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Quick Summary:

To file a Provident Fund (PF) return, visit the EPFO (Employees' Provident Fund Organisation) portal. Log in with your employer credentials, select the relevant return form, and enter details such as employee contributions, employer contributions, and interest. Submit the form online and ensure all details are accurate. After submission, download the acknowledgment receipt and keep it for your records. Timely filing is crucial to comply with PF regulations and avoid penalties.

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Understanding Provident Fund Return: A Comprehensive Guide

Learn about Provident Fund Returns (PF Returns), which are essential documents that employers must submit to the Employees’ Provident Fund Organisation (EPFO) in India. These returns include details of contributions made by both employers and employees towards the Employee Provident Fund (EPF) for a specific period, typically on a monthly basis.

Page last updated

5 May 2024

written By

Afinthrive Advisory

Understanding Provident Fund Return: A Comprehensive Guide

The EPF is a retirement savings scheme for employees in India, governed by the Employees’ Provident Funds and Miscellaneous Provisions Act, 1952. Both employers and employees make monthly contributions towards the EPF, with the employer typically deducting the employee’s share from their salary and contributing their own share as well.

The Provident Fund Return typically includes details such as :

  • Employee details : Name, employee provident fund account number, salary details, etc.
  • Employer details : Name, establishment code, employer provident fund account number, etc.
  • Monthly contribution details : The amount contributed by both the employer and the employee towards the EPF for each employee.
  • Other relevant information : Any changes in employee details, such as new joinings, exits, or salary revisions, during the reporting period.

Submitting the Provident Fund Return accurately and on time is essential for compliance with EPF regulations. Non-compliance or errors in the PF Return filing can lead to penalties and legal consequences for the employer. Therefore, it’s crucial for employers to ensure that they maintain accurate records of EPF contributions and submit the Provident Fund Return within the specified deadlines.

Important Points relating to Provident Fund

  • PF Return : Provident fund return must be filed by all entities having PF registration every month. PF return is due on the 25th of each month. Further, a final PF return is due on the 25th of April for the year ended on 31st March.
  • PF Payment : Provident Fund (PF) payments are due on the 15th of each month. The employer must deposit a total of 12% or 10% of the employee wages towards PF on or before this date every month. For most entities, the PF rate of 12% would be applicable.
  • UAN : The Employee Provident Fund has launched the Unified Portal to streamline and simplify all aspects of provident fund for both employers and employees. Employees who have the newly allotted UAN can use the Unified Portal for various services.

Due date for Filing PF Returns :

  • The due date for Monthly Challan remittance to Bank for PF is 15th of Every Month
  • The due date for Monthly PF returns is 15th of subsequent month
  • The due date for yearly returns is 30th April every year.
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Filing Employee Provident Fund (EPF) returns late can lead to various consequences for employers. Here are some of the potential consequences of late EPF return filing

CONSEQUENCES OF LATE EPF FILING

1

Penalties

The Employees’ Provident Fund Organisation (EPFO) may impose penalties on employers for late filing of EPF returns. The penalty amount can vary depending on the duration of the delay and the number of employees covered under the EPF scheme.

2

Interest Charges

In addition to penalties, the EPFO may also charge interest on the delayed EPF contributions. The interest rate and calculation method can vary, but it typically accrues on the outstanding EPF contributions for the period of delay.

3

Legal Action

Continued non-compliance with EPF regulations, including late filing of EPF returns, may lead to legal action against the employer. This could involve notices, inspections, or even prosecution in severe cases of non-compliance.

4

Loss of Benefits

Late filing of EPF returns can affect the benefits entitled to employees under the EPF scheme. Delayed contributions may result in delays or discrepancies in the accumulation of EPF balances, affecting employees’ retirement savings and other benefits.

5

Reputation Damage

Persistent non-compliance with EPF regulations, including late filing of returns, can damage the reputation of the employer. It may affect the trust and confidence of employees and stakeholders in the organization’s management and operations.

6

Ineligibility for Government Contracts

Government agencies or departments may require compliance with EPF regulations as a prerequisite for awarding contracts or participating in tenders. Non-compliance, including late filing of EPF returns, may render employers ineligible for such opportunities.

7

Administrative Burden

Dealing with penalties, interest charges, and legal actions resulting from late EPF return filing can impose additional administrative burden and costs on the employer. This may include the need to allocate resources for resolving compliance issues and addressing penalties.

Documents Required
Documents Required

Here is the check list of documents required.

  • PF Registration Number (Provided by EPFO)
  • Employer’s Login Credentials (For EPFO portal)
  • Electronic Challan cum Return (ECR) File (Generated from payroll software or manually)
  • Employee Details (Name, UAN, PF Account Number, Salary, Contribution)
  • Monthly Salary Register (Wages, PF Contributions, Deductions)
  • Bank Details of Employer (For online payment)
  • Digital Signature Certificate (DSC) (If required for authentication)
  • Challan Payment Receipt (After successful submission)
Documents Required
FAQs

Get Answers to your most asked questions.

What is PF Return filing?

PF Return filing refers to the process of submitting details of Provident Fund contributions made by both employers and employees to the Employees’ Provident Fund Organisation (EPFO).

Who needs to file PF Returns?

Employers covered under the Employees’ Provident Funds and Miscellaneous Provisions Act, 1952 are required to file PF Returns. This includes all establishments with 20 or more employees, as well as certain smaller establishments as per the Act.

How often should PF Returns be filed?

PF Returns are typically filed monthly. Employers need to submit PF Returns for each month by the 15th of the following month.

What information is required for PF Return filing?

PF Return filing requires details such as employee information (name, PF account number, salary), employer information, and the amount of PF contributions made by both employer and employee for each employee during the reporting period.

What are the consequences of late PF Return filing?

Late PF Return filing may lead to penalties, interest charges, and legal consequences. It can also result in delays in processing PF withdrawals and settlements for employees.

How can PF Returns be filed?

PF Returns can be filed online through the EPFO’s Unified Portal. Employers need to register on the portal and submit the required details electronically.

Is there any grace period for PF Return filing?

While the due date for PF Return filing is the 15th of the following month, there is usually a grace period provided by the EPFO. However, it’s advisable to file PF Returns within the due date to avoid penalties and interest charges.

What should I do if I encounter errors while filing PF Returns?

If you encounter errors while filing PF Returns, you can rectify them by filing revised returns on the EPFO portal. It’s important to rectify any errors promptly to ensure accurate records.

Can I outsource PF Return filing to third-party service providers?

Yes, employers can outsource PF Return filing to third-party service providers such as chartered accountants or payroll processing companies. However, the ultimate responsibility for PF Return filing and compliance remains with the employer.

Where can I get assistance or more information about PF Return filing?

For assistance or more information about PF Return filing, employers can contact the EPFO helpline or visit the EPFO’s official website for guidance and resources.