How to Handle Provident Fund Withdrawal When Employee Records Are Missing?

One of our employees left the organization in 2007 and did not settle his provident fund account. He has now applied for withdrawal, but the company has no records, and his personal file cannot be traced.

The employee wants to withdraw his provident fund, but due to the absence of documents, the company is unable to sign the required forms. What is the procedure to withdraw the provident fund under these circumstances?

Regards,
Ranjan K Dixit

Hi, To process the old PF, why do you require the old personal file? All the data should be in your payroll software, which you can use to verify and submit necessary forms like 3A if needed.

Now, most PF offices are encouraging online claims only. Since this claim is prior to UAN implementation, you can seek help from the PF Office. The employee needs to submit a self-declaration explaining why PF has not been claimed for these many years.

Also, please note that if PF money is not claimed (and not active) for more than 5 to 7 years, it will be moved to the unclaimed fund as per the PF office. Therefore, contact the respective PF office PRO before making any commitments to the employee.

Procedure for Provident Fund Withdrawal Without UAN

What Laxmi Narayan has said is right. There is no other way to get the fund back because, at the time the employee left service, there was no UAN. Certainly, if the employee had taken up service somewhere else, and this pertains to an account remaining idle without transfer to later accounts, then there is a possibility that a UAN was generated in the meantime. But I don't think that he has any UAN generated for his PF. In the absence of UAN, the only possibility to withdraw the amount is to submit hard forms (Form 19 and 10C) with a declaration jointly signed by the employee and the employer that he left the company long before UAN was introduced, and the particulars furnished in the withdrawal forms are as per available data.

Retrieving Member ID and Contribution Details

In order to get the details regarding the member ID (PF ID), you have to peruse the contribution cards, Form 3A, or the annual return submitted. The employee should also have a contribution slip which the EPFO used to give through the employer every year, and it is the duty of the employee concerned to keep it. But since it has already been 17 years, we cannot blame him if he has lost it. If you have not kept such data, the same can be collected from the EPFO's Sub Regional Office where you used to submit the monthly and annual returns of contributions. Recently, they have had a helpdesk opened for dealing with such matters. I think it is fine if you send any of your staff members to help the employee. Obviously, the KYCs as required should also be attached to the forms you submit.

Please visit the respective PF office and try to generate the UAN for his old account through the PF office. Also, you can try to generate his UAN from the member portal at "https://unifiedportal-mem.epfindia.gov.in/memberinterface/". Please refer to the attached screenshot, provided his KYC details are matching.

You may try to generate his UAN through the employer portal as well at "https://unifiedportal-emp.epfindia.gov.in/epfo/". Select "UAN Allotment to Existing Member" from the member tab. Please refer to the attached screenshot if his name is available on the PF portal.

As mentioned by Mr. Madhu, if his UAN is generated for later service(s), the PF office may merge his new UAN with his old service. Then he can transfer the PF accumulation to the new service and withdraw the amount.

You need to write a detailed letter to the PF office along with a joint declaration, self-attested KYC documents, and have it countersigned by the employer.

It is advisable to meet the PRO before proceeding; he will guide you on the subject.

Agreed with what experts said.

Steps to Resolve Provident Fund Issues

> Visit the PF office and meet the PRO. If you have a PF Adalat in your area, it's the best way to reach out to PF officials.
> Take some documents that you have in your custody (Form 23 or payslips, employer letters, etc.).
> Seek help. Please note that you may need to visit multiple times or follow up several times to get it addressed.

This inactive account obviously will not generate accrued interest after remaining inactive for a few years, let's say beyond 3 years or so. In any case, your claim forms, duly endorsed/authenticated by the employer's Authorized Signatory, may require a sworn affidavit with the latest photo along with KYC documents. Nothing is lost.

Kumar Sir, I believe the provision stating that after three years of being inoperative, a PF account will cease to receive interest has been withdrawn. However, I feel that I am not receiving any interest since my retirement.

Madhu sir,

As per the EPFO website, this is what is appearing in their FAQ:

"Yes, if no Employer's contribution is being remitted to EPF a/c of the employee for continuously 3 years, then this EPF A/c will not earn interest after 3 years from the stoppage of the contribution of the employer.

"Will your EPF accounts earn interest if a contribution is not made?
Ans: There is no restriction on the period for membership. Even after leaving the establishment, a person can continue his membership. However, if no contribution is received into a PF account for 3 consecutive years, the account shall not earn any interest after 3 years from the stopping of the contribution."

I'll try to share the notification relevant to this in due course to clear the doubts.

https://www.epfindia.gov.in/site_en/FAQ.php