The Employees Provident Fund Organisation (EPFO) on October 10th 2024 issued comprehensive guidelines aimed at enhancing the security and compliance of Digital Signature Certificates (DSC) and E-Sign requests submitted by employers.
Why the Changes?
In light of previous directives from the Central PF Commissioner, it became mandatory for employers to register at least one DSC from themselves or an authorized signatory with the EPFO. With the introduction of E-Sign as part of an overarching e-governance initiative, the need for stringent authentication processes has never been more critical. The guidelines specifically address the potential legal ramifications of misuse, urging employers to adhere strictly to the outlined procedures.
Key Features of the New Guidelines
1. Mandatory DSC and E-Sign Usage
The guidelines reaffirm that the DSC and E-Sign are essential for authenticating establishment-related documents and for submitting statutory returns. The EPFO emphasizes that any misuse of these digital signatures can lead to significant legal consequences for employers.
2. How to Submit an Online Request
Employers can submit requests through the Unified Portal by following these steps:
- Prepare an Online Request Letter: This letter must be on the establishment’s official letterhead.
- Include Specimen Signatures: The letter should contain three specimen signatures of the intended signatory, all countersigned by the employer.
- Attach Form 5A: An up-to-date Form 5A detailing the ownership of the establishment is mandatory for processing the request.
- Provide Identification Credentials: Valid identification, such as an Aadhaar card or UAN card, must be included with the request.
3. Verification Process
Field offices have been tasked with verifying the authenticity of the submitted Aadhaar using designated online tools, ensuring that the submitted information is legitimate.
4. Processing Timeline
The EPFO has set a clear processing timeline, mandating that all requests be processed within 15 working days. This timeline aims to facilitate a more efficient and transparent process for employers.
5. Shared Responsibility
A crucial aspect of the new guidelines is the shared responsibility for any misuse of DSC or E-Sign. Both employers and their authorized representatives are held jointly accountable, emphasizing the serious nature of compliance with these guidelines.
