Employees Provident Fund or EPF is a social security scheme offering retirement benefits, run and managed by the Employees Provident Fund Organisation (EPFO). The Employees’ Provident Funds and Miscellaneous Provisions Act, 1952 mandates a company with 20 or more employees to be registered with EPFO.

Both employers and employees need to fill up specific forms to complete EPF-related formalities like notification, contribution, withdrawal and more. EPF Form 5 is one such form submitted by employers. Take a better look at details related to the form.

What is EPF Form 5?

Companies have to fill EPF Form 5 on a monthly basis to notify the EPFO about new employees. Organisations registered under EPF scheme are required to submit the details of their new employees to confirm whether they can avail the benefits of EPF.

EPF Form no 5 also determines the eligibility of a fresher employee to become a beneficiary of EPF scheme. Other schemes for employees extended by the EPFO include Employees’ Pension Fund and Employees’ Deposit Linked Investment (EDLI).

As the EPF scheme is available for employees with a monthly salary not exceeding Rs.15,000, employers can use PF Form 5 to supervise on the number of new employees recruited in a month.

Form 5 PF is applicable only to those employees who do not have a prior EPF account. PF form 5 thus facilitates the enrolment of a newly employed individual as a member of EPFO.

How to Get EPF Form 5?

PF Form 5 is available for download on the official website of EPFO in pdf format. Employers can print the form and provide relevant details for submission.

Who Should Fill EPF Form 5?

Only employers are allowed to fill up PF Form 5. They have to submit this form every month to notify the EPFO about new employees.

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The form needs to be submitted even though no new employee has joined in a month. Companies have to mention ‘NIL’ on the form under employee details in case there is no new recruitment in a given month.

What are the Details to be Filled in the EPF Form 5?

The EPF Form no 5 aims to record the initial information of employers and new employees. It is a part of Paragraph 36(2) of the Employees’ Provident Fund Scheme, 1952.

PF Form 5 contains the following sections that employers have to fill up and submit.

  • The company/organisation’s name.
  • Address of the company.
  • Code number of the company.
  • The employee’s account number.
  • Name of the employee.
  • Name of the father/husband of the employee.
  • Date of Birth (DOB) of the employee.
  • Gender of the employee.
  • Date of joining of the employee.
  • Remarks provided by the employer.

The form needs to be signed and stamped by the organisation. Proper date of filing the EPF Form no 5 has to be mentioned by employers as well.

When Do Employers Have to Submit PF Form 5?

Employers have to update Form 5 every month to inform EPF authorities about new recruitment. The deadline for submission of this form containing the details of a new employee is the 25th day of the month succeeding the month of employment.

For instance, a company hires an individual with no prior employment or EPF enrolment on 15th October of a particular year. Employers have to submit EPF Form 5 by 25th November of the same year.

Timely submission of employee details to EPF authorities ensures that the new employee database remains updated. It also helps the authorities to extend EPF services to beneficiaries.

Where is EPF Form 5 Submitted?

Employers are required to submit EPF Form no 5 to the region’s EPF Commissioner. Employees Provident Fund Organisation (EPFO) has 135 offices all over India.

Employers can thus contact their regional EPF office to notify the EPF Commissioner of new employment in their organisations.

How to Correct Details in PF Form 5?

Individuals have an option to rectify errors in Form 5 details. Employees can contact their employer regarding EPF Form 5 for name correction, among other details.

Employees have to furnish the following documents for rectification of details –

  • PAN Card
  • Voter ID Card
  • Aadhaar Card
  • Passport
  • Driver’s License
  • School Certifications.

These following steps would help an employee apply for rectification in Form 5 details-

  • Download rectification form online and print.
  • Provide appropriate details.
  • Sign the form.
  • Obtain employer’s signature and the company’s stamp.
  • Attach self-attested copies of documents required.

Employers have to submit the rectified forms to their local EPFO office. They also have to apply to EPFO field offices requesting corrections of errors.

What Other Forms Should Employers Fill Up?

Employers have to fill up and submit a host of other EPF forms, besides Form 5They are as follows-

Forms Submitted by the Employers Purpose of Submission of EPF Forms
Form 10
  • Notifies EPFO when an employee leaves an organisation.
  • Can be used to withdraw contributions made towards EPS.
Form 3A
  • Serves as an annual contribution card.
  • Used to keep a track on the employer’s monthly contribution towards employee’s EPF account.
Form 12A
  • Informs EPFO about the surplus income for non-profitable trusts to be exempted from income tax.

Employers should fill up these forms so that employees enjoy benefits accompanying EPFO membership. PF Form no 5, above all, helps EPFO assign a Universal Account Number or UAN to a member. The UAN remains the same throughout a member’s employment, but member identification number changes whenever a member switches job.

FAQs – 

  • Who fills up PF Form 5?

Employers fill up PF Form 5 to notify EPFO regarding new employees in their companies.

  • What do employers need to submit PF Form 5?

Employers have to submit PF Form 5 to the regional EPF Commissioner by the 25th day of a month following the month of a new employee’s recruitment.

  • Can employees rectify Form 5 credential errors?

Yes, errors in employee credentials can be rectified via a request to the employer regarding the rectification and submission of self-attested OVDs.

  • There are 30 employees in my company, is my organisation required to fill form 5? 

Ans : As the number of employees exceeds 20, your organisation falls under the purview of EPFO and Form 5 for all eligible members would have to be submitted to the EPFO by the timelines mentioned.

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