EPFO Introduces Simplified Process for Joint Declaration (JD) Requests

On January 16, 2025, the Employees Provident Fund Organisation (EPFO) issued a circular detailing a simplified process for submitting Joint Declaration (JD) requests, replacing the previous SOP Version 3.0 dated July 31, 2024. These revisions aim to streamline the process, making it more efficient and accessible for EPF members and employers.

Key Highlights of the Simplified JD Process:

Classification of Members: The revised guidelines categorize members into three distinct groups based on their UAN and Aadhaar linkage status:

• Category A: Members whose Member ID is linked with a UAN generated based on Aadhaar from October 1, 2017, onward. These requests can be processed online.

• Category B: Members with a UAN generated before October 1, 2017, where Name, Date of Birth (DOB), and Gender are Aadhaar-validated by UIDAI. These cases can also be handled online.

• Category C: Members without a UAN, or whose Aadhaar is not validated by UIDAI, or in the case of deceased members. For these requests, physical filing is required.

Submission of Documents: ANNEXURE II

• Digilocker: Members can now submit their documents through Digilocker, streamlining the process further. For Digilocker submissions, fewer documents are required, with only one document needed per parameter (e.g., name, DOB, gender).

• Physical Uploads: For cases where Digilocker is not feasible, members can upload documents as a single PDF. For each parameter change, a minimum of two documents must be uploaded unless using Digilocker.

• No Documents for Certain Changes: If the member is able to make a change themselves (e.g., correcting name or DOB), no documents are required to be uploaded.

Employer Involvement:

• Employers can submit JD requests on behalf of employees, including those of deceased members. In cases of closed establishments, employers can submit physical JD requests, duly attested by authorized authorities, along with the required documents.

Deceased Members: For deceased members, the claimant does not need to match Aadhaar data with EPFO records. The physical JD can be signed by any claimant eligible under Para 70 of the EPF Scheme, 1952.

Revised Hierarchical Levels: The new guidelines revise the levels at which changes can be executed, with specific details provided in Annexure I.

Closed Establishments: In cases where the establishment is closed, the physical JD request can be submitted to the PRO (Public Relations Officer), attested by an authorized official, as outlined in Annexure III.

Aiming for Efficiency

The updated guidelines are designed to make the Joint Declaration process more accessible and less cumbersome for all stakeholders involved. By reducing the paperwork and enabling digital submissions through Digilocker, the EPFO hopes to improve processing speed and accuracy, while ensuring that even members in unique situations (like deceased members or closed establishments) can complete their declarations without unnecessary hurdles.