Employee Left After Salary, Now Stuck with EPFO UAN Issue Due to Old Aadhar – What Can We Do?

One employee joined on the 23rd of April. We processed his 8-day salary on the 30th of April. However, he took the salary and left the job. When attempting to generate the UAN for the employee, we discovered that he had submitted an old Aadhar card that was not updated. Consequently, we are unable to create a new UAN for the employee. Despite numerous follow-ups with the employee, he has shown no interest in sharing the updated Aadhar details. In this situation, what actions can we take, given that we have already deducted the EPFO contribution but are unable to submit it to the EPFO department?

Practical Steps to Address UAN Generation Issue with Outdated Aadhar Card:

1. Document All Communication: Ensure that all attempts to contact the employee regarding the Aadhar card update are well-documented. This includes emails, call logs, and any physical letters sent to the employee.

2. Check Legal Compliance: Review the EPFO guidelines and labor laws concerning UAN generation and employee contributions to understand the legal implications of the situation.

3. Explore Alternative Identification Documents: Inquire if the employee can provide any alternate identification document recognized by the EPFO in place of the Aadhar card.

4. Issue a Formal Notice: Send a formal notice to the employee requesting the updated Aadhar details within a specified deadline, citing the consequences of non-compliance as per company policies and EPFO regulations.

5. Consult with EPFO: Reach out to the EPFO department for guidance on how to proceed in such cases where the employee fails to update their Aadhar details.

6. Consider Legal Action: If all attempts fail and the employee remains non-compliant, consult with legal advisors to understand the options for taking legal action against the employee for hindering EPFO contributions.

7. Adjust Contribution: If the employee does not provide the updated Aadhar details within a reasonable timeframe, adjust the EPFO contributions deducted from the employee's salary as per legal requirements and company policies.

8. Employee Termination: If necessary, follow the termination procedures outlined in the employment contract and labor laws due to the employee's failure to comply with EPFO requirements.

Remember to handle the situation with sensitivity and professionalism while ensuring compliance with all relevant regulations and policies.