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PF Registration for Your Business

PF registration is a crucial legal requirement for businesses in India that employ a specified number of workers. PF registration is governed by the Employees Provident Fund Organisation (EPFO) under the Ministry of Labour and Employment. The PF registration scheme is designed to provide long-term financial security to salaried employees through systematic savings. At Shine Legal India we guide employers through the PF registration process with clarity and efficiency. Our experts handle the entire process from document collection to final submission ensuring full legal compliance. Shine Legal India helps you meet all mandatory or voluntary PF registration requirements so your business stays on track and your employees enjoy the benefits of secure retirement savings.

What is PF registration?

The Employee Provident Fund (EPF) is a social welfare program that assists workers in reserving a portion of their monthly income for future stability. The contributions made by both employer and employee are deposited into the employee’s PF account. These contributions grow over time earning interest and serving as a financial cushion for the employee during retirement or unforeseen circumstances and accumulate with interest.

Schemes that are included in the employee’s PF
  • EPF scheme, 1952 or provident fund contributions.
  • Benefits under the Employee Pension Scheme (EPS), 1995.
  • Employee Deposit Linked Insurance Scheme (EDLI) 1976 for life insurance coverage.
Who is required for PF registration
  • Threshold for mandatory PF registration
    • Organisations with 20 or more employees.
    • Factories or establishments specified by the government.
  • Threshold for voluntary PF registration
    • Businesses with fewer than twenty workers are free to choose to participate.
    • Employees earning less than ₹15,000 per month are required to enrol.
    • With mutual consent those making more than ₹15,000 per month are welcome for PF registration.
  • Who is exempted from PF registration
    • Fewer than 20 Employees- An organisation may be exempt from PF registration if it has fewer than 20 employees. However, this depends on specific conditions and procedures being followed
    • Employee consent- Exemption from PF registration is only possible if employees agree to opt out of EPF and proper documentation is maintained.
  • Timeframe for PF registration online
    • Employers must complete PF registration within one month from the date their organisation reaches 20 or more employees. Delays can result in penalties or legal consequences.
Checklist of essential information for PF registration process
  • The total number of people who work for the organisation.
  • The organisation’s full name and registered address.
  • Details about the main office and any branch offices.
  • Description of the organisation's business activities.
  • A brief overview of the business’s general operations.
  • The official registration date of the company.
  • Individual details of each director/business partner.
  • Basic information about all employees, such as their names and contact information.
  • Detailed salary information for each employee.
  • Information regarding the company’s main bank account.
When can PF funds be withdrawn
  • Retirement- The full EPF balance is available for withdrawal once the employee retires.
  • Unemployment- A person may withdraw their EPF funds if they are unemployed for longer than two months.
  • Advance withdrawal- Partial withdrawals are allowed in certain situations such as medical emergencies or critical illnesses.
  • Death- If an employee passes away before retirement the accumulated EPF amount is given to the nominated family members or legal heirs.
Key benefits of PF registration
  • 1. Employee financial security- The PF registration acts as a safety net offering financial protection to employees and their families in the event of retirement, serious illness or death.
  • 2. Retirement savings- The PF registration helps you build a strong financial foundation for life after retirement by accumulating savings throughout your career.
  • 3. Emergency support- The PF registration allows partial withdrawals for marriage, education, home construction, and medical emergencies are permitted with PF registration.
  • 4. Tax-free returns- PF registration offers tax benefits as the interest earned and the withdrawals are entirely tax-free
  • 5. Insurance & Pension- Employees enrolled in PF are also eligible for the Employee Pension Scheme (EPS) and Employee Deposit Linked Insurance Scheme (EDLI).
Documents required for PF registration

To complete PF registration the following documents are needed

  • Digital signature of the proprietor/partner/Director
  • Aadhaar card of the business owner or key persons (proprietor/partner/director)
  • PAN card of the proprietor/partner/director
  • Business PAN card registered under the entity’s name
  • Bank proof such as a cancelled cheque or recent bank statement of the business
  • Address proof such as the latest electricity bill (not older than 2 months) of the registered office.
  • Business registration certificates such as shop & establishment certificates, GST registration certificates, factory licences or any government-issued licence.

Note All documents must be clear and valid. Additional documents may be required based on business type or location.

Step-by-Step PF registration process (Online)
  • 1. Go to the EPFO official website online
  • 2. Create an account for your organization
  • 3. Select ‘Register for EPFO’
  • 4. Complete the registration form
  • 5. Upload the Employer’s Digital Signature
  • 6. Attach supporting documents
  • 7. Submit the application
  • 8. Receive PF registration number
How to generate UAN (Universal Account Number)
  • 1. Log in to the EPFO employer portal.
  • 2. Go to the ‘Register Individual’ section.
  • 3. Add the employee’s Aadhaar number, PAN and other KYC-related information.
  • 4. UANs are generated and distributed to employees.
After PF registration compliance and responsibilities of employers
  • 1. By the 15th of the following month, deduct and submit your PF contributions.
  • 2. Use the EPFO portal to submit your Electronic Challan-cum-Return (ECR).
  • 3. Maintain employee records.
  • 4. Update exit details for resigning employees.
  • 5. Display EPF registration details at the business premises.
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Faq's

FAQs

For PF registration online, begin by visiting the official EPFO website. First, create an account for your organisation. Then select the option labelled ‘Register for EPFO’ to start the process. Fill out the registration form accurately. Upload the employer’s digital signature and attach all required supporting documents. Once everything is completed submit the application. Your EPF registration number will be issued after your application has been successfully submitted and verified.

EPFO registration becomes compulsory when an organisation employs 20 or more people.

To activate your UAN, visit the official EPFO website, click on “Activate UAN” under the Important Links section and enter your UAN, Aadhaar number, name, date of birth and mobile number. After submitting the details, you will receive an OTP for verification. Once verified your UAN will be activated and you can create a password to access your PF account.

Use your Universal Account Number (UAN) to sign in to the EPFO portal and check your EPF information. Another convenient option is to use the UMANG app which provides access to your EPF account information.

No, UAN is distinct and transferable across employers.

Withdrawals are tax-free if the employee has worked for at least 5 years continuously.

Yes, but only partial withdrawals are allowed under specified conditions.