EPF Form 5 - How to Get & Fill EPF Form 5

A smooth EPF membership begins with correct documentation and for new joiners, that starts with EPF Form 5. This form ensures that when you (or a new employee) become eligible for EPF benefits, the employer reports your details to EPFO for account creation and UAN allotment.

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What is EPF Form 5?

• EPF Form 5 is the “Return of Employees qualifying for membership” under the Employees' Provident Funds and Miscellaneous Provisions Act, 1952. It notifies the EPFO about new employees who are eligible for EPF, Employees’ Pension Scheme (EPS) and Employees’ Deposit‑Linked Insurance (EDLI) benefits for the first time.
• Upon successful submission of Form 5, EPFO allocates a unique Universal Account Number (UAN) to the employee, enabling both employee and employer contributions toward PF, pension, and insurance accounts.
• Form 5 acts as a formal request from employer to EPFO, ensuring new joiners are registered properly and enjoy statutory benefits under the EPF scheme.

Who Must Fill Form 5: Eligibility & Responsibility

• Only employers i.e. establishments registered under EPFO are required to fill and submit Form 5.
• It is used exclusively for new employees who do not already have an EPF account. Existing EPF members being transferred or changing jobs generally should not be re‑reported via Form 5.
• Even if no new employee joins in a given month, employers are expected to submit a “nil return” (i.e. a Form 5 with “NIL” entries) to EPFO this confirms compliance for that month.

Thus, it is both a compliance requirement for employers and a key step for employees’ EPF enrollment.

Where to Get EPF Form 5

• The PDF version of Form 5 can be downloaded from the official EPFO website.
• Alternatively, physical copies may be obtained from the local EPF regional office or EPFO Commissioner’s office.

Because EPF Form 5 submission remains largely offline, employers will generally print the form, fill it manually, and submit the signed and stamped copy to EPFO.

What Details are Required in Form 5

When filling Form 5, the employer must provide:

• Name and address of the establishment (company/factory)

• EPF code number of the establishment/factory.

• Month and year of submission (i.e. the month for which new joiners are being reported)

• For each new eligible employee:

  • Employee’s full name
  • Father’s name (or husband’s name for married women)
  • Date of birth
  • Gender
  • Date of joining the fund (usually date of joining employment)
  • Previous period of service (if any) on the date of joining especially relevant if bringing in past service certificate under PF/EPS rules.
  • Account number column (for existing EPF members, if applicable) but since Form 5 is for new members, this may often be blank or for UAN allotment.
  • Remarks (if any) e.g. for special cases or notifications.

• Declaration: Signature of employer (or authorized officer), company stamp/seal, date of filing.

Employers generally derive employee details from Form 2 (nomination form) and Form 11 (basic PF details) while preparing Form 5.

When & How Often to Submit EPF Form 5

• Form 5 must be submitted monthly, covering all new joiners (if any) of the previous month. For example, if an employee joined in September, the employer should file their details in Form 5 by 25th of October (or earlier).
• In months with no new joiners, a “NIL” return must still be submitted to maintain compliance.
• The form is typically submitted physically to the jurisdictional EPF Commissioner’s office. Online Form 5 submission as of latest guidance is not standard; employers rely on offline submission, although EPFO’s e‑sewa or monthly ECR/ challan processes handle contributions.

Missing or delayed submission may lead to delay in UAN allotment, disruption in PF contributions, or compliance issues for employer.

Step‑by‑Step: How to Fill EPF Form 5

1. Download Form 5 from EPFO website or collect from regional office.
2. Enter establishment details name, address, EPF code, month & year of return.
3. List new joiners one row per employee, filling accurate personal details (name, father/husband name, DOB, gender, date of joining).
4. Enter previous service period (if any) attach scheme certificate if claiming prior service credit.
5. Leave account number blank for new entrants (UAN will be allotted post-submission) or if available, enter existing PF account number for old EPF members moving establishments. Some sources note Form 5 is only for “new entrants” and not for transfers.
6. Fill remarks if needed (e.g. corrections, special cases).
7. Sign and stamp the form with authorized signatory and company seal, and date of filing.
8. Submit before deadline usually by the 25th of next month (some sources mention 15th).
9. Retain a copy/acknowledgement for your records, in case of audits or future verification.

Why EPF Form 5 Matters: Its Importance

• Timely UAN allotment: Without Form 5, EPFO does not get information about new joiners delaying UAN generation, and consequently, PF contributions for employer and employee.
• Compliance requirement: For establishments under EPF jurisdiction (those with 20+ employees, or voluntary coverage), submitting Form 5 monthly is legally mandated.
• Record‑keeping and transparency: It ensures EPFO’s member database is up-to-date, reducing ghost entries or missing accounts, and helps employees prove their joining date or membership if required.
• Back‑up for employment proof: In absence of appointment letters or joining reports, a properly filed Form 5 (with employer stamp) can serve as valid proof of date of joining (DOJ) or employment history for PF claims/withdrawals.

Common Mistakes & How to Avoid Them

Mistake

Consequence / Risk

Tip to Avoid

Missing deadline / late submission

Delay in UAN allotment and PF contributions

Mark calendar / automate monthly cycle; do “nil return” if no joiners

Incorrect/mismatched data (name, DOB, date of joining)

Possible rejection or future claim issues / difficulty withdrawing PF

Cross-check with employee’s Form 2 / Form 11 / KYC before filling

Overwriting, unclear handwriting, missing signature/ stamp

Form may be rejected, delay or re-submission required

Fill in BLOCK letters; avoid overwriting; affix proper stamp & sign

Submitting duplicate / incorrect entries for existing EPF members

Duplicate UAN or PF account issues

Use Form 5 only for first-time EPFO members; transfers should follow separate process

What Happens After Submission: UAN Allotment & Onboarding

Once employer submits Form 5 and EPFO processes it:

• EPFO generates and allots a UAN for each new member this becomes their permanent identifier under EPF scheme.
• Employee and employer PF contributions begin getting credited against the new UAN/PF account ensuring social security under PF, pension (EPS), and insurance (EDLI).
• Employee can then use UAN to track EPF account online (via EPFO portal / Umang app), download passbook, make withdrawals/ transfers when eligible, check balance, etc.

Thus, Form 5 is the foundational step for EPF participation for any new joiner.

What If There Is an Error: How to Rectify EPF Form 5 Details

Mistakes in Form 5 can be corrected but only via employer/establishment, not the employee independently.

The process generally is:

1. Employee approaches employer and requests correction (e.g. name, DOB, joining date).
2. Employer downloads rectification form (or obtains from EPFO), fills with correct details.
3. Employer attaches copies of valid identity/address proof or KYC documents (PAN, Aadhaar, Voter ID, etc.), as required.
4. Employer signs and stamps, then submits rectified form to regional EPFO office.
5. EPFO processes corrections UAN database and PF records are updated accordingly.

Note: For sensitive data like name or DOB, such rectifications are essential else future PF withdrawals or claims might get delayed or rejected.