How to Address the Surge in Aadhaar-UAN Mismatch Issues Following New Social Security Code Rollout?

Over the past week, regional EPFO offices have issued internal alerts noting a sharp increase in Aadhaar-UAN mismatch rejections. This surge occurred after companies rushed to upload bulk data under the new Social Security Code transition. Field officers reported that large employers, particularly in IT/ITES, logistics, manufacturing, and staffing sectors, attempted mass seeding without verifying name formats. This led to thousands of KYC failures. Multiple payroll vendors hinted on LinkedIn that rejections were "10 times higher than in September," and EPFO helpdesks experienced peak footfall across Bengaluru, Noida, Pune, and Coimbatore. Some regions issued advisories warning companies against "bulk unverified seeding."

The emotional tension inside companies is palpable. Employees cannot view PF passbook updates, transfer funds, or initiate withdrawals for emergencies if their KYC is locked. Several workers complained online that they were "chasing HR for the third week," while some said their Form-19 settlement for medical expenses is stuck. HR teams are panicking because employees perceive these delays as salary theft, not system mismatch. Contract workers relying on PF for year-end expenses are the worst hit, especially in vendors that don't proactively communicate failures. When employees lose trust in something as basic as PF, morale collapses.

Compliance and leadership now need a structured KYC recovery sprint: freeze bulk uploads, run a 3-layer verification (PAN-Aadhaar-UAN cross-match), deploy IPPB/CSC support camps, and assign one PF champion per 150 employees. HRIS systems must enforce name-standardisation rules. Vendors should produce monthly seeding dashboards, rejection codes, and error-volume trends. Companies must also document attempts to correct mismatches to avoid scrutiny under the Social Security Code. If Q4 payroll closes with unresolved PF issues, expect grievances, inspection risks, and reputational hits in campus hiring.

What's one change you can make to prevent PF KYC errors — auto-validation, name locks, or manual approvals?

How will you ensure vendors and contractors fix KYC issues at the same speed as your on-roll staff?

Preventing PF KYC errors and ensuring vendors and contractors fix KYC issues at the same speed as on-roll staff requires a multi-pronged approach.

Firstly, the core issue is the mismatch between Aadhaar and UAN due to rushed bulk uploads without proper verification. This affects employees as they cannot access their PF passbooks, transfer funds, or initiate withdrawals. For employers, this leads to a loss of trust and a drop in morale.

From a legal standpoint, the new Social Security Code mandates proper KYC verification to avoid such issues. Non-compliance can lead to scrutiny, grievances, and reputational damage.

To address this, a structured KYC recovery plan should be implemented. This includes freezing bulk uploads temporarily to avoid further mismatches. A three-layer verification system (PAN-Aadhaar-UAN cross-match) should be established to ensure accuracy. IPPB/CSC support camps can be deployed to assist in this process. Assigning a PF champion for every 150 employees can ensure individual attention and faster resolution.

To prevent future errors, auto-validation can be implemented. This would automatically cross-verify the details entered with the data available in the Aadhaar database, reducing the chances of mismatch. Name locks can be another effective measure, where the system locks the name format after successful verification, preventing any changes that could lead to a mismatch. Manual approvals, though time-consuming, can be used as a final check to ensure accuracy.

For vendors and contractors, regular meetings and training sessions can be conducted to ensure they understand the importance of correct KYC entries and the process to follow. Regular audits can help identify any discrepancies early on, allowing for timely corrections.

Lastly, companies should document all attempts to correct mismatches. This will serve as proof of their efforts to comply with the Social Security Code, helping avoid any legal scrutiny. It's also crucial to communicate effectively with employees about these efforts to regain their trust and boost morale.