EPF Form 5 for First Time Employee Registration: Filing Procedure

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EPFO covers all organizations that have 20 or more employees in the formal service sector. These organizations have to provide EPF services to eligible employees and contribute to their EPF, EPS and EDLI. They have to inform EPFO about new joinees who are eligible for EPF services every month by filling the Form 5 and submitting it to the regional EPF Commissioner.

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What is Form 5?

EPF Form 5 is filled by an employer every month mentioning the details of new joinees (of last month) who are eligible for EPF services. An employer files return of employees qualifying for the membership of Employees’ Provident Fund, Employees’ Pension Scheme and Employees’ Deposit Link Insurance Fund for the first time during a specific month. Once informed, new Universal Account Numbers are allotted to these members by EPFO and contributions (both employee’s and employer’s) start getting deposited in their accounts. EPF Form 5 is mentioned in Para 36(2) of The Employees’ Provident Fund Scheme, 1952.

Components of Form 5

An employer has to mention the following details in EPF Form 5:

• Month and year of the submission of the form
• Name and address of the Company/Establishment
• Code number of the Factory/Establishment
• Employee Details Table
  
  • Serial Number
  • Account Number
  • Name of the Employee
  • Father’s Name (Husband’s Name in case of married women)
  • Date of Birth
  • Gender
  • Date of joining the Fund
  • Total period of previous service as on the date of joining the Fund (Enclose Scheme Certificate as applicable)
  • Remarks
• Signature of the employer or any other authorized officer of the Factory/Establishment
• Stamp of the Factory/Establishment
• Date of filling the Form

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How to Fill EPF Form 5?

The employer has to fill form 5 mentioning all required details of the new employee in the form. These details can be taken from Form 2 (nomination details) and Form 11 (basic EPF details).  It is also noteworthy that Aadhaar card is not mandatory for EPF schemes now. So, the employer need not ask for Aadhaar of the new joinee.

When to Fill EPF Form 5?

Form 5 has to be filled by the employer every month mentioning all eligible new entrants in the company during the previous month and providing the details before 15th of the month. Assuming that an employee joined an organization on 10th of September, 2018, the employer has to furnish his details to the EPFO through Form 5 latest by 15th October.

Also read : EPF Forms: Complete List of Employee PF Forms

FAQs Related to EPF Form 5

1) Do I have to fill Form 5 every month?
Ans: As per the norms, if you are an employer, you have to inform the EPFO of all the new joinees in your establishment/organisation for allotment of UAN to them. In case an employee joins your organization in a month, you have to let EPFO know about it by 15th of the next month.

2) I have joined a job as a fresher in a company having 200 employees. Should I fill form 5?
Ans: Form 5 has to be filled by the employer. Employees are not required to fill this form.

3) There are 24 employees in my company. Will I have to fill form 5?
Ans: As your company has more than 20 employees, you will be covered under EPFO. You will have to fill Form 5 for all eligible members in the organization and submit it to the EPFO.

4) An employee has joined my organization on 26th September. Will I have to fill Form 5 for him by 15th October or 15th November?
Ans: You have to fill Form 5 for the new employee by 15th October. All eligible employees joining a company in a calendar month have to be reported to EPFO by the employer by next month’s 15th.

5) If no employee joins my company in the previous month, should I fill Form 5?
Ans: Even if no one joins the company, you have to fill Form 5. You have to mention “Nil” in the employee details section and submit it in the EPF Commissioner’s office!