Vacancy Reporting explained: this guide covers what it means, who it applies to, the step-by-step process, documents required, fees, due dates and penalties in India — so you can stay compliant with confidence and avoid costly mistakes.
Rule 29 of the Social Security (Bihar) Rules, 2026 is the whole of Chapter X on employment information and monitoring. It tells an employer in Bihar which vacancies are reported to a career centre, how and when, what records to keep and what yearly return to send. It is a short chapter with firm periods, and the private sector is covered only from a date the State specifies.
The rules are the Social Security (Bihar) Rules, 2026, as notified on 30 June 2026 and published in the Bihar Gazette (Extraordinary) No. Patna 697 of 1 July 2026. Rule 1(3) says they come into force from the date of its publication in official gazette. Public sector establishments report a vacancy before filling it; private sector establishments do so from such date as may be specified in the notification by the State Government. Vacancies are reported at least fifteen days before the last date for applications (rule 29(4)), in Form XXVI; the yearly return is in Form XXVII (rule 29(6)).
Later amendments and State notifications under these rules should be checked in the State Gazette. If you are unsure whether your establishment is covered, a labour law compliance review can place it under rule 29.
Who is covered (rule 29(1))
The rule applies in two tiers.
| Establishment | Obligation | Rule |
|---|---|---|
| Public sector | Before filling any vacancy, report it, or cause it to be reported, to the career centre specified in the State Government's notification | 29(1)(a) |
| Private sector, or a class or category of private establishments | The same duty, but only from such date as may be specified in the notification by the State Government | 29(1)(b) |
"Public sector" means an establishment owned, controlled or managed by the Government or a Government Department; a Government company; a corporation (including a co-operative society), autonomous organisation, authority or body established by or under a Central or State Act that is owned, controlled or managed by the Government; or a local authority. The rules name no private-sector start date and no class of private establishment. A private employer in Bihar should therefore look for the State Government's notification before treating the reporting duty as live. Our post on rules 55 and 56 of the Central Rules, career centres and reporting of vacancies explains the Central rules.
What is reported, and where (rule 29(2))
Two kinds of vacancy are named: all vacancies in technical and scientific posts carrying a minimum pay or pay level or both, as notified by the State Government, in establishments for which the State Government is the appropriate Government; and vacancies the employer wants circulated to career centres outside Bihar. These go to the career centre the State specifies by notification. Vacancies reported to the career centre for which recruitment is on a State, inter-State or all-India basis are also reported to the Career Centre (Central) or uploaded on a digital portal specified by the Central Government by notification. The rules print no pay figure for the technical and scientific posts; it comes from the State's notification.
How and when to report (rule 29(1)(c), (3) and (4))
- Mode. In writing, through a valid official email, or digitally to the specified career centre (rule 29(3)(a)).
- Form. In Form XXVI, giving as many details as practicable, separately for each type of vacancy (rule 29(3)(b)). The Form asks for the employer's particulars, the indenting officer, the designation and duties of the vacancy, qualifications and skills (essential and desirable), age limits, preferences and the duration of employment with the number of posts.
- Changes. Any change in particulars already furnished is reported in writing, by official email or digitally (rule 29(3)(c)).
- Lead time. Vacancies are reported at least fifteen days before the last date of receipt of applications, or before the interview or test, for the vacancies reported (rule 29(4)).
- Acknowledgement. The State provides a mechanism, including digital, for receipt; the career centre gives a unique vacancy reporting number and conveys it to the employer in writing, by email or digitally, not later than three working days from receipt of the report (rule 29(1)(c)).
Records and the yearly return (rule 29(5) and (6))
Public sector employers keep records, manual, electronic or digital, of the total number of employees (regular, contractual or fixed term) on 31st March of every year; persons recruited during the year ending on 31st March; occupational details of employees on 31st March; vacancies for which suitable candidates were not available; and the approximate number of vacancies likely in the next financial year. The State may by notification require private establishments, or classes of them, to keep the same records from a date it specifies.
An employer furnishes to the career centre yearly returns in the Employment Information Return, Form XXVII, manually, electronically or digitally as the State specifies by notification, within thirty days of the due date, namely 31st March of the year (rule 29(6)). The Form asks for manpower by men, women, others (transgender) and persons with disabilities on the last working day of the previous year and the year reported, vacancies occurred, reported and filled with their source, occupations in short supply and estimated manpower requirement for the next year. A note on the Form says the return is rendered to the Career Centre (Regional) within 30 days after the end of the financial year.
Authorities (rule 29(7) and (8)) and the fund (rules 30 and 31)
The registers and returns that apply to every establishment under the same rules are set out in our article on records, registers and the annual return.
The Director of Employment declares an officer of the career centres as "Executive Officer" for each district to enforce Chapter XIII of the Code. The Director of Employment, or an officer of equivalent or higher rank, is the competent authority to approve or sanction the institution of a penalty for an offence under section 133. For the fund, rule 30 adds to the sources in section 141(5)(i): State Government grants, grants from the Government of India and other bodies, registration and renewal amounts of beneficiaries and their contribution, scheme amounts, contributions or donations from employers, their associations or CSR funds as the State determines, and any other source the State approves. Rule 31 leaves conditions for management of trust to a notification of the Labour Resources and Migrant Workers Welfare Department.
A worked example
Bihar State Warehousing Services Ltd, a State public sector company, has a technical post to fill. It completes Form XXVI for that vacancy and sends it by official email to the specified career centre before it advertises, at least fifteen days before the last date for applications. The career centre returns a unique vacancy reporting number within three working days. After the year closes on 31 March, the company files Form XXVII within thirty days. A private engineering firm in Hajipur, by contrast, first checks whether the State Government has notified a date for private establishments.
Need help with vacancy reporting in Bihar?
The duty differs by sector and depends on State notifications that the rules do not name. Our labour law compliance team can check whether your establishment is a public sector body or within a notified private class, and set up the Form XXVI and Form XXVII calendar.
Key takeaways
- Public sector establishments report vacancies before filling them; private sector duty starts only from the date the State specifies (rule 29(1)).
- Report at least fifteen days before the last date for applications, in Form XXVI (rule 29(3) and (4)).
- The career centre gives a unique number within three working days (rule 29(1)(c)).
- The yearly return in Form XXVII is due within thirty days of 31 March (rule 29(6)).
- The Director of Employment sanctions penalties under section 133 (rule 29(8)).
Read next
- Social Security (Bihar) Rules, 2026: welfare cess, authorities, records, returns and compounding
- Social Security (Bihar) Rules, 2026: forms, registers and returns
- Rules 55 and 56 of the Central Rules: career centres and reporting of vacancies
Disclaimer: Based on the State or Union territory rules named above, as notified under the Labour Codes and consulted on 4 October 2026. Later amendments, State notifications, fees and forms should be checked in the State Gazette and on the State labour department website. This article is general information, not legal advice; check the official text before acting.