Understanding PF Forms: What to Fill When Employees Join or Leave and Why Form 16 Matters

Hi friends,

I need some basic info regarding PF:

1) When a new employee joins an organization, what is the name of the PF form that needs to be filled for him?

2) Similarly, when an employee quits, what is the form to be filled for him to claim his PF?

3) I would appreciate if I could get a copy of the forms as well.

4) Why is a new joinee asked for a Form 16 from his previous organization (for computation of TDS I presume?) What if he can't produce one?

At the time of joining, one has to submit Nomination cum Declaration (Form 2 revised). After being allotted the PF account number, the form for the allotment of the National Social Security Number shall also be submitted.

When an employee leaves (in fact after a waiting period of 2 months), he has to submit Form 19 and Form 10 C to withdraw the PF accumulations. Alternatively, he can submit Form 13 for transferring the accumulations to a new company.

All PF-related forms can be downloaded from the website of the Employees' Provident Fund Organization.

Form 16 of Income Tax pertains to tax deducted by the employer from the source salary of the employee. If a new employer receives a copy of the Form 16 of the new employee, they can assess the employee's previous salary with the previous employer and determine if the employee provided accurate information about their current salary during the interview or application process. I believe that asking for Form 16 issued by the previous employer is a bad HR practice. Employers are expected to trust the employee and their statements. If any discrepancies are later discovered, appropriate action can be taken against the employee for providing false information. However, the employer does not have a legal right to request Form 16.

Regards,

Madhu.T.K

Hello Madhu,

Thank you very much for the information. Do you have a sample Nomination/Declaration Form (Form 2 revised)? It would be great if you could forward a copy of that. I have the rest of the forms (PF) with me.

Thanks and Regards,
Ayona

Please find the attachments.

Regards,
Madhu.T.K

Thank you, Madhu Sir, for the valuable information.

I believe form no. 5 is also required when an employee joins the organization along with form 2 (nomination). Additionally, when an employee leaves the organization, form no. 10 should be submitted to the EPF organization along with other necessary forms.

You can access screenshots of some of the PF forms at EPF (Employees Provident Fund) Management Software, NexTech Software Solutions: [EPF Software](http://www.nextechss.com/epfsoftware.htm).

Best Regards,
Prashant Patil

Dear Prashant,

Form 5 is also required, but Form 2 is a declaration cum nomination by the employee duly countersigned by the employer. Form 5, on the other hand, is a consolidated return by the employer in which the details of all employees who join the PF during a month will be provided. Similarly, Form 10 pertains to the details of all employees who leave the establishment during the return month.

Regards,
Madhu T.K