Provident Fund Registration in India (PF)

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Overview: Provident Fund (PF) Registration

Provident Fund registration is a vital step for employers aiming to establish and administer a retirement savings scheme for their employees. This process involves the creation of a Provident Fund (PF) account where both the employer and the employee contribute a portion of the latter’s salary regularly. The PF serves as a crucial financial safety net for employees during their retirement years.

Key Steps in PF Registration:

  • Eligibility Determination: Employers assess their eligibility for PF registration based on factors like the number of employees and relevant regulations in their jurisdiction.
  • Documentation Preparation: Employers gather and prepare necessary documents, including registration forms, employee details, and supporting records as mandated by regulatory authorities.
  • Registration Application Submission: Completed application forms and supporting documents are submitted to the relevant PF regulatory body or government department.
  • Employer Code Allocation: Upon successful application, employers receive a unique identification number or employer code essential for all PF-related transactions.
  • Employee Enrollment: Registered employers enroll eligible employees into the PF scheme. This involves providing employees with necessary forms, explaining benefits and contributions, and collecting their consent to participate.
  • Contribution Management: Employers deduct employees’ contributions from their salaries and contribute the employer’s share to the PF account. These contributions are then deposited with the appropriate government authority within specified timeframes.
  • Compliance and Reporting: Employers ensure compliance with regulations, including timely deposit of contributions, accurate record-keeping, and submission of periodic reports to PF authorities.

By completing PF registration, employers provide their employees access to a retirement savings scheme vital for securing their financial future. FastLegal offers expert guidance and assistance throughout the PF registration process, ensuring compliance with regulations and efficient management of employee contributions.

Eligibility for Provident Fund (PF) Registration in India

To register for Provident Fund (PF) in India, employers must meet certain criteria set by the Employees’ Provident Fund Organization (EPFO). Here are the key eligibility requirements:

  • Employee Count: Employers with 20 or more employees are generally required to register for PF. However, voluntary registration is also possible for employers with fewer employees.
  • Wages/Salary Limit: The PF scheme applies to employees earning wages/salary up to a certain threshold, currently set at ₹15,000 per month. Employees earning above this threshold can also be enrolled voluntarily if they meet the eligibility criteria.
  • Nature of Employment: PF registration is mandatory for establishments engaged in specific industries or sectors, such as factories, mines, plantations, and establishments covered under the Employees’ Provident Funds and Miscellaneous Provisions Act, 1952.

It’s important to note that the PF registration eligibility criteria may be subject to changes and further specific requirements based on applicable laws and regulations. Employers are advised to consult with experts or refer to the official guidelines provided by the EPFO to ensure compliance and determine their eligibility for PF registration. FastLegal can provide comprehensive assistance and guidance throughout the PF registration process, ensuring compliance with relevant regulations for Indian employees.

Documents Required for PF Registration

The following documents are typically required for Provident Fund (PF) registration in India:

  • Employer’s Documents:
    • Certificate of Incorporation or Registration: Proof of the company’s legal existence, such as the certificate issued by the Registrar of Companies (RoC).
    • Memorandum and Articles of Association (MoA and AoA): The constitutional documents of the company.
    • PAN Card: Permanent Account Number card issued by the Income Tax Department.
    • Address Proof: Documents demonstrating the company’s registered address, such as utility bills, lease agreement, or property ownership documents.
  • Employee-related Documents:
    • Employee Details: Information about each employee, including their name, date of birth, address, Aadhaar number, bank account details, and salary/wage information.
    • Joining Report: Document stating the employee’s start date and position in the company.
    • Aadhaar Card: Identification document issued by the Unique Identification Authority of India (UIDAI) containing the employee’s biometric and demographic information.
    • Bank Account Details: Bank account information of employees for salary/wage payment and PF contribution purposes.
  • Other Supporting Documents:
    • Digital Signature Certificate (DSC): A valid DSC for authorized signatories, typically required for online submission of PF-related documents.
    • Cancelled Cheque: A cancelled cheque leaf from the company’s bank account for verification of bank account details.
    • PF Challans: Proof of previous PF contributions, if applicable.

It’s important to note that the exact document requirements may vary based on specific regulations and jurisdiction. FastLegal can provide personalized guidance and assistance, ensuring you have the necessary documents and meet the requirements for a smooth PF registration process.

Why Fastlegal

We make it easier for entrepreneurs to get their PF registered online from the comfort of their home. With Fastlegal, you can get your registration done in just 5-10 working days. We provide a comprehensive package that includes not only the registration process but also guidance through the entire process. This includes verification, filing of the documents, obtaining PF Certificate. By choosing FastLegal, businesses can benefit from their expertise, efficiency, and commitment to ensuring smooth PF registration and compliance.


The Breakup of the PF Contribution

The Provident Fund (PF) contribution is typically divided between the employer and the employee. Here is the usual breakdown of the PF contribution:

  • Employee Contribution: The employee’s contribution is a percentage of their salary or wage, up to the prescribed limit. As of September 2021, the employee’s contribution rate is 12% of the employee’s basic salary plus dearness allowance. This contribution is deducted from the employee’s salary before disbursal.
  • Employer Contribution: The employer also contributes an equal percentage, which is currently 12% of the employee’s basic salary plus dearness allowance. This employer contribution is in addition to the employee’s contribution and is not deducted from the employee’s salary.

It’s important to note that the PF contribution rates may vary based on any updates or amendments to the relevant regulations. Additionally, the contribution calculation may differ in certain scenarios, such as when the employee’s salary exceeds the statutory wage threshold or if the employer opts for higher voluntary contributions. FastLegal can provide accurate and up-to-date information on the PF contribution breakdown based on the latest regulations and assist businesses in calculating and managing their PF contributions effectively.

The PF (Provident Fund) Number Format

The PF number format in India follows a specific pattern. The PF number consists of two parts: the state code and the establishment code, separated by a forward slash (/), followed by an individual member’s account number.

What Is the PF Number Format?

The format of the PF number is as follows:


  • XX: The state code, representing the state where the PF office is located. Each state has a unique code assigned to it.
  • YYY: The establishment code, which is assigned to each registered establishment or company within the state. This code is allocated by the PF office.
  • ZZZZZZZ: The individual member’s account number, which is unique to each employee within the establishment.

For example, if the PF office is located in Maharashtra and the establishment code is 12345, and an individual member’s account number is 6789, the PF number may appear as:


The PF number serves as a unique identifier for an employee’s PF account and is used for PF-related transactions, contributions, and tracking of accumulated funds.

It’s important to note that the PF number format may vary slightly depending on the specific rules and regulations of the PF office and the jurisdiction where the establishment is registered.


Employers with 20 or more employees are generally required to register for Provident Fund (PF) in India. However, voluntary registration is also possible for employers with fewer employees.


The current contribution rate for PF is 12% of the employee’s basic salary plus dearness allowance for both the employer and the employee.

Yes, an employee has the option to voluntarily contribute more than the mandated amount to their PF account. However, the employer is only required to contribute up to the mandated percentage.

PF is calculated based on the employee’s basic salary plus dearness allowance. Both the employer and employee contribute 12% of this amount to the PF account.

PF registration provides employees with a retirement savings scheme. It helps them accumulate funds over their working years, which can be withdrawn upon retirement, resignation, or other eligible circumstances. The PF account also offers benefits such as provident fund, pension, and insurance.

PF contributions must be deposited monthly within 15 days from the end of the respective month.

The EPFO is the regulatory body responsible for overseeing the administration and implementation of PF schemes in India. It manages the PF accounts, monitors compliance, and resolves disputes related to PF.

Yes, PF registration can be done online through the Unified Portal of EPFO. This online facility simplifies the registration process and makes it more convenient for employers.

Non-registration or non-compliance with PF regulations can lead to penalties and legal consequences for employers. It is essential for employers to fulfill their obligations and ensure timely PF registration and compliance.

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