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EPF Registration Rules & FAQs

The Parliament of India passed the EPF & MP Act, 1952. In the same year, it was brought into action on March 4th. There were a number of parliamentary conferences for carving the direction. The final outcome was the Employees’ Provident Funds & Miscellaneous Provisions Act, 1952. Following this, you can access three different schemes – Employees’ Provident Fund Scheme, 1952, Employees’ Pension Scheme, 1995 and Employees’ Deposit Linked Insurance Scheme, 1976. This article will deal with some very significant questions raised by business owners regarding the how, when and why of a new EPF registration.

Which establishments need EPF registration?

Firstly, EPF registration is necessary for all types of companies. These companies might be a partnership firm, a proprietary firm or a private limited company. When it comes to the rules and regulations of registering in EPF, there are some guidelines that your company must comply, as follows:

  • When the number of employees is more than 20, within a span of 15 days, you have to register the company under EPF. If an employer fails to register his/her company, he/she will have to face penalties.
  • After registration, the employees in the company whose wages are less than Rs 15,000 get cover under the EPF scheme.

You should check your state laws and if you are eligible, please complete your EPF registration as soon as possible to avoid penalties.

What documents do I need for EPF Registration?

As far as the documents are concerned for a new EPF registration, the owner of the company must submit his digital signature of class 2. Next comes the details of the company in a scanned PDF format as follows:

The documents of Company Details include

  • Company Name
  • Company Address Proof
  • Incorporation Certification
  • Additional certificate (GST, Startup, MSE)
  • Scanned copy of a cancelled cheque
  • ESI registration number
  • Company bank account details
  • Rent agreement (if premises are rented)

The documents of Employer’s Details include:

  • Aadhaar Card
  • PAN Card of Owners/ Directors/ Partners
  • Specimen Signature

The documents of Employee’s Details include:

  • Employee’s name
  • Father’s Name
  • Date of Joining
  • Date of Birth
  • Aadhaar Card
  • Salary Bifurcation (Basic/Pay/DA/HRA)

Now, along with these documents, you have to keep in mind two very significant things. First, EPF registration is permanent. Thus, in future, if your number of employees decreases below 20, your company will still be covered under EPF. Secondly, whatever details regarding the employers and employee are submitted, they must all match with their respective Aadhaar details. Make sure you have all the documents and cross-check them before submitting. Any small mistake can hamper the EPF registration process.

For a step by step tutorial on EPF employee registration, check the blog PF Registration For New Employee | UAN Generation in EPF Online.

Which compliance do I need to fulfill post registration?

Once you complete EPF registration, there are monthly, quarterly, semi-annual and annual compliances to do. On a monthly basis, you will have to maintain an EPF challan and regularly deposit the required amounts into the EPF accounts before the 15th of the next month. You must add new employees into the EPF portal too, and generate their UANs. If your company comes under the PMRPY, then you also have to update new employees on that portal. You also have to fill out quarterly, half-yearly and yearly PF returns.

Apart from these, gratuity and bonus calculation is also done as part of the monthly compliances. They must also calculate and given out to employees.

For more information, check out the video below.

As these tasks are highly specialised, it is recommended to hire a consultant who will execute these tasks with the utmost care and a very low cost. P.I. Jain and Company serve more than 500 companies across India and helping them with their payroll processing needs and EPF consultancy. We have been providing excellent PF Consultancy for over 40 years with hundreds of clients, and we look to expand further all over India.

Learn all about important PF forms and their uses.

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