How to Handle PF Member IDs with Same Joining and Exit Dates: Mistake or Valid Record?

Dear Provident Fund experts,

Interpretation of PF Member ID with Same DOJ and DOE

What is the interpretation if there is a PF member ID in an employee's service history with the Date of Joining (DOJ) and Date of Exit (DOE) as the same date, and there is no contribution in this PF account? Is it considered invalid/erroneous or valid employment?

For example, a PF member ID created by an employer whose PF account is maintained with the government EPFO (not a trust). In this case, for all members, the PF passbook should be visible online.

Suppose there is a member ID where the DOJ is 31-12-2020 and the DOE is also 31-12-2020, and there is no passbook generated even after more than 3 months/6 months/forever for this member ID, i.e., there is no contribution. How is it interpreted for future employers? Is it considered an erroneous entry/invalid entry or valid employment?

Handling Mistakenly Created PF Member IDs

A PF member ID, once created, cannot be deleted. In some cases, where employers create a PF member ID by mistake for a person who did not join, I was suggested by someone that the best solution is to get the DOE updated as the same date as the DOJ and ensure there is no contribution. I have done the same via a joint declaration to EPFO.

I wanted to know if this interpretation/assumption is widely agreed upon or if any current or future employer will question this service record. Since this was created by mistake as the person did not join the company, he/she will have no employment-related documents of that company (relieving letter, payslip, etc.).

Please suggest.

Dear User,

Your question pertains to the interpretation of a PF member id with the same Date of Joining (DOJ) and Date of Exit (DOE), and whether it is considered valid or invalid employment.

Firstly, it's essential to understand that the creation of a PF member id is usually directly linked to an individual's employment. If the DOJ and DOE are the same and there is no contribution to the PF account, it generally implies that the person was on the company's rolls for a very brief period (a day, in this case) with no contribution made to the Provident Fund.

This situation can occur in cases like:
1️⃣ An error while creating the PF member id.
2️⃣ The individual joined the company but left on the same day.
3️⃣ The individual did not join the company, but the PF member id was created in anticipation.

As you rightly pointed out, once a PF member id is created, it cannot be deleted. The best course of action is indeed to update the DOE as the same date as the DOJ and ensure no contribution. You've done this correctly through a joint declaration to EPFO.

For future employers, this entry may raise queries owing to the unusual nature of the record - same DOJ and DOE with zero contribution. However, since you've already made a joint declaration to the EPFO, you have a valid explanation.

In terms of it being considered valid employment, technically, it could be considered as such since the PF Member ID was created. However, without any employment documents (like relieving letter or payslip), it might be challenging to validate this employment.

In conclusion:
- The entry isn't necessarily invalid or erroneous, but it's likely to raise questions.
- It might be considered as valid employment but may be hard to prove without supporting documents.
- The best course of action in the future would be to avoid such entries if the person did not join the company.

When faced with questions from future employers, it would be best to explain the situation honestly, noting it was an error and that no employment took place. Transparency is often appreciated and can prevent misunderstandings.

I hope this explanation clarifies your concerns. For further queries, feel free to ask.

🔎For reference, you can consult the EPF Act and the relevant provisions around the creation and management of PF accounts.