All about EPF E-sign and Digital Signature letter approval process

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All about EPF E-sign and Digital Signature letter approval process

PF dsc request letter approval process

Process for Getting DSC Approved: From Submission to Approval

To get a Digital Signature Certificate (DSC) approved by the Employees' Provident Fund Organisation (EPFO), employers must follow a detailed and structured process. Below are the step-by-step guidelines, starting from the submission of the DSC request letter to the final approval.

1. Submission of the DSC/E-Sign Request Letter

  • Log in to the Unified Portal under the establishment’s login section.
  • Navigate to the DSC/E-Sign request submission page.
  • Download the DSC/E-Sign request letter template from the portal.
  • Complete the request letter, which includes:
    • Three specimen signatures of the intended signatory placed in the designated space.
    • The letter must be properly countersigned by the employer (whose name must be legibly placed below the signature).
    • Ensure the employer’s stamp/seal is affixed on the letter.

2. Attach the Required Documents

  • In addition to the DSC request letter, prepare the following attachments:
    • For the Employer: Aadhaar card with address and photograph.
    • For an Authorised Signatory: UAN card with photograph or Aadhaar card with address and photograph.
  • Ensure that the establishment’s Form 5A (Return of Ownership) is up to date. If not, upload the latest Form 5A along with the DSC request letter.

3. Creation of a Combined PDF

  • Once all the documents (DSC request letter, identity proofs[aadhar], and Form 5A) are ready, combine them into a single PDF file for easier verification.
  • Ensure the DSC/E-Sign request letter includes the reference letter number generated by the portal.

4. Submission of the Combined PDF

  • Upload the combined PDF file on the Unified Portal under the DSC request section.
  • Check that the reference letter number mentioned in the DSC/E-Sign request matches the one in the system.
  • Do not resubmit any previously rejected DSC request letters, as this may lead to further delays.

5. Verification of Aadhaar

  • The DA at the field office will be required to verify the validity of the Aadhaar card submitted with the DSC/E-Sign request letter using the Aadhaar verification link: Aadhaar Validation.

6. Processing Timeline

  • The request is processed in two stages, with set timelines for each:
    • DA Level: The Data Assistant (DA) will process the request within 5 working days (T+5).
    • APFC/RPFC-II Level: The Assistant Provident Fund Commissioner (APFC) or Regional Provident Fund Commissioner (RPFC-II) will complete their review within 15 working days (T+15).

7. Final Approval and Form 5A Submission

  • Once the DSC is approved by the EPFO, the establishment must ensure the electronic submission of Form 5A is completed if not already done.
  • The establishment can then use the DSC/E-Sign for submission of statutory returns and other relevant documents.

By adhering to this process, establishments can ensure a smooth and timely approval of their DSC, preventing any unnecessary delays or rejections.

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