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PF Return Filing Process


Step 1: Add/Remove Employees

When a new employee joins the organization, the employer is responsible for adding them to the PF portal using their existing UAN number or by generating a new one.



Documents to be collected

Following documents to be obtained from Employees to Add them to PF portal:

  1. Employee's Aadhaar Card: This is a mandatory document for PF enrollment.
  2. Bank Account Details: Bank account details, including the account number, IFSC code, and bank branch name.
  3. PAN Card: This is another mandatory document for PF enrollment.
  4. Self-Attested Declaration Form: Employees need to fill out a self-attested declaration form stating their personal details (Incl Mobile No, Email ID), employment details, and bank account details.
  5. Identity Proof: An identity proof, such as their passport, driver's license, or voter ID card.
  6. Address Proof: The address proof, such as their electricity bill, telephone bill, or rental agreement.
  7. Date of Birth (DOB) Proof: The DOB proof, such as a birth certificate or school leaving certificate.
  8. Employment Details: Their employment details, such as their date of joining, designation, and salary.
  9. Passport-sized Photograph: A passport-sized photograph for their PF records.
  10. UAN (Universal Account Number) if available: If the employee already has a UAN, they should provide it to the employer.
  11. Cancel Cheque: A canceled cheque is required to verify the employee's bank account details.

Once the employer has collected all the required documents, they can proceed with the PF enrollment process. The employer can enroll the employee online through the EPFO website.

Note: In case, if your employee is a foreigner, the Passport Copy is required.

Process to Add New Employee:

Following steps to be followed to add new employee

  1. Visit PF portal and Login
  2. Search UAN and Confirm details (If UAN is available)
  3. Add Employee Details & Generate UAN (If not available)
  4. Approve New Employees Added


1. Visit PF portal and Login
  • Navigate to Employer Services: Click on the "Services" tab and select the option "For Employer".
  • Access ECR Submission: Choose "Online ECR / Challan Submission / OTCP" under the "Services" section.
  • Sign In: Enter your Employer's User ID and Password and click the "Sign-in" button.

2. Search UAN and Confirm details (If UAN is available)

The process for employers to register new employees on the EPFO Employer Portal using the employee's existing UAN number.
  • Access the Employer Portal: Log in to the EPFO Employer Portal using your Establishment ID and password.
  • Navigate to Member Registration: Click on the "Member" tab and select the "Register-Individual" option.
  • Previous Employment/UAN Check: Select "Yes" in front of "Previous Employment/UAN" if the employee has an existing UAN number.
  • Enter Employee Details: Enter the employee's UAN number, full name, Aadhaar number, and date of birth.
  • Accept Declaration: Click on the tick mark to agree to the declaration regarding sharing the employee's Aadhaar information with EPFO for identity verification purposes.
  • Verify Employee Details: Click on the "Verify" button to proceed further.
  • Confirm Details: If the employee's details are correct, a popup will appear with the message "Member details matched". Click "OK" to proceed.
  • Enter Joining Date and Wages: Enter the employee's date of joining and monthly EPF wages as on joining.
  • KYC Details: Select the appropriate checkbox under "KYC Details" indicating whether the employee's KYC details have already been added during previous employment.
  • Accept Declaration: Click on the checkbox to agree to the declaration regarding sharing the employee's Aadhaar information with EPFO for identity verification purposes.
  • Complete Registration: Click on the "Submit" button to complete the employee's registration on the EPFO Employer Portal.

3. Add Employee Details & Generate UAN (If not available)

The process the employers are required to follow to register new employees on the EPFO Employer Portal and generate a UAN number if they do not have one.
  • Access the Employer Portal: Log in to the EPFO Employer Portal using your Establishment ID and password.
  • Navigate to Member Registration: Click on the "Member" tab and select the "Register-Individual" option.
  • Previous Employment/UAN Check: Select "No" in front of "Previous Employment/UAN" if the employee does not have an existing UAN number.
  • Enter Employee Details: Enter the employee's name, date of birth, joining date, email ID, qualification, nationality, and other relevant personal details.
  • Enter Monthly EPF Wages: Enter the employee's monthly EPF wages as on joining.
  • KYC Details: Enter the required KYC details of the employee, including Aadhaar number, mobile number, and bank account details.
  • Verify Aadhaar Details: Ensure that the employee's Aadhaar number and name match the details on their Aadhaar card.
  • Accept Declaration: Click on the checkbox to agree to the declaration regarding sharing the employee's Aadhaar information with EPFO for identity verification purposes.
  • Generate UAN: Click on the "Submit" button to complete the employee's registration. If the employee does not have a UAN number, one will be generated automatically.
  • Save Employee Details: The employee's details, including their UAN number, will be saved in the EPFO Employer Portal.


4. Approve New Employees Added

The process the employers are required to follow to approve newly added employees on the EPFO Employer Portal. Here's a summary of the steps:
  • Access Approvals: Click on the "Approvals" tab under the "Member" section in the EPFO Employer Portal.
  • Review New Employee Additions: A list of new employees added for approval will be displayed.
  • Approve Individual Employees: Click on the "Approve" button in front of each new employee you want to approve.
  • Approve All Employees: If you want to approve all new employees at once, select the checkbox to select all employees and then click on the "Approve" button.
  • Verify Active Members: Once all new employees have been approved, click on the "Active Member" option in the "Dashboards" tab.
  • View Active Members List: A list of all active members, including the newly approved employees, will be displayed.

Experiment:
Approve both the employees added



5. Remove Employee

6. List of Active Member

After generating the UANs and marking exited employees, the employer should download the list of active employees from EPFO portal and match the employees from your PF calculation sheet to active employees on portal so that no employee will be left out from the return.

Here are the steps on how to download the list of Active Employees from EPFO portal:

  1. Go to the EPFO website and log in to your account.
  2. Click on the "Downloads" tab.
  3. Select the "Active Employees" report.
  4. Click on the "Download" button.
  5. The report will be downloaded as a CSV file.

You can then open the CSV file in a spreadsheet program and view the list of Active Employees. The report will include the following information for each Active Employee:

  • Employee name
  • UAN
  • Date of birth
  • Date of joining    
  • Date of leaving (if applicable)
  • Designation
  • Department
  • Location
  • Establishment ID
  • EPFO office code
  • Regional office code
  • Zone code

The employer should then compare this list to their PF calculation sheet to ensure that all active employees are included in the return. If any employees are not on the list, the employer should investigate further to determine why.

Here are some additional steps that employers can take to ensure that all active employees are included in the return:

  • Review the PF calculation sheet to ensure that all employees are listed correctly.
  • Check for any duplicate entries.
  • Cross-check the UANs of active employees with the UANs on the EPFO portal.
  • Investigate any discrepancies between the PF calculation sheet and the EPFO portal.

By following these steps, employers can help to ensure that all active employees are included in the EPFO return and that they are compliant with all EPFO regulations.


7. List of Exited Members

Which tab should you click on to access the "Register-Individual" option for adding new employees on the EPFO Employer Portal?

Services
Member
Approvals
Dashboards

If a new employee does not have an existing UAN number, what should you select in front of "Previous Employment/UAN" when registering them on the EPFO Employer Portal?

Yes
No
Not Applicable
Depends on the employee's preference

Which mandatory KYC detail is required when adding new employees on the EPFO Employer Portal?

Aadhaar number
Mobile number
Bank account details
All of the above

Where can you view a list of all active members, including newly added employees, on the EPFO Employer Portal?

Approvals
Member
Dashboards
Services

What is the purpose of clicking on the "Approve" button in front of each new employee added on the EPFO Employer Portal?

To generate a UAN number for the employee
To verify the employee's KYC details
To officially add the employee to the EPFO system and activate their account
To send a notification to the employee about their EPFO registration


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