How to Register for EPF
Every establishment with 20 or more employees is legally required to register with the Employees' Provident Fund Organisation (EPFO) under the EPF & MP Act 1952. EPF registration protects employees' retirement savings and is mandatory for payroll compliance.
Before you start
- Business registration document (Certificate of Incorporation, Partnership Deed, or Shop & Establishment certificate)
- PAN of the establishment
- Bank account details of the business
- List of employees with their joining dates and salaries
- DSC of the authorised signatory
Step-by-step
Register on the EPFO Unified Portal
Visit unifiedportal-emp.epfindia.gov.in and click 'Establishment Registration'. Sign up as a new employer using your business email and mobile number.
Complete the Employer Registration Form
Fill in the establishment details: legal name, address, nature of business (NIC code), date of incorporation, and number of employees. Upload supporting documents — PAN, bank proof, registration certificate.
Submit DSC-Signed Application
The authorised signatory must digitally sign the application using a Class-3 DSC. This is mandatory; the portal will not allow submission without a valid DSC attached.
Receive PF Code
Once verified, EPFO allots a unique 22-character PF Code (Establishment Code). This code identifies your business for all future PF remittances and compliance filings.
Register Employees on the Portal
Add each employee to the portal using their Aadhaar number, UAN (Universal Account Number), and salary details. Employees with prior UAN numbers must have their existing accounts linked.
Remit Monthly PF Contributions
Each month, deposit employer (12% of basic+DA) and employee (12% of basic+DA) contributions to EPFO by the 15th of the following month. File the Electronic Challan cum Return (ECR) on the portal for each payroll cycle.
Common mistakes to avoid
- Waiting until you cross 20 employees — once the threshold is met, registration must happen immediately; EPFO can conduct inspections and levy dues retroactively.
- Excluding part-time or contractual workers from the headcount — all categories of employees count toward the 20-employee threshold.
- Missing monthly ECR deadlines — a delay beyond the 15th attracts interest at 12% per annum and an additional damages levy of up to 25%.
- Not linking existing employee UAN accounts — employees lose contribution history and benefits if accounts are fragmented across establishments.
Frequently asked questions
What is UAN and how is it linked to EPF?
The Universal Account Number (UAN) is a 12-digit number allotted by EPFO to each employee. It is portable — the same UAN follows the employee across jobs. The employer links each employee's UAN to the establishment's PF Code.
Can establishments with fewer than 20 employees register voluntarily?
Yes. Any establishment can voluntarily register with EPFO, giving employees the benefit of EPF coverage even below the mandatory threshold.
What is the employer's total PF contribution?
Employer contribution is 12% of basic+DA. Of this, 8.33% goes to the Employee Pension Scheme (EPS) and 3.67% to the EPF account. An additional 0.5% is contributed to EDLI (Employee Deposit Linked Insurance).
What happens if an employee's Aadhaar is not seeded to their UAN?
From September 2021, PF contributions for employees whose UAN is not Aadhaar-seeded cannot be credited. Employers must ensure all employees complete KYC verification on the EPFO portal.
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