Understanding PF Form 9 and Registration Procedures

Dear All,

Can you please provide and suggest about PF Form No. 9? It's very urgent as we have to submit it to the concerned authority.

Please help.

Thanks,
Kanishk

Dear Ken,

PF Form-9 has to be submitted for the first time when any company is registered under the PF Act. It is a record of signatory authority. When an employee resigns from his job, the signatory authority must match with Form-9. Please review the attached copy of Form-9.

Thank you.

Hi Ken,

It's informative. Could you please specify if, when the signing authority (respective person) separates from the organization, it is necessary to submit any other forms that specify the changes in authority, or how to proceed.

Thank you.

Dear Ms. Aisha Sulthana,

If the authorized person separates from the company, the management needs to provide the PF authority with a letter mentioning the reason for the change or asking permission to authorize the concerned person for signing the PF forms. Thereby, a specimen signature should also be given for reference.

CiteHR Attribution:

Form-9 is one time activity to be submitted of employees who are entitled and required to become members of the Employees' Provident Fund and Pension Fund.
The form contain following details:
 PF Account no.,
 Name of Employee,
 Father’s name (or husband’s name in case of married women),
 DOB,
 Sex,
 DOJ,
 Details of previous services,
 Date of PensionScheme,
 Date and reason of leaving service,
 Remarks of settlement i.e. authoriry signature, amt, year of settlement, etc.
This is also a kind of employee book containing employee’s all the information provided at the time of joining services till the separation. PF authority refers this book to validating correct PF numbers or name. This is very important data for employee record purpose, if any employee’s record doesn't matches with above field he / she may not able to withdrawal / transfer PF.

Hi,

This is required by the PF department when you have not submitted your monthly returns correctly (like Form 5 & 10) earlier. Form 9 is a ready reckoner of all employees who joined and left the company with all their master attributes. You should give this as on date and later on keep giving Form 5 and 10 regularly.

Thanks.

Regards,
Hema

Dear All,

Form 9 will be submitted while getting PF code in the PF office. One copy of Form 9, which we submitted, will be maintained by the PF office in the section, and one copy will be maintained in the organization. The employee addition, deletion, and general details like allocating PF number, father's name, and date of joining will be included in Form 9. On the front page, three authorized persons will sign, which will serve as a counter check for the employer's signature when submitting settlement forms like 13, 19, 10C, and 10D, etc.

Kindly find the revised Form 9.

Regards,
Sudharshan

Dear Dr. Kumar,

I think Mr. Santoshm_hr's form is the right one. Actually, I have also discussed with the PF Authority and their advice is also the same as Mr. Santosh's. It's a basic requirement from the PF Department that the employer must submit in the process of getting a new PF Code.

Thanks,
Kanishk

Hi Everyone,

Could you please let me know the actual procedure that employers need to follow from the beginning to get PF registration, as well as the required activities for employees?

Thank you.

Dear Ms. Aisha K,

For a proper PF registration, the company should have at least 20 employees, and the firm should be established for at least 3 years. According to the Employee Provident Fund Act, they should submit Form 5A to the Commissioner at a PF office. The form should be provided in duplicate. Certain particulars, including owners' and directors' details, partners, branches, and other requested information, must be submitted along with the form within a few days. Upon receipt of Form 5A, the PF Commissioner will verify the facts and check the authenticity of the documents before proceeding to assign an Establishment Code. The registration process should take no longer than a month.

For more details, you may visit [Epfo (Govt. of India)](http://epfindia.nic.in/)

Hi Sharmila,

I hope you are doing well.

It's appreciable that I have received a very quick and informative response. As you described, for PF registration, it requires a minimum of 20 employees and the company should be at least 3 years old. Please clarify the following questions:

1. Does the requirement of 20 employees include both probationary and confirmed employees, or only confirmed employees?
2. Is a 3-year period of operations mandatory for PF registration, or can an organization with one year of operation and 20 employees also opt for PF?
3. What are the post-registration activities once the organization obtains the PF code?
4. How can an employee freeze their contribution, regardless of the employer's contribution?

I look forward to hearing your views.

Dear Ms. Aisha,

PF registration has to be done when the firm consists of 20 employees; both probationary and confirmed employees together. Three years is a mandate period, but if your employer is consistent, you may apply specifying the company is 1 year old.

Once the company gets an Establishment code, the Employer and the employee both need to fill in consent and authorization, PF-related forms to carry on the further procedure. (Please find the below attached for more information).

Once the employee has decided to provide his contribution, he shall be contributing and there isn't a way to bring it to a standstill.

CiteHR attribution: https://www.citehr.com/430880-pf-registration-reg.html

Hi Ms. Sharmila Das,

Thank you for the detailed explanation and the link for all forms required for PF register maintenance. Could you please provide the actual flow of activities to be done and specify each form with respect to the activity and necessity? I understand that this may be a time-consuming process to write up, but I kindly request you to give me a clear view of the procedure in a way that I can handle on my own, without further assistance.

I hope you can spare a few minutes of your valuable time to outline this for all of us.

Thank you in advance.

Dear Ms. Aisha,

I'm here to serve the best of all my knowledge to the CiteHR. Forms that have to be filed by the Employer can be understood from this link attached for your ready reference - The Employees' Provident Funds And Miscellaneous Provisions Act, 1952: Returns to be filed by the Employer.

In simple terms:
- Form 2: PF details
- Form 3A: Employee contribution details
- Form 5: This should be filled by the Employer for joining the new staff to PF
- Form 6A: Consolidated Employee contribution list
- Form 10: Staff details who resigned
- Form 10C: Employer's PF contribution for staff not covered with service of 10 years.
- Form 10D: Employer's PF contribution towards staff who are covered with service of 10 years or 58 years for the Pension Scheme.
- Form 12A: Different numbers of Employee contributions under accounts
- Form 19: PF withdrawal form

Hope this information is adequate for your query.

Dear HR Members,

I kindly request you to share the format for adding a new Authorized Signatory for PF withdrawals and transfers. Could you please provide me with the required form as soon as possible?

Regards,
Kamesh

I have done PF withdrawal online claim. After some days, a call came from the PF Office. He told me that my PF was not credited to my bank account due to some problem with my bank account number. Now, I must submit a Re-Authorization form with the bank or Employer sign and seal.

Please, if anyone has the re-authorization form, kindly share it.

I have done PF withdrawal online claim. However, Claim-Form-19 (EPF Final Settlement)(Resign) with Claim ID ........ and Member ID ...... has been rejected due to: "MEMBER'S NAME DIFFERS AS PER FORM 9/MEMBER'S NAME DIFFERS AS PER FORM 9."

Dear sir,

Please inform me if there has been a change in the Director position within our company. Also, kindly advise on the necessary paperwork that needs to be submitted to the EPF department.

Thank you.