Simplified Joint Declaration Process by EPFO: A Detailed Guide for Employees and Employers
The Employees’ Provident Fund Organisation (EPFO) has introduced a simplified Joint Declaration Process to make updating member details more efficient by replacing the SOP Version 3.0 issued on 31 July 2024 This guide provides a comprehensive understanding for both employees and employers.
Click Here to Access the Circular
What is the Joint Declaration Process?
The Joint Declaration Process is a mechanism for correcting or updating employee details in EPFO records, such as name, date of birth, and gender. This new process aims to:
- Minimize paperwork.
- Streamline corrections using Aadhaar validation.
- Simplify submission methods for faster processing.
Member Categories, Approval Levels, and Applicable Processes
EPFO members are divided into three categories, each with specific processes for submitting the Joint Declaration Form and distinct approval levels:
| Category | Who is Covered? | Submission Mode | Documents Required | Process | Level of Approval |
| Category A | Members with UANs generated on or after October 1, 2017, using Aadhaar. | Online via the EPFO portal. | Aadhaar-validated data suffices. | Members log in to the EPFO portal and submit the correction request directly. | Auto-approval by Aadhaar validation. |
| Category B | Members with UANs generated before October 1, 2017, and details (name, date of birth, gender) already Aadhaar-validated by UIDAI. | Online via the EPFO portal. | Aadhaar-validated details. | Similar to Category A, corrections are submitted online through the EPFO portal. | Auto-approval by Aadhaar validation. |
| Category C | Members without Aadhaar validation, members without UANs, or cases involving deceased members. | Physical submission of the Joint Declaration Form at the nearest EPFO office. | Identity proof such as Aadhaar, PAN, or employer certification. Death certificate for deceased members. Additional attestations by magistrates, gazetted officers, or other authorized authorities for closed establishments. | The form and supporting documents must be physically submitted to the EPFO office. | Manual verification and approval by EPFO officials. |
Level at Which Changes Can Be Executed
The notification outlines the specific approval levels for each type of change, ensuring transparency and accountability:
| Change Type | Execution Level |
| Name correction | Auto-approval (Aadhaar validation) or EPFO review |
| Date of birth correction | Auto-approval (Aadhaar validation) or EPFO review |
| Gender correction | Auto-approval (Aadhaar validation) or EPFO review |
| Aadhaar number updates | Auto-approval via Aadhaar verification |
| Bank account details update | Employer verification |
| PAN details correction | Employer verification |
| UAN activation for new members | Employer verification |
| Details for deceased members | Manual approval by EPFO officials |
| Closed establishment corrections | EPFO approval with magistrate/gazetted attestation |
| Adding/Updating nominee details | Employer verification |
| Contact information updates (email/phone) | Member self-service or employer verification |
Step-by-Step Submission Guidelines
For Online Submissions (Categories A & B):
- Log in to the EPFO Member Portal using your UAN and password.
- Navigate to the “Joint Declaration” section.
- Fill in the necessary correction details (name, date of birth, etc.).
- Attach supporting documents, if required, in a single PDF file.
- Submit the request.
For Physical Submissions (Category C):
- Download the Joint Declaration Form from the EPFO website.
- Fill out the form with the required corrections.
- Attach supporting documents:
- Aadhaar or PAN card.
- Death certificate (for deceased members).
- Attested documents for closed establishments or unavailable employers.
- Submit the form and documents to the nearest EPFO office.
Annexures for Better Understanding
The circular includes the following annexures to assist members and employers:
| Annexure | Details |
| Annexure I | Standard Operating Procedure (SOP): Detailed steps for submitting corrections online and offline, along with error-free submission tips. |
| Annexure II | Document Checklist: Lists acceptable identity proofs like Aadhaar, PAN, employer certificates, and death certificates. |
| Annexure III | Joint Declaration Template: Pre-filled format to guide you in filling out the form correctly. |
Key Benefits of the Simplified Process
- Time Efficiency:
- Faster processing for Aadhaar-validated cases.
- Ease of Access:
- Simplified online submissions for eligible members.
- Transparency:
- Clear guidelines for complex cases, such as deceased members or corrections for closed establishments.
Frequently Asked Questions (FAQs)
1. Who can submit a Joint Declaration?
- Both the employee and employer can initiate the submission.
2. What happens if the employer is unavailable?
- For closed establishments, attestation by a magistrate or gazetted officer is required.
3. Can corrections be made for deceased members?
- Yes, the employer or authorized representative can submit the Joint Declaration Form with supporting documents.
4. Is there a deadline for submissions?
- No specific deadlines, but corrections should be submitted promptly to avoid delays in PF settlements or claims.
Conclusion
This simplified Joint Declaration Process by EPFO ensures greater efficiency, accuracy, and convenience for employees and employers alike. We recommend all stakeholders review their EPFO data and take prompt action for any required corrections.
For assistance, contact us.
Click Here to Access the Joint Declaration Form
Annexure I:
Level at which change can be executed
| S.No | Parameter | Member Id linked with UAN generated based on Aadhaar from 1st Oct, 2017 (JD request received online) A | Member Id linked with UAN generated prior to 1st Oct, 2017 wherein Name, Dob & Gender were validated by UIDAI (JD request received online) B | Member Id having UAN but not Aadhaar validated by UIDAI or without any UAN or belonging to deceased members (JD request filed in physical mode by member/claimant) C |
| 1 | Name | EE | EE > ER | ER > DA > AO |
| 2 | DOB | EE | EE > ER | ER > DA > AO |
| 3 | Gender | EE | EE > ER | ER > DA > AO |
| 4 | Nationality | EE (for updation as Indian in case of blank field & change in case of Indian to IW) | EE (for updation as Indian in case of blank field & change in case of Indian to IW) | ER > DA > AO |
| 5 | Father Name | EE | EE > ER | ER > DA > AO |
| 6 | Mother name | EE | EE | ER > DA > AO |
| 7 | Marital Status | EE | EE | ER > DA > AO |
| 8 | Spouse Name | EE | EE > ER | ER > DA > AO |
| 9 | Date of Joining | EE (if matching with the contributions received) | EE (if matching with the contributions received) | ER > DA > AO |
| 10 | Date of Leaving EPF/EPS | EE (if matching with the contributions received) | EE > ER (if matching with contributions received) EE > ER > DA > APFC (if NOT matching with the contributions received) | ER > DA > APFC |
| 11 | Reason of Leaving EPF/EPS | E > ER | EE > ER | ER > DA > APFC |
Annexure II : Document Checklist: Lists acceptable identity proofs like Aadhaar, PAN, employer certificates, and death certificates
Name
| S.No | Document Name |
|---|---|
| 1 | Passport |
| 2 | Death Certificate |
| 3 | Birth Certificate |
| 4 | Driving Licence |
| 5 | Service Photo ID Card (Govt./PSU/Banks) |
| 6 | School Leaving Certificate (SLC)/TC/Mark Sheet |
| 7 | Bank Passbook with Photograph |
| 8 | PAN Card/e-PAN |
| 9 | Ration/PDS Photo Card |
| 10 | Voter ID/e-Voter ID |
| 11 | Pensioner Photo Card |
| 12 | CGHS/ECHS/Medi-Claim Card with Photo |
| 13 | ST/SC/OBC Certificate |
| 14 | Gazette Notification for Full Name Change |
| 15 | Freedom Fighter Card with Photo |
| 16 | PIO/OCI Card |
| 17 | Tibetan Refugee Card |
Gender
| S.No | Document Name |
|---|---|
| 1 | Passport |
| 2 | Death Certificate |
| 3 | Service Photo ID Card (Govt./PSU/Banks) |
| 4 | Bank Passbook with Photograph |
| 5 | PAN Card/e-PAN |
| 6 | Ration/PDS Photo Card |
| 7 | Voter ID/e-Voter ID |
| 8 | Pensioner Photo Card |
| 9 | CGHS/ECHS/Medi-Claim Card with Photo |
| 10 | ST/SC/OBC Certificate |
| 11 | Freedom Fighter Card with Photo |
Nationality
| S.No | Document Name |
|---|---|
| 1 | Passport |
| 2 | Person of Indian Origin (PIO) Card |
| 3 | Valid Long Term Visa (LTV) with Foreign Passport |
| 4 | Valid Visa with Foreign Passport |
| 5 | Tibetan Refugee Card |
| 6 | Voter ID/e-Voter ID |
| 7 | Nationality Certificate/Domicile Certificate |
| 8 | Appointment Letter/Offer of Appointment |
Date of Birth
| S.No | Document Name |
|---|---|
| 1 | Birth Certificate |
| 2 | Marksheet from a Government Board or University |
| 3 | Certificate based on service records |
| 4 | Medical Certificate & Notarized Affidavit |
| 5 | Passport |
| 6 | PAN Card |
| 7 | Pension Payment Order |
| 8 | CGHS/ECHS/Medi-Claim Card |
| 9 | Domicile Certificate |
| 10 | Ration/PDS Card |
| 11 | ESIC Pehchan Card |
| 12 | Voter ID |
| 13 | Photo ID with DOB from Govt./PSU |
| 14 | Driving Licence |
Father’s Name, Mother’s Name, Spouse’s Name
| S.No | Document Name |
|---|---|
| 1 | Passport |
| 2 | Ration/PDS Card |
| 3 | CGHS/ECHS/Medi-Claim Card with Photo |
| 4 | Pension Card |
| 5 | Birth Certificate |
| 6 | Marriage Certificate |
| 7 | Photo ID card from Govt. (e.g., Bhamashah, Jan-Aadhaar, MGNREGA, etc.) |
| 8 | PAN Card |
| 9 | 10th/12th School Certificate/Marksheet |
| 10 | Driving License |
| 11 | Family Entitlement issued by Govt. |
| 12 | Discharge Slip/Card from a Govt. Hospital |
| 13 | Certificate of Identity (MP/MLA/Gazette Officer) |
| 14 | Address Card by Department of Post |
| 15 | Certificate of Identity from Sarpanch (Village Panchayat) |
Marital Status
| S.No | Document Name |
|---|---|
| 1 | Marriage Certificate |
| 2 | Divorce Decree |
| 3 | Passport |
| 4 | Affidavit (Notarized) |
| 5 | Ration/PDS Card |
| 6 | Voter ID |
| 7 | Death Certificate |
| 8 | Family Member Certificate by Employer |
| 9 | MGNREGA Job Card |
| 10 | State Government/ESIC/CGHS Medical Card |
| 11 | Pension Card |
| 12 | Certificate of Identity from MP/MLA/Gazette Officer/Sarpanch |
Date of Joining
| S.No | Document Name |
|---|---|
| 1 | Employee Register |
| 2 | Attendance Register |
| 3 | Appointment Letter or other documents as per Labour Act |
| 4 | Letter from Employer on Letterhead |
| 5 | Self Declaration by Employee |
Reason for Leaving
| S.No | Document Name |
|---|---|
| 1 | Resignation Letter |
| 2 | Letter from Employer on Letterhead |
| 3 | Termination Letter |
| 4 | Any document from Employer |
| 5 | Death Certificate |
| 6 | Self Declaration by Employee |
Date of Leaving
| S.No | Document Name |
|---|---|
| 1 | Resignation/Termination Letter |
| 2 | Experience Certificate |
| 3 | Wage Slip/Salary Slip/Full & Final Letter |
| 4 | Letter from Employer on Letterhead |
| 5 | Death Certificate |
| 6 | Attendance and Wage Register |
| 7 | First Information Report (FIR) |
| 8 | Legal Heir Certificate |
| 9 | Self Declaration by Employee |