The recent introduction of mobile-based OTP authentication for logging into EPFO and ESI portals has added a layer of security but created significant challenges for employers, particularly those managing multiple accounts or handling payroll outsourcing. Frequent OTP retrieval from registered mobile numbers, often belonging to clients, has become a time-consuming task, especially on the ESI portal, which requires separate logins for each state. Employers are encouraged to submit feedback to the government to streamline the process without compromising security.
At SGC Services, we understand the crucial role that secure portals play in managing payroll, compliance, and statutory obligations like Provident Fund (PF) and Employee State Insurance (ESI). The introduction of mobile-based OTP (One-Time Password) authentication by the EPFO and ESI portals is a welcome step to ensure data security. However, this additional layer of security has brought with it significant challenges for employers, particularly those handling multiple accounts and transactions on behalf of their clients.
In this blog, we’ll discuss these challenges in detail and urge employers and professionals to share their feedback with the government, so we can work together towards a more efficient system.
The Challenge of Multiple Logins
Both the EPFO and ESI portals now require employers to log in using a combination of username, password, CAPTCHA, and an OTP sent to the registered mobile number. While this approach enhances security, it can become an onerous task for employers who deal with numerous transactions and multiple challans each month.
On average, an employer handles 2-5 challans per account, and for each payment, an OTP must be received and entered. This repetitive process not only slows down the workflow but also creates frustration, especially when OTPs are sent to mobile numbers that may not be easily accessible, such as those belonging to clients in the case of outsourced payroll services.
What Employers Want – Employer Solutions: Streamlining Challan Payments and Enhancing Login Efficiency
Single Login for Multiple Payments:
- The portal should allow employers to make multiple challan payments with a single login session.
- Avoid the need to retrieve and enter an OTP for each individual transaction.
Extended Session Time:
- Increase the login session duration, so employers are not forced to log in repeatedly within short intervals.
Improved Efficiency:
- These changes would reduce frustration, save time, and streamline the payment process while maintaining security
As employers handling multiple challan payments, we need a more streamlined process. Ideally, the portal should allow us to make multiple challan payments with a single login session, without requiring us to log in and retrieve an OTP for each transaction. Additionally, we suggest increasing the session time for logins, so employers don’t have to log in repeatedly during short intervals. These changes would save time, reduce frustration, and make the process more efficient while maintaining security.
A Bigger Challenge for Outsourcing Companies
For companies like ours at SGC Services, where we handle payroll and compliance for a large number of clients, this OTP system becomes even more difficult. Managing multiple client accounts requires constant retrieval of OTPs from different mobile numbers registered with various accounts. These mobile numbers often belong to clients themselves, making it even harder to access OTPs promptly, and leading to unnecessary delays.
Moreover, the ESI portal has its own set of complexities. Unlike the EPFO, where one login can manage multiple branches or locations, the ESI portal requires separate logins for each state. This means that employers with operations across different regions have to log in multiple times, creating even more hurdles. As a result, many payroll professionals and HR teams are finding it increasingly difficult to complete their tasks efficiently.
Time for Feedback: Your Voice Matters
At SGC Services, we believe in streamlining operations for our clients while ensuring compliance with all statutory regulations. The current system, while secure, could be optimized to reduce the burden on employers and payroll service providers. We urge the government to consider simplifying the login process without compromising security, especially for those who manage multiple transactions and accounts.
We encourage our clients, partners, and all employers to submit their feedback to the EPFO and ESI authorities. By voicing your concerns and suggestions, you can help drive changes that will make these portals more user-friendly while maintaining the necessary security protocols.
How to Submit Your Feedback
You can easily provide your feedback or suggestions by visiting the following link: Submit Feedback to EPFO
Alternatively, you can write directly to the concerned department through the email options available on the EPFO and ESI websites.
The Road Ahead
Security is of utmost importance when it comes to handling sensitive employee data and statutory obligations. However, there is a pressing need to balance security with user convenience, especially in a digital age where efficiency is key to business success. By working together—employers, payroll service providers, and government bodies—we can create a system that is not only secure but also practical for daily use.
At SGC Services, we are committed to helping our clients navigate these challenges. We will continue to work closely with regulatory bodies to advocate for improvements in these systems. In the meantime, we encourage you to share your feedback and help bring about positive change.
Let’s work together to make compliance easier, without compromising security.
Note: OTP is yet to be introduced in the ESI portal, but pop-up notifications are already in place, adding another layer of complexity to the login process.
