Documents Required for PF Registration
Registering a company for a Provident Fund (PF) is a crucial step toward ensuring employees’ financial security and welfare. The Employees’ Provident Fund (EPF) is a social security scheme in India that provides retirement benefits and a safety net for employees. Regardless of the type of company you are establishing – be it a proprietorship, partnership, private limited company, Society/Trust, etc – it is essential to adhere to the PF registration process and submit the necessary documents to comply with legal requirements. Still, most employers seem confused about the documents required for PF registration, and they do not know enough about the complete registration procedure.
In this blog, we will explore the documents required for PF registration for each type of company, highlighting the key steps to ensure a smooth and efficient registration process. This information will help you complete the registration process easily and secure the PF benefits for your employees.
Registration under EPF & MP Act 1952 through Shram Suvidha Portal
PF Registration can be taken through the portal of Shram Suvidha Portal comes under the Ministry of Labour & Employment. The Online Registration and Licensing facility on the Shram Suvidha Portal is developed to facilitate Establishments, Contractors, Employers, or Principal Employers to submit applications for Registration/License under the Labour Laws Online, i.e., CLRA Act, EPF Act, ESI Act, BOCW Act, ISMW Act, etc. This is the official website of the Ministry of Labour and Employment, Government of India, with the objective of single window access for Registration or Licensing services of Employers/Establishments and other stakeholders.
What Documents required for PF Registration of Proprietorship Business?
A proprietorship is the simplest and most common form of business structure, wherein a single individual owns and manages the company. Irrespective of the nature of the business, if a proprietorship employs 20 or more individuals, it must register for PF. Below are the necessary documents for PF registration in a proprietorship:
- PAN card of the Proprietor
- Any single address proof of the Proprietor i.e Aadhar, Voter Id, Driving License and Passport
- Any single government issued License/Certificate under GST, Shop & Establishment, MSME or Other
- Active mobile number and email id of the Proprietor
- Employment strength and Date of applicability of EPF & MP Act 1952 on the Establishment
- Total number of employees coverable under PF Act as per their Salary structure
- Specimen Signature Card attested by Proprietor
- E-Signature process is followed for registration of the applicant detail and submission of the application
What Documents required for PF Registration of Partnership Firm?
A partnership is a business structure where two or more individuals (partners) come together to operate a company and share its profits and losses. Similar to a proprietorship, a partnership firm must register for PF if it has 20 or more employees. Below are the documents necessary for PF registration in a partnership :
- PAN card of the Partnership Firm
- Partnership Deed
- PAN card of all the Partners
- Any single address proof of the Partners i.e Aadhar, Voter Id, Driving License and Passport
- Any single government issued License/Certificate under GST, Shop & Establishment, MSME or Other
- Active mobile number and email id of the Partners
- Employment strength and Date of applicability of EPF & MP Act 1952 on the Establishment
- Total number of employees coverable under PF Act as per their Salary structure
- Specimen Signature Card attested by all the Patners
- E-Signature process is followed for registration of the applicant detail and submission of the application
What Documents required for PF Registration of Private Limited Company ?
A private limited company is a separate legal entity with limited liability and shareholders. It is one of the most popular forms of business structures among larger enterprises. Like proprietorships and partnerships, private limited companies with 20 or more employees must register for PF. Documents required for PF registration of private limited company are:
- PAN card of the Company
- Certificate of Incorporation
- PAN card of all the Directors
- Any single address proof of the Directors i.e Aadhar, Voter Id, Driving License and Passport
- Any single government issued License/Certificate under GST, Shop & Establishment, MSME or Other (if available)
- Active mobile number and email id of the Directors
- Employment strength and Date of applicability of EPF & MP Act 1952 on the Establishment
- Total number of employees coverable under PF Act as per their Salary structure
- Specimen Signature Card attested by all the Directors
- E-Signature process is followed for registration of the applicant detail and submission of the application
What Documents required for PF Registration of Trust/Society ?
A private limited company is a separate legal entity with limited liability and shareholders. It is one of the most popular forms of business structures among larger enterprises. Like proprietorships and partnerships, private limited companies with 20 or more employees must register for PF. The documents required for PF registration of Trust/Society are :
- PAN card of the Trust/Society
- Certificate of Incorporation of Trust/Society
- Registration of the organisation needs to be done with the concerned Authority as a Trust or Society
- PAN card of all the Members/Trustees or Presidents
- Any single address proof of all the Members/Trustees or Presidents i.e Aadhar, Voter Id, Driving License and Passport
- Any single government issued License/Certificate under GST, Shop & Establishment, MSME or Other (if available)
- Active mobile number and email id of the Members/Trustees or Presidents
- Employment strength and Date of applicability of EPF & MP Act 1952 on the Trust/Society
- Total number of employees coverable under PF Act as per their Salary structure
- Specimen Signature Card attested by all the Directors
- E-Signature process is followed for registration of the applicant detail and submission of the application
NOTE :
- Only Single Registration is allowed on any PAN under the Employee's Provident Funds and Miscellaneous Provisions Act, 1952 (EPF & MP Act); however, Branch code can be obtained for different branches and unit situated at other area, district or state.
- The Ministry of Corporate Affairs (MCA) changed the process of business incorporation. From 23.02.2020, companies in India will get PF and ESI Registration, along with a Certificate of Incorporation (CIN), through SPICe+. EPFO and ESIC organisations won't give separate registration numbers anymore.
Conclusion :
Registering your business/company under the PF act is a legal obligation and an excellent gesture of employer good faith toward the employees, ensuring their financial well-being post-retirement. Whether setting up a proprietorship, partnership or private limited company, adhering to the PF registration process and submitting the required documents is paramount.
This blog provides a general overview of the documents required for PF registration for each company, business and organization type. The complete process and specific requirements may vary depending on the latest regulations.
It is always advisable to consult a legal professional for the most up-to-date information and a smooth registration process. Registration under the EPF & MP Act may be done using the basic details/documents of the Establishment and Employer. Once PF Registration has been done, it is necessary to update/upload the complete information about the PF employer portal, i.e., bank details, Cancelled cheques, and Specified signatures. Then after downloading the updated Form 5A (Return of Ownership), you need to register the DSC and E-Sign of the Authorized Signatory and upload it online to activate it so that you may approve the KYCs of employees and Claims.
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