EPF Registration Process for Employers and Apply Online

EPF or Employees’ Provident Fund is a savings fund that gets accumulated during the employment tenure of an employee. EPFO or the Employee Provident Fund Organization is the regulatory authority for EPF.

  • An equal contribution is made by both the employee and the employer towards EPF accumulation.
  • EPFO or the Employees’ Provident Fund Organization regulates the EPF scheme to provide retirement benefits and social security to eligible employees.
  • EPF is mandatory for employees with a monthly CTC of INR 15000 and above.
  • EPF is released when an employee retires from service.
  • The employer is responsible for deducting employee contribution and transferring it to the employee PF account.
  • Equal contribution is mandatory, wherein both the employer and the employee contributes and equal 12%.
  • If the organization employs less than 10 employees, the employer may contribute only 10%.

Eligibility for Employer EPF registration

  • Penalty charges will apply for late registration.
  • When a company’s total employee strength increases to 20, the company must register with EPFO within 2 months, after reaching the strength of 20 employees.
  • Apart from companies, co-operative societies and registered organizations must mandatorily register with EPFO.
  • Co-operative societies must register with EPFO after their total employee strength reaches 50 or above.
  • EPFO regulations and provisions are applicable for registered organizations regardless of employee strength.

Benefits of EPF

EPF benefits employees in the form of social and financial security, post-retirement.

  • Liquid savings: The accumulated fund in PF account may be used by the employee in adverse situations like health crises or lay-off. PF is therefore a liquid source of funds accessible for the employee with a UAN number via the EPFO portal. If the employee shifts to another job, he/she may easily transfer his PF account to his/her current employer.
  • Tax-free: Income Tax regulations are not applicable on EPF, either on the deposit amount or on its interest.

How to register

The registration process for employers is easy and can be done in a few clicks.

  • Log onto www.epfindia.gov.in
  • Click on the link named ‘Establishment Registration
  • Follow the instructions accordingly, to successfully complete registration.

Both online and offline registrations are acceptable. However, the pandemic situation suggests online registrations. The registration form for employers may be downloaded from https://registration.shramsuvidha.gov.in/user/register.

Required documents at the time of registration

Online registration of EPF is an easy process provided you have the following documents ready at hand prior to the process. Digital Signature Certificate or DSC is mandatory and is therefore advisable to process DSC before beginning the application process.

For proprietorship firms:

  • Name of applicant/Employer
  • PAN card details
  • Identity proof
  • Address proof (Official)
  • Address proof (Residential)
  • Contact number

For Co-operative societies (Trust/Societies):

  • Certificate of Incorporation
  • Memorandum of Association
  • Articles of Association
  • PAN card details
  • Details of the president and members
  • Address proof

For partnership firms:

  • Copy of the partnership deed
  • Address proof, and identity proof for all partners
  • Certificate of registration
  • Details of all partners

For Limited Liability Partnership firms/Companies:

  • Certificate of Incorporation
  • Identity proof of Director
  • Digital Signature Certificate of Director
  • Details of all directors
  • Address proof and ID proof of all directors
  • Memorandum of Association
  • Articles of Association

Other business entities:

  • First sale bill
  • First purchase bill of machinery
  • Bank name, branch, account number, IFSC, address
  • Monthly strength of employees recorded
  • Details of salary
  • Details of PF
    • Cross cancelled cheque

Additional documents that may be necessary:

  • Utility bills not prior to two months
  • GST certificate
  • Proforma for Coverage form
  • Form 5A with Annexure 1

Submit the following details for EPF registration procedure

  • Name of the company and the official address
  • Details of branch and head office
  • Date of company registration
  • Total employee strength and employee details (Aadhaar, PAN, bank account details, contact details, date of birth and designation for UAN allotment)
  • Industry of the company
  • Legal status of the company
  • Details of all authorized signatories (including additional), designation and address
  • Details of the total salary disbursed in a month
  • Details of the partner bank
  • Pan details
  • Digital Signature Certificate registration (DSC)

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