Let’s face it—HR compliance isn’t something you can leave on autopilot. With laws changing often and inspections getting stricter, generating monthly HR compliance reports isn’t just a formality anymore. It helps protect your company from penalties, builds employee confidence, and keeps you ready for audits at any time.
Each month comes with its own set of deadlines and paperwork. If you’re still managing everything with last-minute notes or just trying to remember what’s due, it might be time for a change. These reports don’t just organise your tasks—they show that your HR team takes compliance seriously and stays on top of responsibilities.
So, what exactly should your HR team report every month? Below are the key reports that should always be on your checklist.
The Provident Fund (PF) and Employee State Insurance (ESI) contributions aren’t just routine—they’re legally mandated. Each month, both employee and employer contributions must be calculated and deposited into the respective accounts. But the job doesn’t end there.
A monthly PF/ESI report helps HR verify that the contributions are accurate, deductions are consistent, and UANs are correctly mapped. These reports also act as backup when reconciling payroll data or responding to government inspections. Miss the PF deadline (usually the 15th of the following month), and you could face interest or damages. So, consider this a high-priority task on your compliance checklist.
In states where professional tax (PT) and Labour Welfare Fund (LWF) are applicable, monthly monitoring is a must. While PT returns are generally submitted monthly, LWF may be filed half-yearly or annually—but it still needs regular internal tracking.
Why? Because skipping even one monthly PT deduction could throw off your filings or raise red flags during audits. Generating monthly summaries helps HR verify that all regional mandates are met, especially for companies operating in multiple states. A little diligence here can go a long way in avoiding compliance gaps.
Sure, salary slips are shared with employees. But internally, HR must maintain a complete monthly wage register that includes gross salary, deductions, and net pay for every employee. This isn’t just best practice—it’s a legal requirement under labour laws like the Payment of Wages Act and Minimum Wages Act.
Digital tools can help, but don’t assume automation is foolproof. A thorough monthly review ensures that anomalies (such as miscalculations or unapproved deductions) don’t get carried forward. Also, during labour inspections, wage registers are among the first documents requested. So, keeping them accurate and up-to-date isn’t optional—it’s strategic.
Every company has leave policies, but without proper records, enforcing them is nearly impossible. That’s where monthly HR compliance reports on leave and attendance come into play. These reports log employee hours, absenteeism, late marks, and paid leaves—creating a transparent system that protects both employer and employee rights.
Additionally, when employees apply for maternity leave, earned leave encashment, or face disciplinary action, this data becomes essential. It also helps HR maintain compliance with various state-specific Shops and Establishments Acts or the Factories Act, which often mandate minimum working hours and rest periods.
Think of a monthly compliance checklist as your team’s early warning system. It outlines every statutory filing, deadline, and documentation requirement for the month—helping you stay ahead, not just afloat. Combine this with a statutory tracker to monitor ongoing tasks, like license renewals or inspection readiness.
With so many moving parts in HR compliance, these two reports create structure and accountability. They ensure that even if a team member is on leave or transitions out, critical filings don’t fall through the cracks.
Inconsistent reporting or missed filings often point to deeper issues—either in your system or your process. Monthly HR compliance reports do more than just tick boxes; they offer visibility, prevent last-minute scrambles, and build trust across the organisation. They’re your most reliable tool to avoid both short-term stress and long-term legal risks.
If keeping up with these reports feels like a constant chase, you’re not alone. Many organisations choose to partner with experts like Team Management Services (TMS), who support businesses across India in managing and tracking their statutory obligations. From PF and ESI to state-specific filings, having a compliance partner means nothing gets overlooked. With the right support, your HR team can stay proactive and inspection-ready—month after month.
Want to know how they can help your business? Explore their compliance support services here.
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