Preparing for a PF Inspection: What Documents Should Contractors and Employers Have Ready?

We have a PF inspection in the forthcoming month. I just want to know which documents/records need to be ready from the contractor's side and the principal employer's side.

Thanks in advance.

You need to update your monthly PF challans file (challan, statement) in a monthly sequence, along with yearly statements and attendance records for the past two years. Also, create simple year-wise statements and year-wise statements of your PF amount deposits, including the number of employees and the amount deposited.

Regards,
Vijay

You should have all monthly challans, i.e., PF challans, Form No. 5 & 10, Form No. 2, Annual Returns 3A & 6A, and the Salary Register. They may also ask to see the ledger accounts of your company, so you should have those available at that time along with the PF inspection book, etc.

With regards,
Jignesh Sisodiya

You can also provide the following at the time of inspection:

1. PF Registration No.
2. Paid Challans (Month Wise)
3. Form - 5 (Additions)
4. Form - 10 (Deletions)
5. Form - 9 (Register Employee)
6. Form - 2 (If available)
7. Form - 12A (with Challans submission in the bank)
8. Form - 3A (Contribution of Employee)
9. Form - 6A (Annual Returns of PF from Employer)

If any other documents of PF dept.

Thank you.

Regards,
JAY - [Phone Number Removed For Privacy Reasons]

From the Principal Employer's side, they may ask for details of the running bill-wise payments made to the contractors, which will be matched with the salary register of the contractors. If the difference is within 25%, then they will not ask many questions in the case of Labour Supply contractors. In the case of contractors working with materials, that cost will also be added, and a maximum of 35 to 40% may be considered as wages/salary for workers. Therefore, you can prepare your records accordingly.

Thank you.

Regards.

Documents Required for PF Inspection

The PF inspector may ask for wage records from the last PF inspection (if any) or from the company's start date. This includes complete monthly returns for PF, complete annual returns for PF (if any), balance sheet, muster roll, PC of PF challans, cash book, register of advances, etc.

Please ensure proper formatting with a single line break between paragraphs.

Regards

Documents Required for PF Inspection

A PF Inspector may ask for the following documents:

- Attendance register for the period from the start of the PF remittance year until 02/2011.
- Wages registers from the same period.
- First cash book/first bill book.
- Current cash book and ledger.
- Audited balance sheets from the start of the PF remittance year to 2010-11.
- Income tax assessment returns.
- Office copies of returns in Forms 12, 10, 5 & 5A.
- Declaration in Form No. 11.
- Receipts of PF challans as your copies.
- PF Inspection Book purchased from a stationery book shop.
- Annual returns of all years submitted to the PF Office.
- If available, Nomination Form-2 (Declaration of employees).
- Muster registers from the same period.
- Salary statements from the beginning (do not include sub-staff).