Compliance Made Easy: A Step-by-Step Guide for Employers in Managing EPFO


The Employees’ Provident Fund Organisation (EPFO) is an integral part of retirement planning in India. It is a statutory body under the purview of the Ministry of Labour and Employment. EPFO provides social security to employees by creating a corpus of funds that can be used after retirement. For employers, it is their responsibility to manage and contribute to the EPFO scheme.

Managing EPFO can be a daunting task for employers, who are responsible for ensuring that their employees’ contributions and their own contributions are accurately credited and timely. In this article, we will discuss how employers can manage their EPFO accounts in a few steps.

Step 1: Register with EPFO

The first step is to register with EPFO by visiting their website and filling out the registration form. The employer must have their company’s registration details and PAN card number on-hand while filling out the form.

Once registered, the employer will be provided with a unique Employer Identification Number (EIN) that must be used for any EPFO transactions.

Step 2: Monthly Contributions

The next step is to ensure that the monthly contributions are accurately credited to the EPFO account. The employer must deduct 12% of the employee’s basic salary and dearness allowance as a contribution towards EPFO and an additional 1.75% towards the Employees’ Deposit Linked Insurance Scheme (EDLI).

The employer must also contribute an equal amount of 12% of the basic salary and dearness allowance towards EPFO. Notably, if the employee’s salary falls above the ceiling of Rs. 15,000 per month, then the employer can opt to restrict their contribution to 12% of Rs. 15,000.

The employer must credit the employees’ contribution to their EPFO account by the 15th of the following month, while the employer’s contribution must be credited by the 15th of the next quarter.

Step 3: Withdrawals and Advances

The EPFO scheme allows for withdrawals and advances under certain circumstances, such as marriage, education, medical treatment, and home loan repayment. Employees can also withdraw their contributions and interest in the EPFO scheme after meeting certain criteria.

Employers must ensure that the requests for withdrawals and advances are valid and comply with the EPFO guidelines. The employer must also ensure that the employee has the requisite number of years of service for withdrawals and has not exceeded the prescribed limit for advances.

Step 4: Annual Compliance

The employer must ensure that they comply with the annual returns filing and audit process. The employer must file the Annual Return of Contributions (ARC) by 30th April every year. The ARC contains the details of the contributions made by the employee and employer in the previous financial year.

Employers are also required to conduct a Statutory Audit of their EPFO accounts by a Chartered Accountant and furnish the audit report by 30th September of every year.

Step 5: Maintaining Records

The employer must maintain the required records and registers, such as the Employee Membership Register, Salary and Wages Register, and the Inspection Book. These records must be maintained in the prescribed format and updated regularly.

The employer must ensure that they stay abreast of the changes in EPFO regulations and guidelines. In case of any discrepancies or violations, the employer may be subject to penalties and legal action.

In conclusion, EPFO is an essential scheme that provides retirement benefits to employees in India. Employers have the responsibility of managing and contributing towards the EPFO accounts of their employees. By following these steps, employers can ensure compliance with EPFO guidelines and effectively manage their EPFO accounts.

Disclaimer: The article provides general information related to EPFO management for employers. The investor must gauge all the pros and cons of trading in the Indian financial market before making any investment decisions.


EPFO (Employees’ Provident Fund Organisation) is a social security scheme that provides retirement benefits to employees in India. In this article, we have discussed a step-by-step guide for employers in managing their EPFO accounts. The employer must register with EPFO, ensure monthly contributions, process withdrawals and advances, comply with the annual audit process, and maintain the required records and registers. By following these steps, employers can ensure compliance with EPFO guidelines and effectively manage their EPFO accounts.

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