Employee Provident Fund (PF) return filing is a fundamental responsibility for establishments with PF registration. Ensuring compliance with monthly filing requirements is essential to avoid penalties and maintain statutory adherence. At IndiaFilings, we recognize the significance of this obligation and stand ready to assist you every step of the way. Our team of experts is dedicated to providing comprehensive guidance and support throughout the PF return filing process, empowering you to fulfil your regulatory obligations easily and confidently.

Contact IndiaFilings today to simplify your PF return filing process with expert guidance.

EPF Scheme

The EPF Scheme, established by the government, is a social security initiative to promote savings among employees and ensure post-retirement benefits such as pensions.Through regular contributions deducted from their salaries, employees accumulate savings over time. Upon retirement or leaving their jobs, these savings can be accessed as a lump sum payment.

Under the EPF scheme, employers and employees contribute 12% of basic pay. While 3.67% of the employer’s contribution is directed to the employee’s EPF account, the remaining 8.33% is allocated to the Employees Pension Fund (EPF).

Employees can withdraw EPF amounts upon retirement (at or after 58 years of age), unemployment for two months, or in the event of death before the specified retirement age.

PF registration

PF registration refers to the process by which an establishment or employer enrols with the Employees’ Provident Fund Organization (EPFO) to participate in the Provident Fund (PF) scheme.

This registration is mandatory for organizations with 20 or more employees and voluntary for those with fewer than 20 employees.

• Once registered, the employer obtains a unique PF code, which is used for various PF-related transactions, including monthly contributions, withdrawals, and filings.
• Even organizations with fewer than 20 employees have the option to register for PF benefits voluntarily.
• Employers with PF registration are mandated to file monthly returns to maintain compliance with regulations.

PF return filing

PF filing involves submitting detailed reports to the Employees’ Provident Fund Organization (EPFO). PF filing is compulsory for employers registered under the Provident Fund scheme. It must be carried out on a monthly basis, with the deadline set for the 25th day of each month.

Employers are required to submit various data points for return filing, including the total amount of contributions made by both the employer and the employee, details of employees covered under the scheme, as well as their PF account numbers and other relevant information.

Who is Required to File PF Returns?

Entities falling under the Employees’ Provident Funds and Miscellaneous Provisions Act, 1952, must file PF returns. This encompasses establishments with 20 or more employees and fewer than 20 employees voluntarily registered under the Act.

Advantages of Filing PF

Regularly filing returns offers numerous benefits for both employers and employees, which include:

• Compliance with Legal Requirements: Filing Returns is a legal obligation, and adherence ensures avoidance of penalties and fines for non-compliance.
• Employee Security: PF contributions form a crucial component of an employee’s social security. Consistent return filing guarantees that these contributions are accurately recorded, safeguarding employee financial security.
• Tax Advantages: PF contributions are eligible for tax deductions. Consistent PF filing facilitates employers in claiming these tax benefits, contributing to overall financial efficiency.
• Organized Record-Keeping: Regular filing of returns enables employers to maintain systematic records of employee PF contributions. This organized approach simplifies the tracking and managing of employee benefits, fostering efficient administration.

PF Return Due Date

The PF Return due date varies based on the nature of the establishment.

Private Establishments

• Private establishments must files every month, with submissions due by the 15th of the subsequent month.
• For example, if the return period is January, the PF due date deadline is February 15th.

Government Establishments

• Government establishments adhere to a quarterly filing schedule.
• Returns are to be submitted by the end of the month following the conclusion of each quarter.
• For instance, if the quarter ends on March 31st, the PF due date is by the end of April.

Missing return due dates leads to penalties and legal repercussions.

Documents Required

• Employer’s contribution amount to EPF
• Employee’s contribution amount to EPF
• ECR (Electronic Challan cum Return) Challan copy
• Details of UAN (Universal Account Number), with KYC compliance, of employees

Required Forms for PF Filing

Different Forms Required for Return Filing are as follows:

Form 2

Form 2 is filed as a declaration and nomination under the Flagship scheme of the Employment Provident Fund and the Employment Family Pension Scheme. Form 2 must be filed by the employees who are joining the establishment. This form is to be submitted with Form 5. Form 2 is divided into 2 different parts.

Part A

Part A of Form 2 deals with nominating the recipients of the EPF balance of the particular account holder, in the event of his or her death. This part of the form must include the following details:

• Name
• Address
• Relationship with the subscriber
• Age
• Sum of the money that is to be paid to the nominee
• Guardian Details ( In case the nominee is a minor)

This Part has to be signed or needs to have a thumb impression to be made at the end of the section.

Part B

The details of the nominee as already mentioned in Part A should also be included in Part B. Additionally, the details of the members who are eligible to receive the children/ widow pension must be furnished.

This Part again must be signed duly or a thumb impression has to be made at the end of the section.

Form 5

Form 5 is a monthly report that contains the details of the employees who are newly enrolled in the provident fund scheme. Form 5 must include the following details:

• Organization’s Name
• Address of the Organization
• Code of the organization
• Account number of the Employee
• Name of the employee
• Middle Name (Husband/Father)
• Date of birth of the employee
• Date of joining
• Track record of the work.

The form is to be filed and stamped by the employer with the date of filing mentioned on it.

Form 10

It is a monthly report that includes the details of the employees who have ceased to be a part of the scheme on the given month. Form 10 includes the following details.

• Account Number
• Name of the employee
• Name of the father or the husband
• Date of leaving the service
• Reason for leaving service.

Form 10 must be filed and stamped by the employer with the filing date of the form.

Form 12A

This Form 12 A is a report that contains the payment details that are contributed to the account of the respective employee in a particular month.

Annual PF Return Filing

The annual returns are to be filed by the 30th of April in a given year. The forms that are utilized for filing the annual returns are

• Form 3A
• Form 6A

Form 3A

The Form 3A depicts the month-wise contribution to the subscriber or members and the employers towards the Employee Provident Fund and the Employee Pension Fund in a year. The data is calculated by every member who is a part of the scheme. Additionally, the scheme will include the following details

• Account Number
• Name of the subscriber
• Name of the father or the husband
• Name and address of the establishment
• The statutory rate of contribution
• Voluntary contribution in case if there is any.
• Form 3A must contain the signature and the seal of the employer.

Form 6A

Form 6A is a consolidated annual contribution statement that includes details about the annual contribution of each member of the establishment. The Form has to include the details as they are enumerated below:

• Account number
• Name of the members of the subscriber
• Wages, retaining allowance if there is any, and the D.A that includes the cash value of the food concession that is paid during the currency period.
• The amount of contribution that is deducted from the wages.
• Employer’s contribution (Both EPF and Pension)
• Refund of the advances
• Rate of the higher voluntary contribution (If there is any)
• Remarks

Besides this, the following details should also be included in the amount remitted column:

• The month of the contribution
• The remitted contribution that includes the refund of the advances
• EDLI Contribution
• Pension Fund Contribution
• Administrative charges
• Aggregate contributors.

Consequences of Non-Compliance with PF Filing

Failure to adhere to requirements may incur penalties and legal consequences. The EPFO has the authority to levy penalties of up to Rs.5,000 per day for delayed filings. Furthermore, non-compliance can jeopardize employee benefits, potentially resulting in delayed or reduced pension payments.

Procedural Guidelines for Filing PF Returns

• Frequency of Filing: Returns necessitate monthly submission, with a deadline of 15 days following the end of each month.
• Mode of Filing: Electronic filing via the EPFO’s online portal is the mandated return submission method.
• Late Filing: Failure to file returns by the due date incurs a penalty of 10% per annum and accrued interest.
• Correction of Errors: Any identified errors in returns post-submission must be rectified within 60 days following the end of the respective month.
• Consolidated Statement: At the conclusion of each fiscal year, the EPFO must receive a consolidated statement detailing all PF contributions made throughout the year.

PF Return Filing Procedure

The procedure for filing a PF Return is explained here. Streamline your return filing process with our expert’s guidance:

• PF Registration: Ensure your establishment is registered with the Employees’ Provident Fund Organization (EPFO) and has obtained a PF registration number.
• Gather Data: Collect all necessary data, including details of employee contributions, employer contributions, and other relevant information required for filing.
• Prepare Returns: Use the prescribed format or software provided by the EPFO to prepare the returns accurately.
• Verification: Double-check all the information entered in the returns to ensure accuracy and compliance with regulations.
• Submission: File the PF returns electronically through the EPFO’s online portal. Ensure timely submission by the specified deadline.
• Acknowledgement: Upon successful submission, obtain an acknowledgment or receipt of the filed PF returns for your records.
• Annual Consolidated Statement: At the end of each financial year, submit a consolidated statement of all PF contributions made during the year to the EPFO.

IndiaFilings experts can assist you through every step, ensuring accuracy and compliance