Online EPF Registration for Employers: Step by Step Procedure

by Shakshi Bharti | Jun 19, 2024 | Income Tax | 0 comments

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Online EPF Registration for Employers: Step by Step Procedure

The Employees’ Provident Fund, introduced by the Government of India, stands as a pivotal support system for salaried individuals, ensuring a secure financial cushion upon retirement. Administered by the Employees Provident Fund Organisation (EPFO), this scheme mandates an equal contribution from both employers and employees, amounting to 12% of the employee’s basic salary each month. This contribution is a crucial aspect of financial planning, providing employees with a reliable means to sustain themselves post-retirement.

To initiate the EPF registration process, it is essential to follow a systematic approach. This guide will outline the necessary steps in a clear and concise manner, ensuring accessibility for all individuals. By adhering to these steps, employees can secure their future financial well-being through the EPF scheme, thereby fostering a sense of stability and assurance in their retirement years.

What is the Eligibility Criteria for EPF Registration?

Businesses in India must comply with mandatory EPF registration under certain conditions. If a factory or any other establishment employs 20 or more individuals, it becomes obligatory for them to register under the EPF scheme. This ensures that employees receive financial security through regular contributions from both the employer and the employee towards their retirement funds.

It’s crucial for organizations to initiate EPF registration promptly. They must register within one month from the time they meet the 20-employee threshold. Failure to do so within this timeframe may result in penalties. However, even if EPF isn’t mandatory for a particular organization, they have the option to voluntarily register. This can be pursued if both the employer and a majority of the employees agree to participate in the EPF scheme.

EPF Registration Procedure Details

To streamline the registration process for EPF, the Employees Provident Fund Organisation (EPFO) has introduced online facilities, ensuring convenience and efficiency. When registering, certain essential details are required to facilitate a smooth application:

Name and Address of the Establishment: This includes the official name and physical address of the organization.
Details of Head Office and Branches: Information regarding the main office location and any branches affiliated with the establishment.
Date of Incorporation of the Establishment: The official date when the business entity was legally incorporated.
Total Employee Strength: The number of employees currently working within the establishment.
Legal Status of the Company: Specifies whether the organization is a private company, public company, partnership, or another legal entity.
Nature of Business Activities: Describes the primary activities of the establishment, such as services, production, manufacturing, etc.
Address and Designation of Directors, Partners, or Owners: Details of key personnel including their addresses and roles within the company.
Bank Details of the Partners: Bank account information where contributions and other financial transactions will be processed.
PAN Details: Permanent Account Number details of the establishment for taxation and identification purposes.
Total Salary Component of Employees: Breakdown of employee compensation, including basic salary and other components.
Employees’ Basic Details: Individual information about employees including their names, dates of joining, salary details, etc.

EPF Registration Procedure

Follow the below-mentioned steps for EPF registration procedure:

Open EPFO’s Website
Go to the website of Employees’ Provident Fund Organisation and click on ‘Establishment Registration

’
Click on ‘Download Menu’
You will now be taken to the home page of Shram Suvidha, click on ‘Download Manual’ and go through the manual before proceeding any further
Click on ‘Sign Up’
Now as you are registering for the first time click on ‘Sign Up’
Enter the required details
You will now be required to fill out details such as name, birth date, email address and mobile number. After filling out the details click on ‘sign up’ to open an account
Click on ‘Registration for EPFO ESIC’
Now click on ‘Registration for EPFO ESIC’ and go to ‘Apply for New Registration’
Enter Employers Details
You will now be directed to a page where you are required to add in the details related such as information about the owner of the establishment (name, address, email id etc.) and PAN card details of the employer
Click on ‘Submit’
Review the details once again and Click on ‘Submit’
DSC Registration
The Digital Signature Certificate registration is compulsory for first-time registrations so, the next step is employers DSC registration in order to authenticate the details submitted earlier
Add Username
Once DSC registration is done. You have to select a username
Mobile Verification
You will now receive an OTP on your registered mobile number for verification, enter the OTP and select the ‘I agree’ checkbox
Email Verification
Lastly, verification on the registered email address will be sent to you and after confirmation of that the employer’s login will be activated

Documents for EPF Registration

Below is the list of all the documents that we require for establishments for PF reregistration online:

Company/LLP	Partnership Firm	Society/Trust	Properiteryship Firm	Employees
Incorporation Certificate	Certificate of Registration Firms	Certificate of Incorporation	Applicant’s Name	Name, Father’s Name, Date of joining
ID proof of Directors	Partnership deed	MOA and Bye-Laws	PAN Card Number	Date of Birth, Mobile Number, Postal Address
DSC of Director	Id proof of partners – Driving license/Passport/Voter Card	PAN Card Number	Id proof – Driving license/Passport/Voter Card	Name of Nominee, Grade, Salary
List of all directors with Address and ID Proof	List of all partners with Address and ID Proof	President & Members Address and ID Proof	Address proof for the premises	Designation, ID proof (Aadhaar Card/ PAN Card), Bank A/c number with IFSC code
MOA and AOA			Residential Address proof and Telephone number	Voluntary Application, Employee details, Signature, Date of Agreement

In addition to the essential details required for EPF registration, establishments must also prepare the following documents to ensure a complete and compliant registration process:

First Sale Invoice: The initial invoice issued by the establishment for its first sale transaction.
GST Certificate: If the establishment is registered under the Goods and Services Tax (GST) regime, the GST registration certificate must be provided.
Invoice of First Inventory and Machinery Purchase: Documentation showing the purchase invoices for initial inventory and machinery acquired by the establishment.
Name and Address of the Partner Bank: Details of the bank where business transactions are conducted, including account name and address.
Monthly Employee Strength Record: A record detailing the number of employees on a monthly basis, reflecting changes in workforce size.
Salary and Wages Register, Vouchers, Balance Sheets: Comprehensive records from the inception of the establishment up to the date of applying for EPF registration, including salary and wages registers, all relevant vouchers, and balance sheets.
Date of Joining of Employees, Date of Birth, Father’s Name: Individual details of employees, including their dates of joining, dates of birth, and fathers’ names for identification and verification purposes.
Cancelled Cheque: A cancelled cheque of the bank account where EPF contributions will be deposited.
Salary and EPF Statements: Statements reflecting salaries paid to employees and contributions made towards EPF, ensuring transparency and compliance with EPF regulations.