If you're an employer in Nepal wondering how to get started with Social Security Fund (SSF) registration, you're in the right place. Whether you’re running a small startup or a growing organization, registering for SSF is now a legal requirement. It helps secure your team’s future with benefits like medical care, pension, maternity, and accident coverage.
Let’s begin by understanding what the Social Security Fund actually is and why it matters.
What is SSF?
The Social Security Fund (SSF) in Nepal was established under the Contribution-Based Social Security Act, 2074 (2017). It’s a government initiative designed to offer long-term protection to employees through insurance-based programs funded by monthly contributions from both employers and employees.
Why Is SSF Registration Mandatory?
According to the Nepal Gazette (published on 12th November 2018), all employers must register with the SSF within six months of the publication date. This mandate applies to various organizations, including private companies, NGOs, INGOs, government institutions, factories, and any entity with at least one employee.
Failure to comply with SSF registration or contributions can lead to:
- Penalties or legal actions from the Department of Labour
- Ineligibility for future government incentives or clearances
- Complications during audits or company evaluations
Benefits of SSF Registration for Employers and Employees
Registering with the Social Security Fund isn’t just about legal compliance — it’s also a smart move for long-term stability and employee satisfaction. Here’s what both employers and employees gain from joining the SSF system.
For Employers
- Legal Compliance Made Easy: Meet labor law requirements and avoid penalties or future disputes.
- Attractive Employment Package: Offering SSF benefits makes your company more appealing to potential hires.
- Tax Deduction on Contributions: Contributions made to the SSF are tax-deductible expenses for the business.
- Reduced Risk in Emergencies: In case of employee medical emergencies or accidents, the SSF provides financial support — reducing the financial burden on your company.
For Employees
- Medical Treatment Plan: Access to treatment expenses up to a certain limit when hospitalized or injured.
- Accident and Disability Coverage: Financial support in the case of work-related accidents or permanent disability.
- Maternity Protection: Paid leave and maternity-related financial coverage for female employees.
- Old-Age Pension: After retirement, employees receive monthly pension benefits based on contribution history.
- Dependents’ Support: If a contributor passes away, their dependents receive monthly benefits.
Step-by-Step SSF Registration Process in Nepal
Registering for the Social Security Fund might seem like a bureaucratic hassle, but it's actually a pretty straightforward process if you have the right documents ready. Here's a detailed breakdown for both employers and employees.
A. Employer Registration
- Visit the Official SSF Portal
Go to the official website and click on the Employer Registration section. - Create an Employer Account
Fill in your company details such as:- Company name (as registered)
- PAN number
- Address
- Contact person info
- Upload Required Documents
You’ll need to upload scanned copies of:- Company registration certificate (OCR)
- PAN/VAT certificate
- Application letter to SSF (on company letterhead)
- Details of the employer/authorized representative
Pro tip: Maintain a spreadsheet of all employee details so you can upload them in bulk (CSV upload option may be available for larger teams).
4. Submit and Wait for Approval
Once submitted, you’ll receive your SSF Employer Code — usually within 2 to 5 working days.
Final SSF Registration Checklist for Employers
- Company Registration Certificate (OCR)
- PAN/VAT Certificate
- Authorization/Application Letter (on company letterhead)
- Employer’s ID (citizenship/passport)
- Employee details ready (including scanned documents & photos)
- Active bank account for monthly deposits
B. Employee Registration
Once your business is registered, the next step is to add your team to the SSF system.
- Log in to the SSF Portal
Use your employer credentials and access the dashboard. - Register Each Employee
You’ll need to enter:- Full name
- Date of birth
- Citizenship number or passport (for foreign nationals)
- PAN number (if available)
- Contact details
- Job title and salary details
- Upload Documents for Each Employee
- Copy of citizenship/passport
- Passport-sized photo
- Assign SSF Number
Each employee will be issued an SSF number — their unique ID to access benefits and track contributions.
Note: All new employees must be registered within 3 months of joining the company.
SSF Contribution Rates for Employers and Employees
All registered employers are required to contribute a portion of their employees’ basic salaries to the Social Security Fund (SSF) every month. This law replaces traditional systems like Provident Fund (EPF) and gratuity schemes, bringing everything under one unified framework for worker welfare.
how the contribution is calculated:
Total Monthly Contribution: 31% of Basic Salary
Contributor | Percentage | Description
Employer | 20% | Paid by the company
Employee | 11% | Deducted from employee’s basic salary
Total | 31% | Transferred monthly to the SSF system
Breakdown of 20% Employer Contribution:
- 1% – Medical Treatment, Health & Maternity Protection
- 1.40% – Accident & Disability Protection
- 0.27% – Dependent Family Protection
- 17.33% – Old Age Protection (Pension Fund)
Breakdown of 11% Employee Contribution:
- Entire 11% goes toward Old Age Protection
Payment Due Date:
Contributions must be deposited on or before the 15th of every month.
After deposit, make sure to upload the bank voucher or transaction confirmation in the SSF portal for proper tracking.
How to Submit Monthly SSF Contributions Online
Once you're registered and actively contributing, your monthly responsibility as an employer is to deposit the correct amount and update the SSF portal. Here's how to do that step-by-step.
Step 1: Log in to the SSF Employer Portal
Go to the official website and log in with your employer credentials.
Step 2: Generate Monthly Contribution Sheet
- Go to the Contribution tab in your dashboard.
- Select the relevant fiscal month and employee list.
- The system will auto-calculate the total amount (31%) based on each employee’s basic salary.
Step 3: Deposit the Amount to SSF Bank Account
You can deposit the amount through:
- ConnectIPS
- Online banking (e.g., Nabil, Global IME, etc.)
- Direct bank deposit to SSF’s designated account
Once paid, you’ll receive a voucher or confirmation slip.
Step 4: Upload the Payment Voucher
Back in the SSF portal:
- Upload the scanned copy of the bank voucher or ConnectIPS confirmation.
- Submit for verification.
Your contribution status will be marked as “Paid” once verified.
Repeat Every Month
This process needs to be done before the 15th of every Nepali month to avoid late fees or benefit disruptions.
Common Challenges and How to Avoid Mistakes During SSF Registration
While the SSF registration process is fairly simple, there are a few issues that often trip up first-time registrants. Here’s what to watch out for and how to stay ahead of problems.
1. Submitting Incomplete Documents
Problem: Missing or unclear scans of certificates, citizenship copies, or authorization letters.
Fix: Double-check the document checklist and ensure all files are clear, signed, and properly labeled.
2. Using an Incorrect PAN or Employer Info
Problem: PAN mismatch or errors in company name/spelling can delay approval.
Fix: Cross-check your PAN and company details with your OCR and IRD records before submission.
3. Delays in Adding Employees
Problem: Some employers forget to register employees within 3 months of hiring.
Fix: Add new employees to the SSF portal as soon as they join your team — set a reminder in your HR process.
4. Missing Monthly Contributions
Problem: Failing to deposit monthly payments on time leads to penalties and suspended benefits.
Fix: Set a recurring calendar reminder for the 10th–12th of each month to ensure on-time deposits and uploads.
5. No Proof of Payment Upload
Problem: Even after paying, if you don’t upload the payment slip, your contribution won’t be verified.
Fix: Always upload your voucher/receipt and check that your status says “Paid” on the dashboard.
How to Access SSF Benefits After Registration
Once you're registered and actively contributing, both employers and employees can take advantage of the Social Security Fund’s various benefit schemes. Here’s how it works after you’ve started regular monthly contributions.
Eligibility to Claim Benefits
To access most SSF benefits, the employee must have:
- At least 6 months of continuous contribution for medical and maternity coverage
- At least 12 months of contribution for pension-related benefits
- Ongoing contributions with no missed payments
Statutory Obligations Under the Social Security Act Nepal
The Social Security Act, 2017 unequivocally mandates SSF enrollment for all employers and employees in Nepal. Key provisions include:
- Mandatory Registration: Employers must register with the Social Security Fund Nepal and enroll employees within three months of establishing an employment relationship.
- Expired Transition Period: The initial transition period for registration expired on 12th November 2018, making SSF compliance legally binding for all applicable entities.
- Universal Applicability: The requirement applies to all sectors, including private companies, NGOs, financial institutions, and foreign nationals working in Nepal, with no exemptions based on workforce size or industry.
The Act’s provisions were reinforced by Sections 52–56 of the Labor Act, 2017, which integrate SSF into Nepal’s constitutional framework for worker rights (Article 34).
Phasing Out of Traditional EPF and Gratuity Systems
The SSF framework systematically replaces standalone provident fund (EPF) and gratuity systems:
- Contribution Migration: Employers must transfer existing EPF and gratuity balances to the SSF once integration becomes applicable to their sector.
- Prohibited Dual Systems: While voluntary contributions to other retirement funds (e.g., CIT) are permitted, employers cannot maintain parallel EPF/gratuity systems instead of SSF compliance.
- Operational Guidelines: The 2018 Operational Guideline for Formal Sector Workers and subsequent updates explicitly prohibit employers from opting out of SSF after the transition period.
SSF Penalties for Non-compliance
Entities failing to adhere to Social Security Fund Nepal requirements face:
- Legal fines and business operation restrictions.
- Liability for unpaid contributions plus 12% annual interest.
- Invalidation of tax clearance certificates and corporate registration renewals until compliance is achieved.
Transitional Provisions Misinterpretation
Some stakeholders reference transitional clauses allowing temporary use of EPF during SSF’s rollout phase. For example:
- Labor Act, 2017 Section 57: Permitted continued EPF/gratuity management only until SSF integration commenced for specific sectors.
- SSF Operational Guidelines (2018): Allowed alternative retirement funds during technical implementation delays but required full migration afterward.
- However, these provisions expired with the 12th November 2018 deadline, after which all employers must use SSF exclusively for provident fund and gratuity contributions.
Claims advocating for EPF/gratuity continuation often cite:
- Sector-Specific Misunderstandings: Misinterpretations of exemptions for banking/financial sectors, despite Supreme Court rulings mandating their inclusion.
- Voluntary Contribution Confusion: While voluntary additional contributions to EPF/CIT are permissible, they cannot substitute mandatory SSF contributions.
SSF for Temporary, Contract, and Wage-based employees working in Government Bodies
Temporary, contract, and wage-based employees working in government bodies will also be entitled to the benefits of the Social Security Fund. The Ministry of Labour, Employment, and Social Security implemented this provision by publishing a notice in the Gazette on the first day of the Nepali New Year 2082.
According to this decision, the scheme will be applicable to employees working in bodies, institutions, boards, corporations, authorities, and organizations that are fully or partially owned by the Government of Nepal, provincial governments, or local levels. For employees who wish to be enlisted and participate in this scheme, at least 60% of their current salary will be considered as the basic salary. Based on that basic salary, the employer will contribute 20% and the employee themselves will contribute 11%.
FAQs About SSF Registration
1. How long does SSF registration take?
Usually between 2 to 5 working days, if all documents are complete.
2. Can I register a company with just one employee?
Yes, SSF registration is mandatory even for companies with a single employee.
3. What happens if I miss a monthly contribution?
Late payment may result in penalties, and employees may temporarily lose access to benefits.
4. Can foreign employees be added to SSF?
Yes, as long as they have a valid work permit and are on payroll.
5. Is SSF the same as Provident Fund (PF)?
No. SSF is a consolidated program that covers PF, gratuity, accident insurance, medical, maternity, and pension — all under one umbrella.
6. Do I need to submit a physical copy after online registration?
No, the entire process is online. Keep your documents safe in case verification is needed later.
Final Thoughts
Registering your company with the Social Security Fund is more than just checking a compliance box — it’s about protecting your team and creating long-term stability for your business. With this guide, you now have everything you need to get started confidently and avoid the common mistakes most people make.
If you need assistance with SSF registration, document preparation, or monthly contribution filing — feel free to reach out.
Estartup Nepal helps businesses in Nepal get it done right the first time.