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EPF Form 5

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The Employees’ Provident Fund is a savings and retirement scheme that has been designed to help salaried individuals plan their retirement in a structured manner by regular contributions by them and their employers. Under the EPF rules, organisations with more than 20 employees must enrol their employees under the scheme and deposit 12% of their monthly salary as contributions into their EPF account. Even organisations with less than 20 employees can opt for EPF if they fulfill the criteria required by the Employees' Provident Fund Organisation.

There are several processes that employers must complete under the EPF scheme, including the submission of forms in the prescribed formats for enrollment of employees, making EPF payments on time, helping transfer of PF accounts for outgoing employees, etc. In this article, we shall discuss one of the most important forms under the EPF, namely, EPF form 5.

What is EPF Form 5?

EPF form 5 is a form that organisations under the EPF have to fill every month to notify the EPFO about new employees that are to be enrolled under the scheme. In this form, the employer must submit pertinent details of the aforementioned employees, including their name, designation, monthly salary, etc. Once EPF form 5 gets submitted and processed, the EPFO opens new EPF accounts for the employees and assigns a Universal Account Number (UAN) to each account.

Steps to Complete EPF Form 5

Employers must fill EPF form 5 with meticulous attention and enter the following information about new employees:

  • Month and year in which the form is being submitted

  • Name of the company

  • Address of the company

  • The company's code number

  • Name, gender, and date of birth of the employee

  • Employee's date of joining the organisation

  • Employee's father's name/ husband's name

The duly filled, signed, and stamped form must be submitted by the organisation to the EPFO.

Who Needs to Complete EPF Form 5?

As stated earlier, EPF form 5 has to be filled and submitted by organisations enrolling new employees under the Employees' Provident Fund scheme. Even if no new employee has joined the organisation in any particular month, EPF form 5 must be filled and submitted by the organisation to the EPFO. In such a case, the column for employee details shall contain Nil instead of employees’ particulars.

How and Where to Get a Physical Copy of EPF Form 5?

EPF form 5 can be accessed and downloaded from the official website of the Employees' Provident Fund Organisation. Employers can print this form, duly fill it, and submit it to the EPFO. It is also possible to obtain EPF form 5 from the office of the EPF Regional Commissioner.

Deadline for Employers to Submit EPF Form 5

Employers must submit duly filled EPF form 5 to the EPFO by the 25th of the month following the month of new employee’s joining. For instance, if employees P and Q have joined the organisation on January 28th, the EPF form 5 containing their particulars must be submitted to the EPFO by February 25th.

Key Instructions for Filling EPF Form 5

While filling EPF form 5, employers must be mindful of some key points, including

  • EPF form 5 can only be filled offline. Therefore, a physical copy of the form has to be obtained, duly filled, and submitted on a timely basis.

  • EPF form 5 must be filled in block letters.

  • Overwriting is not permissible in EPF form 5.

  • Along with EPF form 5, a copy of a cancelled cheque must be submitted from each employee.

How to Correct Information in EPF Form 5?

Should there be any errors in the employee details filled in EPF form 5, they can be subsequently rectified by the concerned employees by following the process mentioned below.

  • The relevant employees must inform the employer about the requirement for correction of the details.

  • They must download and print the employee detail rectification form from the EPFO's website, and duly fill and submit it with the necessary KYC documents, including PAN card, Aadhaar card, etc.

  • The form must have the employer's signature and stamp.

  • The employer must then submit the employee details rectification form to the local EPFO office.

Who is Eligible for EPF Form 5?

Only employers can fill and submit EPF form 5 to the EPFO. Such employers must be under the ambit of the EPF. All new employees in such an organisation are eligible to be enrolled in the EPF.

Which Other Forms Should Employers Complete?

In addition to EPF form 5, employers must also fill the following forms and submit them to the EPFO on time.

Form title

Purpose

Form 3A

  • To check employer's monthly contribution to an employee's EPF account

Form 10

  • Notification of an employee's resignation from the organisation and request for withdrawal of PF balance

Form 10C

  • Claim for withdrawal of Employee Pension Scheme balance

Form 13

  • EPF account transfer

Form 2

  • Nomination form for EPF

Conclusion

EPF form 5 is an important document which must be filled and submitted by employers efficiently and accurately. This form serves as the first step towards enrolling new employees under the scheme and helping them avail the various benefits of the programme.

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Disclaimer: Investments in the securities market are subject to market risk, read all related documents carefully before investing.

This content is for educational purposes only. Securities quoted are exemplary and not recommendatory.

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