What Documents Do You Need from Employees for Their Nominee in Case of an Emergency?

Hi everyone, I am Chandra Mohan Naidu from Mumbai. This is my first post on this forum. I would like to know what valid documents are required to collect from an employee for his/her nominee of his employment.

Documents Required for Employee Nominee

This is a general question and applicable to claims of employees if any unfortunate incident happens to him/them to pay the statutory dues to their nominee.

Dear Colleague,

Your intentions to support employees' families in crisis are appreciated. Many organizations fail to create valid nominations, leaving families unaware and missing out on many benefits. Typically, you may collect nominations under the legal provisions for:

- Settlement of leave salary under the Factories Act (Refer to the rule)
- PF nomination covering EPS and EDLI through online/digital nomination
- ESI nomination
- Gratuity nomination (Refer to the rules)
- A general nomination form for all purposes to be used for any other settlements for the payment of balance wages and other benefits as per your organization's policy.

In the case of unmarried employees, advise them to change their nomination when they get married, which many do not do, leading to significant delays in benefits settlement.

To support the claims, you may always ask the family members for the legal heirship certificate in case of any untoward incident, and proceed accordingly in the absence of any specific nomination. If a nomination is in place, follow it if it is valid.

Dear Thiru Dr. Shiva, we are collecting the above-mentioned documents when employees join and will continue this practice in the future too.

Regards, Chandra Mohan Naidu

For the PF, go with the e-nomination process in the EPF Portal itself. There are a lot of guidelines given by EPFO for uploading e-nomination under EPF/EPS/EDLI.