Employee Name Mismatch in PFO Claims: How Can We Fix This Issue?

Hi, good afternoon.

A couple of our employees' names were wrongly updated while registering their names during their joining time way back. Now they have resigned and sent the claim forms to the PFO. The PFO has rejected them due to a mismatch in the name.

Kindly suggest how to resolve these issues.

Regards,
Thimmesh

Wow, this was going to come up anytime, Timmesh. First and foremost, what every employer must do to prevent any such discrepancies from arising in the future is to enforce every member contributor to submit a PAN card copy and Aadhar Card copy. These two documents are a must, and the PF Office considers these documents for verification of name, DOB, etc.

With regard to your specific problem, ask the former employees to submit a self-acknowledged copy of their PAN and Aadhar card along with an application for the correction to be done in their name. Ask them to also produce Form 23 for the previous three years (to be on the safer side). Together with the UAN card, the employer (YOU) should write an application requesting the PF Office to make the necessary correction. Keep the acknowledgment so that you can use it as a reference in case the correction is not done within two weeks' time.

Alternatively, the members can also forward a grievance/request through their online account followed by the submission of the hard copy with all self-acknowledged documents.

Try it out. This should work. Let me know if you still face any issues.

Regards,
A.b.

Dear sir,

Greetings for the day.

The issue can be resolved by simply filling up the enclosed form, which is the 'Joint Declaration of Member & Employer,' duly signed by both. Afterwards, enclose the same with withdrawal claims and submit it to the concerned EPFO. Please note that you should also change the name of the regional office; instead of Delhi, it should be Mumbai or any other suitable office.

Thanks & Regards,

From,
Sumit Kumar Saxena