Robotic Process Automation using UI Path for EPF Processing of Employees

The Need

The finance team of the client company need to generate an EPF challan with the details of employees and the amount to be credited to their EPF account every month as part of the payroll processing.
The finance team currently was using a manual process of creating an xml file for each location. This repetitive job was consuming considerable amount of finance team’s bandwidth every month. 

Our Solution

• Created a software bot using UI path which performs the following tasks performed by finance team.
• Collecting location wise employee data from the HR database. 
• The BOT will collect the data from the HR platform using the APIs.
• Create / update UAN  for new joiners. 
  • Using the UI interfacing activities of UI path , the data collected from the HR platform is entered into the EPFO portal to generate UAN number for new joiners who doesn’t have UAN number and update the company details for new joiners who already have UAN number.
• Create the ECR file in the defined format.
  • Filled the ECR file fields from the data retrieved from the HR portal and made the calculations based on joining date, number of days present etc.
  • Validated the ECR file generated for conformance which EPFO challan requirements using UI path data validation activity.
• Upload the ECR file in the EPF portal and generate the challan.
  • Using the UI interfacing activities of UI path , the ECR file generated is uploaded to the EPFO portal and generated the challan.
• Email notification to the finance team to make the payment.
  • Utilized the email activity of UI path to intimate the HR and Finance team the details of challan generated.
  • Email notification will be triggered if there is any discrepancy in the data available in HR platform or any error occurred in the process.

Tools & Technologies

• UI Path
• Zoho People

The BOT – Flow Diagram