Rule 21. Maintenance and production of reports, registers and other records under sub-section (1) of Section 33

Every employer shall:-

(a) Maintain register of workers, wages, overtime, fine, deduction for damage or loss in Form – VIII electronically or by registered post or speed post and shall be kept available at the office or the nearest convenient building within the precincts of the establishment;

(b) In case of manual registers and other records, be legibly entered in ink in English and Hindi or the language understood by a majority of the persons employed;

(c) Be preserved in original for a period of one calendar year after the date of the last report or entry;

Provided that when the original record is lost or destroyed before the expiry of one year period, true copies thereof, if available, shall be preserved for the prescribed period;

(d) Be produced, electronically or by registered post, on demand before the Chief Inspector-cum-Facilitator or an Inspector-Cum-Facilitator or any person authorized in that behalf of the State Government.

(1) Display of Notice Board: Every employer shall cause to display at a conspicuous place of the workplace of the establishment under his control, notice showing the name and address of the establishment, hours of work, wage period, date of payment of such wages, details of accident and dangerous occurrence in the establishment for the last five years, name and address of the Inspector-Cum-Facilitator having jurisdiction to such establishment and date of payment of unpaid wages to such workers in English, Hindi and in the Local Language understood by the majority of the workers.

(2) Return: Every employer of an establishment shall send annually a return relating to such establishment in duplicate in Form – IX to the Inspector-Cum-Facilitator having jurisdiction so as to reach him not later than 1st February following the end of each calendar year with a copy to the Director General, Labour Bureau, Government of India electronically or otherwise.

(3) Register of accident and dangerous occurrences: The registers of accident and dangerous occurrences required by sub-clause (v) of clause (a) of Section 33 of the Code shall be maintained in Form – X.

(4) Register of leave with wages under clause (a) of Section 33:-

(a) The owner, agent or manager of every establishment shall maintain in respect of every employee thereof a record of leave with wages electronically or manually in Form – XI.

(b) The register mentioned in sub- rule (5) (a) shall be preserved for a period of two years after the last entry in them has been made and shall not be destroyed even after the expiry of that period unless it has been properly transferred to the new register.