Simplify Your EPF Form Filling: How to Use an Automated Form-5 for Quick Results

Dear HR Faternity,

Filling out EPF Forms, whether handwritten or on a PC is a tedious task, especially when the attrition is substantial. To make the life of my buddies comfortable, attached pl. find “AUTOMATED” Form 5. The form shall be generated at a click of a button.

The form can have a maximum of 15 employees. As with any software, you have to follow certain rules. Follow the rules and you shall get the forms in around 15 to 30 seconds flat. (Depending on the configuration of your PC, the amount of data to be entered viz. attrition etc).

1. To generate the forms, you MUST maintain the Employee Master as per attached sample file “Dummy_Emploee_Master-07-08.xls” (Source File – Name of the file may be different).

a. The first record MUST appear on row no. 18.

b. Do not change the names of sheets (i. e. Employee_Records and Resignations).

c. DO NOT delete the sheet named “Template”.

d. If the format of the source file is changed, you will not get the proper output.

2. Before you generate the form, ensure that the source file is closed. You will not get the proper output if the source file is open. The source file shall open automatically when you generate Form 5 and 10 and close automatically.

3. The form is setup for a standard A4 paper.

4. Open the file “Form-5.xls”

5. Make sure that the macros security is set to “medium”. To do this do the following:

a. Go to Tools -> Macros ->Security.

b. Click the Medium radio button.

c. This shall ensure that you get a message to enable the macros when you open the workbook.

6. Enable the macros. If you disable the macros, you will not get results.

7. You shall be prompted to choose the Source File. Choose the source file which forms an input.

8. Run the macro. Press <Alt>+<F8> and click <Run>

9. You shall be prompted for the month and year for which the form is to be generated.

10. Choose the Month & Year & keep your fingures crossed.

11. The desired form shall be generated.

12. The only shortcoming in this form is that you will have to put in the PF nos. manually. I shall update the code and post ASAP.

I have a few records in the source file. Pl. generate the form-5 for the month of September 2007 before you decide to use this.

I shall be posting Form-10 ASAP. The source file for Form-10 remains same and uses the "Resignations" sheet from the source file.

Regards,

Deepak Kanade

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Thanks. I got a lot of help from your detailed explanation. Can you guide me on all the formalities, records, and procedures related to PF? It's urgent because I have joined the organization which commenced last month only, and I am also a fresher. Here, no one is available to guide me, so I have to manage all the procedures related to PF, Professional Tax, and other HR activities.

I worked as a staff member in a company responsible for handling PF, ESI, and P.Tax duties up to the year 2009. During that time, all documentation, including Form 2, Form 5, and Form 10 for PF, was submitted manually to the PF office with hard copies. However, currently, these documents are being submitted online through the internet. Could you please provide me with information on how the entire process is now being carried out through the internet?

Regards,
S. Ghosal