What is the Establishment ID in EPFO

The Employees' Provident Funds and Miscellaneous Provisions Act of 1952 launched the Employees Provident Fund (EPF) program in India. The Employees' Provident Fund Organization (EPFO), one of the top social security entities in the world in terms of participants and the volume of financial transactions conducted, oversees its regulation. EPF is essentially a retirement benefit that the company (EPFO) offers to its employees. In this article, we will share an overview of establishment ID in EPFO in detail.

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Table of Contents

What is EPFO establishment ID?

EPF Registration Applicability for Employers

Online EPF Registration Process

Steps for EPF Registration

Importance of EPF Registration

Conclusion

Most Asked Questions

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What is EPFO establishment ID?

An alphanumeric code of 15 digits gets assigned to companies registered with the Ministry of Labor and Employment. The final seven numbers are utilized as the code number while searching for EPFO establishments. Any organization registered with the Ministry of Labour and Employment can have its establishment ID searched with the EPFO establishment search tool. This article covers the comprehensive procedure for searching for EPFO establishments.

EPF Registration Applicability for Employers

All establishments must register for the EPF.

• It is a factory with 20 or more employees involved in any sector.

• To any other business that employs twenty or more people or organizations, the Central Government may designate in this regard by a notification.

Within a month of reaching this strength, the employer has to register for the EPF; otherwise they will have to bear hefty fines. Even if the number of employees is less than the minimum required by the Act, a registered establishment is nonetheless subject to its provisions.

Any establishment with fewer than 20 employees may be subject to the regulations if the Central Government gives at least two months' notice for mandatory registration. The Central Provident Fund (PF) Commissioner may receive an application from the employer if the workers agree the act's provisions must apply to the company. After publishing a notice in the Official Gazette from the date of the agreement or any later date stated in the agreement, the Central PF Commissioner may apply the Act's provisions to that establishment. All employees are entitled to PF from the right from the start of their employment. Additionally, the employer is responsible for deducting and paying PF. The employer and employee split the 12% EPF contribution equally. A 12% contribution to the employee's PF gets subtracted from their base pay. The employer contribution is 12% of the worker's base pay. The PF deduction rate will be 10% if the establishment employs fewer than 20 people.

Online EPF Registration Process

The employer is mandated to register the business online. Employers can register their establishment online with ease by supplying the following information:

Details of the establishment: These include the name, address, date of incorporation, PAN, and type of establishment, which have to be supplied during the registration process. The following information must be supplied if the establishment is a factory: the factory license number, the license date, and the license issuance location. Details of the establishment's MSME registration must be supplied if it is one. The Startup India registration details must be given if the establishment gets registered under Startup India.

eContacts: The authorized person's email address and mobile number must be supplied by the employer.

Individual Contact Information: Employers must supply contact information, such as a manager's. The necessary information includes name, birthdate, gender, PAN, joining date, and address.

Identifiers: The license details that the employer must supply are the identifiers.

Employment information: The following employment facts must be supplied: employee strength, gender, total wages, and wages over the limit.

Branch/Division: Branch information, with details such as name, address, premise number, and LIN (Labour Identification Number).

Activities: In addition to choosing the business type and operations from the drop-down boxes, the employer must input the NIC Code (National Industrial Classification).

Steps for EPF Registration

The employer must do the actions listed below for EPF registration:

Step 1: Go to the EPFO website.

Click the "Establishment Registration" option on the homepage after visiting the website.

Step 2: Sign Up for USSP

The EPFO website's "Establishment Registration" button will take you to the sign-up page for the USSP (Unified Shram Suvidha Portal). The employer must opt for the "Sign Up" option. The employer must create an account by clicking the "Sign Up" button after entering their name, email address, mobile number, and verification code on the following page.

Step 3: Access USSP by logging in

Once the employer has created an account on the USSP, they must log in and click the "Registration For EPFO-ESIC" button on the left-hand side of the screen. Next, click the "Apply for New Registration" button on the right of the screen. "Employees' State Insurance Act, 1948" and "Employees' Provident Fund and Miscellaneous Provision Act, 1952" are the two options that are displayed. After choosing the "Employees' Provident Fund and Miscellaneous Provision Act, 1952," press the "Submit" button.

Step 4: Complete the Form for Registration

• The "Registration Form for EPFO" page will open once the "Submit" button is clicked, and the employer should complete all the fields on the form.

• Click the "Next" button after completing the "Establishment Details" section.

• Click the "Add" button after entering the information in the "eContacts" section. Click "Next" once the details have been added.

• To add the address, click the "Add/Edit Address of Primary Manager" button in the "Contact Person" column.

• To add the email, then select "Add/Edit Econtact of Primary Manager."

• After entering the information for the "Other Contact Person," click the "Add" button and select "Next."

• Press the "Add" button after entering the necessary information in the "Identifiers" section. Select "Next" after adding the essential information.

• Proceed to the following area of the registration form after entering the "Employee Details" section and clicking the "Add" button to input the information.

• Click the "Add" button after entering the information in the "Branch/Division" box. Click "Next" after adding the necessary information.

• After entering the NIC code, principal business activity, type of work, and subcategory of nature of work in the "Activities" section click the "Next" button.

• Click the "Upload" button and then click the "Save" button to upload all of the necessary document attachments in the "Attachments" section.

• The registration form's summary will be shown. After verifying the information provided in the registration form, press the "Submit" button.

Step 5: Attach the DSC

• Attach the Digital Signature Certificate after selecting the "Digital Signature" button on the following page.

• The employer will be notified that the registration form went well once the employer's DSC gets uploaded.

• Additionally, the Unified Shram Suvidha Platform sends the employer an email confirming the completion of the EPFO registration.

Importance of EPF Registration

Employers must complete the EPF registration process since TDS gets withheld from employees' paychecks. Additionally, they would only have to process remittances following the generation of challans by employers via the EPFO employer site. Consequently, they have to undergo this process.

1. Risk coverage: The primary advantage of the Provident Fund is that it protects employees and their dependents against potential risks related to retirement, illness, or death.

2. Uniform account: The Provident Fund account's consistency and transferability are among its most crucial features. It is applicable to any other job location.

3. Employee Pension Scheme (EPS): All holders of PF accounts are eligible for EPS. It states that an employee who reaches 58 receives a monthly pension, withdrawn from the employer's contribution at 8.33% up to Rs. 15,000.

4. Long-term objectives: Getting married or going to college are two examples of long-term objectives that require quick access to money. The quantity of accumulated PF is often helpful during such periods.

5. Emergency needs: Illness or accident, some unforeseen events like marriage or other family get-togethers, call for quick financial support. The quantity of PF can be very advantageous.

Conclusion

When an organization registers to make Provident Fund contributions, the Ministry of Labour and Employment, Government of India, assigns it a special code known as an EPFO establishment ID. Managing employee PF contributions and other EPFO-related tasks requires this ID, which is used to identify an employer for EPFO reasons. The importance of this ID cannot be undermined because it ensures compliance with the EPF guidelines for the establishment.

FAQs

Q1. Why should an employer register the establishment at the EPFO portal?

After April 1, 2012, employers should only send remittances after creating challans using the EPFO's employer portal. Therefore, the employer has to register online. Since offline registration is not an option any more, all new registrations should be completed online.

Q2. What is EPFO establishment ID?

Businesses with Ministry of Labor and Employment registrations have a 15-digit alpha-numeric code. The final seven numbers are utilized as the code number while searching for EPFO establishments.

Q3. What is the eligibility for employers to register for EPF?

The number of employees in the company determines an employee's eligibility for the Employee Provident Fund (EPF), subject to specific rules and regulations.

Q4. How can I create an employer login for EPFO?

Using your PAN, company establishment ID, and other details, you can register as an employer on the EPFO portal. An OTP is used to confirm.

Q5. What if the employer forgets the User ID/ Password for logging in into the portal?

The "Forgot Password" link on the login screen must be clicked by the employer if they cannot remember their user ID or password. The establishment ID, primary email address, and mobile number help to reset the password.

Q6. How can I change my EPF establishment email ID online?

Go to the Employer Portal and login. The "Confirm primary email" link is located under the "PROFILE" menu. Replace the one that appears with your new email address. Choose "Send Verification link" The email address supplied will receive a message.

Q7. What is the Establishment ID in EPFO and where is it used?

It is a unique 7-digit code assigned to an organization upon EPFO registration. It helps identify employers for all EPF-related activities including challans, UAN linking, and compliance checks.

Q8. How is the Establishment ID different from the PF account number?

The Establishment ID is organization-specific. The PF account number is employee-specific and includes the establishment ID as part of its structure (e.g., MH/BAN/1234567/000/0001234).

Q9. Where can employers find their Establishment ID?

Employers can find it on the EPFO registration certificate, or by logging into the EPFO Employer Portal under the “Establishment Profile” section.

Q10. Is Establishment ID required for filing EPF returns?

Yes, it's essential for uploading ECR (Electronic Challan cum Return) files and tracking contributions. The ECR won’t be accepted without linking it to a valid Establishment ID.

Q11. Can an organization have multiple Establishment IDs?

Yes, if it has branches or multiple locations operating under different regional EPF offices, each unit may be issued a separate Establishment ID.

Q12. How is Establishment ID linked to UANs of employees?

When an employee is registered, their UAN is created and linked with the Establishment ID under which they are employed, helping EPFO track contributions per employer.

Q13. What is the impact of incorrect Establishment ID while uploading ECR?

Using an incorrect or invalid ID can lead to rejection of the entire ECR upload, delay in contribution updates, and penalties for late payment.

Q14. Does Establishment ID change when a company relocates?

If a company relocates under the same jurisdiction, the ID remains unchanged. A new ID may be issued if it moves to a different EPFO region or state.

Q15. Can employees check Establishment ID to verify their employer’s EPF status?

Yes, using the EPFO portal, employees can search their employer by name or Establishment ID to verify if the employer is registered and compliant.

Q16. Is Establishment ID required while claiming EPF in ITR or AIS?

While not mandatory in ITR, EPF-related data in AIS (Annual Information Statement) includes employer details indirectly linked to the Establishment ID for traceability.

Q17. Can two employers have the same Establishment ID?

No, the ID is uniquely generated per organization. Sharing or duplicating IDs violates EPFO guidelines and may trigger inspections.

Q18. How can errors in Establishment ID be corrected?

Employers must contact the respective EPFO regional office through a written request or online grievance to rectify any discrepancy in Establishment ID.

Q19. What documents are linked with Establishment ID at the time of registration?

PAN, GSTIN, address proof, and bank details are linked with the Establishment ID, helping EPFO verify the legal status of the employer.

Q20. How is Establishment ID relevant in labor law audits?

It serves as a primary identifier during labor inspections or compliance audits, enabling inspectors to cross-check contribution history and payment timelines.

Q21. Is Establishment ID linked to other statutory portals like ESIC or Shram Suvidha?

Yes, through the Shram Suvidha Portal, Establishment IDs can be used for unified compliance management across EPFO, ESIC, and other labor codes.