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

EPF E-sign /dsc request letter approval process — Get your epf esign letter approved

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 EPF E-Sign/DSC 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.