Navigating PF & ESI Setup in a Startup: Who to Contact and How to Register?

Dear Friends,

One of my friends who has recently joined a startup company with an employee strength of 65 people wants to know how to implement the PF & ESI provisions in the company. For example, whom to contact, how to register the company, and other details. If anyone has any information on this area, please share it with me as it's urgent.

Thanks in Advance.

Regards,
Harikrishna Gaura

Hi,

I work in Bangalore, and my friend also works in Chennai. It is for him that I am seeking this information.

Regards,
Gaura

Hi,

Tell your friend to visit the PF office, which is situated in Chennai. It's necessary to meet them personally as they provide suggestions about PF. After completing all the requirements, he can provide PF facility to his employees.

Jane

Dear Friend,

Please gather all the required documents for PF and ESI registration. The registration process will necessitate the following:
- Residency proof of director
- MOA of the company
- Lease deed
- PAN
- List of directors
- Service tax number
- Bank statement
- List of employees
- And other necessary documents

Kindly collect all these documents and visit your nearest PF branch office.

Anu

Hi, anyone, please reply to the following subject. What are the formalities for registering in PF? What are the requirements? As this is a new organization, where should we approach to register? How to enroll the employees? Our company is located in Chennai. Kindly provide me with necessary details.

Thanks,
Girish

Steps to Obtain a Provident Fund Code Number

1. You will receive an SMS notifying you about the allotment of the code number, along with a login ID and password.
2. Log in through the Employer Portal with the login credentials provided and create a permanent login ID and password.
3. The Provident Fund Code Number Intimation Letter will be available for download once you log in.
4. The code allotment letter will have all the documents mentioned in the application printed on it, including Form 5A and a blank specimen signature card. The code letter will be treated as incomplete without Form 5A.
5. Download and send the code letter to the EPFO Office with copies of all the required documents and a copy of the completed application. Have all original documents handy for verification by the EPFO Authorities during post-coverage inspection.
6. If PAN verification fails due to a mismatch between PAN and name, the owner will receive a rejection SMS.
7. An error while filling out the PAN or name correctly will require a re-submission and a repeat of the process.

Digital Signatures

Why do you need a digital signature?

To complete the KYC documentation and to complete the PF transfer claim, a Digital Signature (Class II or above) of the authorized person is required to be registered with the EPFO department.

Where to register the signatures?

Through the Online Transfer Claim Portal (OTCP), fill in the names, designations, and mobile numbers of the authorized signatories. Following this, upload the digital certificate of the authorized signatories.

How many signatories can one entity have?

You can upload signatures of up to 3 authorized signatories.

Next steps after uploading the digital signatories?

Print a letter (in duplicate) on the company letterhead, which is to be signed by the employer authorizing the officials of the establishment for the purpose. The letter would have to be signed by the authorized signatories in the relevant column.

How long does the process take?

The digital signature will take 10 days to get activated in the admin portal (OTCP). The employer can then digitally sign and submit the claims.

How to change signatories or signatures?

You can revoke a signature of an authorized signatory through the OTCP. On revocation, the digital signatures of the respective signatory would be suspended, and any digital claim received thereafter signed digitally by the respective signatory would be rejected. Print a letter (in duplicate) and submit it to the EPFO office to complete the revocation process. The letter can be printed from the OTCP. The rest of the revocation process mimics the signature registration process.

What is Form 9?

Along with completing the digital signature process, you have to submit Form 9 and a specimen signature. This is a hard copy containing the list of employees at the respective PF office. For any new employee, this form can be submitted on a monthly or quarterly basis.

What is a Specimen Signature Letter?

Any withdrawal claim or employee-related document that is submitted to the PF office should be authorized by a person appointed by the employer. This authorized person’s details, along with a specimen signature, have to be submitted to the PF office to ensure proper completion of the process.

Setting Up an Employee Provident Fund Account

If your company has more than 20 employees, you will need to create an Employee Provident Fund account. Here is a step-by-step guide to setting up an account:

Step 1: Visit the following website – http://esewa.epfoservices.in/ and click on the Register button.

Step 2: Enter the state in which your business is established and the code for the region and office. The codes will appear as a menu once you enter your state.

Step 3: Enter your establishment code, details of your business, PAN number, and authorized signatories of your organization.

Step 4: You will receive a verification pin on your mobile and will be asked to agree to the stipulated terms and conditions to register.

Step 5: You will receive a temporary login and password through SMS. You may return to the first screen http://esewa.epfoservices.in/ and sign in. Once you have signed in, remember to change your password!

Follow these simple steps, and you will be able to create an employee provident fund account and have your transactions to and from the fund monitored online.