to be confirmed for the period and the state. And where the Labour Codes have been brought into force for a state or a subject, they replace or restate several of these — check the commencement position before rebuilding a calendar on the old Acts, and record it.

Step 3 — registers and records

These exist to be produced on an inspection. A register not maintained is a default even if every challan was paid on time. Confirm the prescribed form and retention period for the state before naming either.

Many states now permit combined registers and electronic maintenance under simplification rules; where the client wants that, read that state's notification before agreeing it covers a register.

Step 4 — display and standing duties

Distinct from filing — these must be visible or in place continuously, and inspectors look for them. The registration and licence certificates displayed at the premises; abstracts of the applicable Acts and the notice of wage period, wage rates, working hours, weekly holiday and the inspector's name, in the language the state prescribes; the PF and ESI code numbers where the rules require them, with the ESI dispensary details; an internal committee constituted and named where the POSH Act's trigger is met; nominations collected for PF, gratuity and ESI dependants, since a missing one surfaces at the worst possible moment; and notices of the weekly closing and of leave where the state prescribes.

Step 5 — build the calendar and keep it alive

1. Write <date>_HR_compliance_calendar_<client>_<FY>.xlsx in the client's payroll folder: one row per obligation, with the registration it belongs to, the state, the cycle, the form, the portal, the owner at the firm, the due date, days left (a formula), and a source and date-checked column on every date. No date without a source.
2. If the firm keeps a compliance tracker, calendar app or practice-management tool, prepare the rows in the format it imports (CSV is usually safest) and show the CA exactly what will be created. The CA adds them, or tells you to, after a clear yes. Anything not in the firm's tracker will not be chased.
3. Where the firm's tracker and this calendar disagree, that is a defect: find which is stale before anyone messages a client.
4. Re-verify at the start of each FY and whenever a notification lands. Use fortax-deep-research for what changed, then update the calendar, say what moved, and minute the annual registers-and-displays audit in the same file with what was seen and what is missing.
5. The annual sweep, in one pass: 24Q Q4 filed and Form 16 issued; the PF annual position closed and all exits marked; the ESI half-yearly return where applicable; the PT annual return and enrolment renewal per state; bonus paid and its annual return filed; the shops or factory renewal done; gratuity, bonus and leave provisions from fortax-gratuity-bonus-leave tied into the accounts; the POSH annual report where due; every register written up to the last day.

Hand over

Calendar and audit notes to the client's payroll folder for the FY (for example <Client>/<FY 2026-27>/Payroll/), dated. Registers and raw client records stay where the client keeps them and are never renamed or deleted. Employee-level data stays in the client folder — a reminder message (drafted for the CA to send, see fortax-client-comms) carries the obligation, the period and the file name, never a name, a salary or a bank detail.

• Which registrations are live, which Acts apply, and the calendar rows created for each.
• What is missing today — registers not maintained, nominations not collected, displays absent, returns not filed for past periods — and the exposure on each.
• Check before filing: every date carries a source and a date checked; state obligations read for each state separately, this session; the Labour Codes commencement position checked; registers and nominations verified as existing, not assumed; rows ready for the firm's tracker; nothing submitted, paid or sent without the CA's explicit yes.