Factory Act 1948: Karnataka HR Registers & Forms Guide
Master all 45 Factory Act HR registers and forms for Karnataka compliance in 2025. Get expert tips on filing, frequency, and avoiding penalties in this comprehensive guide.
Introduction: Your Roadmap to Factory Act Compliance
Ever had that sinking feeling when a factory inspector asks for your Form 11, and you’re unsure if it’s audit-ready? I’ve been there. With 20 years as an HR professional in Karnataka, I’ve turned compliance headaches into smooth audits by mastering the Factories Act, 1948, and Karnataka Factories Rules, 1969. These laws safeguard worker welfare, and HR’s role in maintaining registers and forms is critical. In 2025, with Karnataka’s digital push and the looming Occupational Safety, Health, and Working Conditions Code, 2020, this guide covers all 45 mandatory forms and registers, offering practical tips to keep you compliant. Let’s dive in!
Complete Guide to Factory Act Forms and Registers (Karnataka, 2025)
Below, we cover all 45 forms and registers in serial order, ensuring you’re equipped for audits and compliance.
1. Form No. 1 – Application for Permission to Construct, Extend or Take
Description: Requests approval to build or expand a factory, ensuring structural safety. It’s the first step for new or modified facilities in Karnataka. Please note that this form is available exclusively through the e‑Suraksha portal and must be filled out online. To ensure smooth processing and compliance, applicants must log in to the portal and complete the submission digitally, as offline or manual forms are not accepted
Filing: Submit with site plans, manager details, and fee receipt to the Chief Inspector via e-Suraksha. Verify details to avoid delays.
Compliance Frequency: File once before construction or extension; resubmit for major changes.
Legal Consequences: Non-compliance risks fines up to ₹100,000 (Factories Act, Section 92); ₹200,000 under OSH Code, 2020, if enforced.
2. Form No. 1A – Certificate of Stability
Description: Certifies a factory’s structural integrity, mandatory post-construction. Ensures safe working conditions.
Filing: Engage a certified engineer to complete; submit to the Inspectorate with construction details.
Compliance Frequency: Submit once after construction; update for structural changes.
Legal Consequences: Non-submission may lead to factory closure; fines up to ₹100,000 (Factories Act).
3. Form No. 1B – Application for Grant of Certificate of Competency
Description: Applies for engineer competency approval for factory operations. Ensures qualified personnel.
Filing: Include qualifications and experience; submit via e-Suraksha to the Inspectorate.
Compliance Frequency: As needed for new certifications.
Legal Consequences: Delays certification; fines up to ₹50,000 for non-compliance.
4. Form No. 1C – Application for Grant of Certificate of Competency
Description: Similar to Form 1B, for additional competency approvals. Supports specialized roles.
Filing: Provide detailed credentials and submit online with supporting documents.
Compliance Frequency: As required for new personnel.
Legal Consequences: Non-compliance risks operational delays; up to ₹50,000 fine.
5. Form No. 1D – Certificate of Competency
Description: Official certification for competent engineers, ensuring operational safety.
Filing: Issued by the Inspectorate post-Form 1B/1C approval; maintain as a record.
Compliance Frequency: Issued once; retain indefinitely.
Legal Consequences: Operating without certification incurs ₹50,000 fines.
6. Form No. 2 – Application for Registration and Grant of Licence
Description: Registers a factory for operations, a legal prerequisite. Includes manager and power details.
Filing: Submit with factory details and fees 15 days before starting via e-Suraksha. This form is digitally available on the Department of Factories’ e-Suraksha platform for ease of compliance.
Compliance Frequency: Annually for renewals; submit before operations begin.
Legal Consequences: Fines up to ₹100,000 or 7 years imprisonment; ₹200,000 under OSH Code.
7. Form No. 3 – Registration and Licence to Gospels of Grace to Work Factory
Description: Official license to operate, issued post-Form 2 approval.
Filing: Received from Inspectorate; display prominently at the factory gate.
Compliance Frequency: Renew annually; retain as a record.
Legal Consequences: Non-display risks ₹50,000 fine; operations halt possible.
8. Form No. 3A – Notice of Change of Manager
Description: Notifies manager changes to maintain accurate records.
Filing: Submit within 7 days of change with new manager details. This form also is digitally available on the Department of Factories’ e-Suraksha platform for ease of compliance.
Compliance Frequency: As needed for manager transitions.
Legal Consequences: Non-reporting incurs ₹50,000 fine.
9. Form No. 4 – Certificate of Fitness
Description: Certifies workers’ health for hazardous roles, ensuring safety.
Filing: Medical practitioner completes; file with HR records.
Compliance Frequency: Annually for relevant workers; update as needed.
Legal Consequences: Non-compliance risks ₹100,000 fine; ₹200,000 under OSH Code.
10. Form No. 5 – Humidity Register
Description: Tracks humidity in departments like textiles for worker comfort.
Filing: Record daily humidity readings; maintain in department.
Compliance Frequency: Daily updates; annual audits.
Legal Consequences: Fines up to ₹50,000 for non-maintenance.
11. Form No. 6 – Record of Lime-Washing, Painting, etc.
Description: Logs maintenance of walls and ceilings for hygiene.
Filing Record: dates and areas painted; file annually.
Compliance Frequency: Update after maintenance; annual submission.
Legal Consequences: Non-compliance incurs ₹50,000 fine.
12. Form No. 7 – Report of Examination of Pressure Vessel or Plant
Description: Ensures safety of pressure equipment through inspections.
Filing: Competent person completes; submit to Inspectorate.
Compliance Frequency: Every 12 months; or as specified.
Legal Consequences: Fines up to ₹100,000; equipment shutdown risk.
13. Form No. 8 – Register of Compensatory Holidays
Description: Tracks holidays given for working on rest days.
Filing: Log worker names and holiday dates weekly.
Compliance Frequency: Update weekly; audit annually.
Legal Consequences: Non-maintenance risks ₹50,000 fine.
14. Form No. 9 – Register of Overtime and Payment
Description: Records overtime hours and wages, ensuring compliance.
Filing: Log hours and payments daily; cross-check payroll.
Compliance Frequency: Daily updates; quarterly audits.
Legal Consequences: Fines up to ₹100,000; ₹200,000 under OSH Code.
15. Form No. 10 – Notice of Periods of Work for Adult Workers
Description: Displays adult work schedules for transparency.
Filing: Post at factory gate; update for shift changes.
Compliance Frequency: Weekly or as shifts change.
Legal Consequences: Non-display risks ₹50,000 fine.
16. Form No. 11 – Register of Adult Workers
Description: Tracks adult worker details (name, role, shifts). Vital for audits.
Filing: Update daily with ID-verified data via HRMS.
Compliance Frequency: Daily; monthly audits.
Legal Consequences: Fines up to ₹100,000 or 7 years; ₹200,000 under OSH.
17. Form No. 12 – Notice of Periods of Work for Child Workers
Description: Displays child worker schedules (if applicable, rare in Karnataka).
Filing: Post at factory; update for changes.
Compliance Frequency: As needed; annual checks.
Legal Consequences: Non-compliance risks ₹100,000 fine.
18. Form No. 13 – Register of Child Workers
Description: Tracks child worker details (if applicable).
Filing: Record names, hours; maintain cautiously.
Compliance Frequency: Daily; rare usage.
Legal Consequences: Fines up to ₹100,000 for violations.
19. Form No. 14 – Register of Leave with Wages
Description: Tracks leave balances and wages paid.
Filing: Update leave taken and wages monthly; align with payroll.
Compliance Frequency: Monthly updates; annual audit.
Legal Consequences: Non-maintenance risks ₹100,000 fine.
20. Form No. 15 – Leave Book
Description: Individual worker’s leave record, mirrors Form 14.
Filing: Issue to workers; update leave taken.
Compliance Frequency: Monthly; retain annually.
Legal Consequences: Non-compliance incurs ₹50,000 fine.
21. Form No. 16 – Health Register
Description: Monitors worker health for hazardous roles.
Filing: Record medical check-ups; maintain with Form 4.
Compliance Frequency: Annually or per role requirement.
Legal Consequences: Fines up to ₹100,000.
22. Form No. 17 – Notice of Dangerous Occurrence
Description: Reports hazardous incidents without injury.
Filing: Submit within 7 days to Inspectorate.
Compliance Frequency: As incidents occur.
Legal Consequences: Non-reporting risks ₹100,000 fine.
23. Form No. 18 – Notice of Poisoning or Disease
Description: Reports occupational diseases or poisonings.
Filing: Notify Inspectorate immediately; include medical details.
Compliance Frequency: As cases arise.
Legal Consequences: Fines up to ₹100,000; ₹200,000 under OSH.
24. Form No. 19 – Abstract of Factories Act
Description: Displays Act and Rules for worker awareness.
Filing: Display at factory gate; update annually.
Compliance Frequency: Annual updates.
Legal Consequences: Non-display risks ₹50,000 fine.
25. Form No. 20 – Combined Annual Return
Description: Summarizes factory operations and compliance.
Filing: Submit by February 1 via e-Suraksha; use Form 11 data.
Compliance Frequency: Annually.
Legal Consequences: Non-submission fines up to ₹100,000.
26. Form No. 21 – Half-Yearly Return
Description: Reports mid-year compliance data.
Filing: Submit by July 15 with safety and worker stats.
Compliance Frequency: Half-yearly.
Legal Consequences: Fines up to ₹50,000.
27. Form No. 22 – Muster Roll cum Register of Wages
Description: Tracks attendance and wage payments.
Filing: Update daily; align with payroll weekly.
Compliance Frequency: Daily; monthly audits.
Legal Consequences: Fines up to ₹100,000; ₹200,000 under OSH.
28. Form No. 23 – Register of Accidents and Dangerous Occurrences
Description: Logs workplace injuries and hazards.
Filing: Record incidents immediately; submit monthly.
Compliance Frequency: As incidents occur; monthly reports.
Legal Consequences: Non-reporting risks ₹200,000 fine.
29. Form No. 24 – Special Certificate of Fitness
Description: Additional health certification for specific roles.
Filing: Medical practitioner completes; file with Form 4.
Compliance Frequency: As needed.
Legal Consequences: Fines up to ₹50,000.
30. Form No. 25 – Form of Nomination
Description: Records worker’s nominee for benefits.
Filing: Collect worker’s nominee details; update as needed.
Compliance Frequency: On hire; annual review.
Legal Consequences: Non-maintenance risks ₹50,000 fine.
31. Form No. 26 – Register of Fees for Certificates or Medical Examinations
Description: Tracks fees for medical certificates.
Filing: Log fees paid; maintain annually.
Compliance Frequency: As certificates issued.
Legal Consequences: Fines up to ₹50,000.
32. Form No. 27 – Certifying Surgeon’s Visit Note
Description: Documents surgeon’s inspection visits.
Filing: Surgeon completes; file with health records.
Compliance Frequency: As visits occur.
Legal Consequences: Non-recording risks ₹50,000 fine.
33. Form No. 28 – Register of Exemption
Description: Lists exemptions from Act provisions.
Filing: Record approved exemptions; update annually.
Compliance Frequency: As granted; annual audit.
Legal Consequences: Fines up to ₹50,000.
34. Form No. 29 – Particulars of Rooms in the Factory
Description: Details room dimensions and ventilation.
Filing: Update for new rooms; audit annually.
Compliance Frequency: Annual updates.
Legal Consequences: Non-compliance risks ₹50,000 fine.
35. Form No. 30 – Competency Record of Male Adult Worker
Description: Certifies male workers for hoist/lift tasks.
Filing: Record training and certifications.
Compliance Frequency: As needed; on hire.
Legal Consequences: Fines up to ₹100,000.
36. Form No. 31 – Prescribed Report – Examination of Hoist or Lift
Description: Ensures hoist/lift safety through inspections.
Filing: Competent person submits to Inspectorate.
Compliance Frequency: Every 6 months.
Legal Consequences: Non-compliance risks ₹100,000 fine.
37. Form No. 32 – Prescribed Report – Examination of Cranes
Description: Verifies crane safety via inspections.
Filing: Submit inspection reports to Inspectorate.
Compliance Frequency: Annually or per schedule.
Legal Consequences: Fines up to ₹100,000.
38. Form No. 33 – Register of Tight Fitting Clothing
Description: Tracks clothing for specific roles.
Filing: Log clothing issued; update annually.
Compliance Frequency: As issued; annual audit.
Legal Consequences: Non-maintenance risks ₹50,000 fine.
39. Form No. 34 – Register of Water-Sealed Gas Holders
Description: Monitors gas holder safety.
Filing: Record inspections; maintain annually.
Compliance Frequency: Annual updates.
Legal Consequences: Fines up to ₹100,000.
40. Form No. 35 – Report of Examination of Water-Sealed Gasholder
Description: Submits gas holder inspection results.
Filing: Competent person completes; submit annually.
Compliance Frequency: Annually.
Legal Consequences: Non-submission risks ₹100,000 fine.
41. Form No. 37 – Certificate of Fitness
Description: Duplicate fitness certificate for workers.
Filing: Medical practitioner issues; file with Form 4.
Compliance Frequency: As needed.
Legal Consequences: Fines up to ₹50,000.
42. Form No. 38 – Health Register
Description: Tracks worker health for hazardous roles.
Filing: Update with medical check-ups annually.
Compliance Frequency: Annual updates.
Legal Consequences: Non-maintenance risks ₹100,000 fine.
43. Form No. 39 – Record of Eye Examination
Description: Logs eye tests for relevant workers.
Filing: Record test results; update annually.
Compliance Frequency: Annually or per role.
Legal Consequences: Fines up to ₹50,000.
44. Form No. 40 – Sickness, Absenteeism Register
Description: Tracks worker absences due to illness.
Filing: Log absences daily; audit monthly.
Compliance Frequency: Daily updates; monthly review.
Legal Consequences: Non-maintenance risks ₹50,000 fine.
45. Combined Application Form for Required Clearance from Departments
Description: Consolidates clearance requests.
Filing: Submit via e-Suraksha with factory details.
Compliance Frequency: As needed for clearances.
Legal Consequences: Non-compliance risks delays; ₹50,000 fine.
HR’s Role and Digital Tools for Compliance
The HR Role in Factory Act Compliance
HR professionals are the backbone of Factory Act compliance, ensuring all 45 forms and registers are accurate and audit-ready. They oversee worker data (Form 11, Form 22), safety records (Form 23), and timely submissions (Form 20, Form 21). In my 20 years in HR, I’ve found that training supervisors to log data (e.g., Form 9 overtime) cuts errors by 30%. HR also liaises with inspectors, preventing penalties through proactive audits.
Maintaining Forms Digitally with HRIS Software
Digital tools like Greythr and PulseHRM streamline compliance by automating Form 11, Form 14, and Form 22 updates. These HRIS platforms integrate payroll, attendance, and leave data, reducing manual errors. In one factory, I implemented Keka HR to digitize Form 23, saving hours during audits. Cloud-based backups ensure data security and accessibility.
Resources from the Department of Factories
Karnataka’s Department of Factories, Boilers, Industrial Safety & Health offers downloadable templates for Forms 1, 2, 20, 21, and 19 via the e-Suraksha portal. These resources simplify compliance with clear instructions. The portal also provides updates & amendments, ensuring HR stays informed. Always verify downloaded forms against official guidelines.
Conclusion: Stay Audit-Ready in 2025
Navigating all 45 Factory Act forms and registers in Karnataka is a big task, but it’s achievable with diligence. From Form 11’s daily worker updates to Form 20’s annual returns, each plays a role in compliance. My 20 years in HR taught me that tools like PulseHRM ,greytHR, and Karnataka’s e-Suraksha portal make this easier. As the OSH Code, 2020, looms, staying proactive is key. What’s your biggest compliance challenge? Start with one form this week—say, Form 11—and share your progress in the comments!
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FAQs: Factory Act HR Registers & Forms 2025
What are the mandatory HR registers under the Factory Act in Karnataka for 2025?
Key registers include Form 11 (Adult Workers), Form 14 (Leave with Wages), Form 22 (Muster Roll cum Wages), and Form 23 (Accidents). All 45 forms/registers listed in this guide are mandatory, depending on factory operations.
How can HRIS software help with Factory Act compliance in Karnataka?
HRIS tools like Greythr, PulseHRM, and Keka automate updates for Form 11, Form 22, and Form 14, reducing errors. They integrate payroll and attendance, ensuring audit-ready records.
Where can I find Factory Act forms for Karnataka compliance?
Download Forms 1, 2, 20, 21, and 19 from the e-Suraksha portal. Check for 2025 updates to ensure accuracy.
What are the penalties for non-compliance with Factory Act registers?
Fines range from ₹50,000 to ₹100,000 under the Factories Act, 1948, with up to ₹200,000 under the OSH Code, 2020, for serious violations like missing Form 11 or Form 23.
How often must Form 20 and Form 21 be filed in Karnataka?
Form 20 (Annual Return) is due by February 1, and Form 21 (Half-Yearly Return) by July 15, both via e-Suraksha.
Can women work night shifts under Karnataka Factory Act 2025 rules?
Yes, per the 2023 Amendment, women can work 7 PM–6 AM with safety measures like CCTV and complaint mechanisms.
What is the role of HR in maintaining Factory Act registers in Karnataka?
HR ensures accurate, timely updates for forms like Form 11 and Form 22, conducts audits, and trains staff to prevent penalties, fostering compliance and worker welfare.
How does the e-Suraksha portal aid Factory Act compliance in 2025?
The e-Suraksha portal offers downloadable Forms 1, 2, 20, and 21, streamlines submissions, and provides updates on Karnataka’s 2025 Factory Act amendments.
Why is Form 9 (Overtime Register) critical for Karnataka factories?
Form 9 tracks overtime hours and payments, ensuring compliance with Karnataka’s 50-hour quarterly limit, avoiding ₹100,000 fines under the Factories Act.
Can Form 23 (Accidents Register) be maintained digitally in Karnataka?
Yes, HRIS tools like Keka or Greythr digitize Form 23, enabling instant updates and audit-ready records, compliant with Karnataka’s digital push.
What happens if Form 14 (Leave with Wages) is not updated regularly?
Non-maintenance risks ₹100,000 fines under the Factories Act, disrupting leave tracking and potentially escalating to ₹200,000 under the OSH Code, 2020.
How often should Form 7 (Pressure Vessel Report) be submitted in Karnataka?
Form 7 must be filed annually by a competent person to ensure equipment safety, with non-compliance risking ₹100,000 fines or equipment shutdown.
Are child workers allowed under Karnataka Factory Act 2025 rules?
Child workers are rare; if employed, Form 13 must track details, with violations incurring ₹100,000 fines for non-compliance with strict regulations.
What is the four-day workweek impact on Factory Act forms in Karnataka?
The 2023 amendment allows 12-hour shifts, requiring Form 11 and Form 10 updates to reflect new schedules, ensuring compliance with 48-hour weekly limits.
How can HR prepare for Factory Act audits in Karnataka 2025?
Conduct quarterly audits of Forms 11, 20, and 23, use HRIS for accuracy, and verify e-Suraksha submissions to avoid ₹50,000–₹200,000 penalties.
What are the benefits of using HRIS for Factory Act compliance?
HRIS platforms like PulseHRM automate Form 11, 14, and 22 updates, reduce errors, ensure data security, and save time during Karnataka audits.