EPF members who wish to change or update their basic details using the UAN login will now have to follow a standard procedure. This is because the Employees Provident Fund Organisation (EPFO) has put in a standard operating procedure (SoP) for joint declaration for the correction in UAN profiles by EPF members and their employers.
Basic profile info on EPFO member portal
The new procedure will be applicable on changing or updating the following 11 details on the UAN portal:
- Name
- Gender
- Date of Birth
- Father Name
- Relationship
- Marital status
- Date of joining
- Reason of leaving
- Date of leaving
- Nationality
- Aadhaar number
Type of corrections
For assigning tasks to the competent authority, the EPFO has also divided profile update requests into major and minor changes.
Name update/change
Major
- If more than two alphabets change and the name also gets changed
- phonetically
- If less than two alphabets change and the name also gets changed
- phonetically
- If expanding the name
Minor
- If two or less than two alphabets get changed and the name not changing phonetically.
- If adding surname in case of woman after marriage.
- If removing salutations like Shri, Dr, Mr, Mrs, Miss, etc.
Gender update/change
Major: None
Minor: Male/female/others change
Date of birth update/change
Major: More than three Years
Minor: Up to three years
Father’s name update/change
Major
- If more than two alphabets change and the name also gets changed phonetically.
- If inserting a name for the first time
- If expanding the name
Minor
- If two or less than two alphabets get changed and the name not changing phonetically.
- If removing only salutations like Shri, Dr, Mr, Mrs, Miss, etc.
Relationship update/change
Minor: Father/mother change
Major: None
Marital status update/change
Major: Change after the death of a member
Minor: All other cases
Date of joining update/change
Major: Change after the death of a member
Minor: All other cases
Reason of leaving update/change
Major: Change after the death of a member
Minor: All other cases
Date of leaving update/change
Major: Change after the death of a member
Minor: All other cases
Nationality update/change
Major: Non-SSA to SSA country
Minor
- Non-SSA to non-SSA country change
- SSA to SSA country change
- SSA to non-SSA country change
Aadhaar update/change
Major: All
Minor: None
Steps to change and update UAN profile details
Employer action for UAN profile detail update
Step 1: Go to the official UAN login page.
Step 2: Using your UAN, password, and captcha, log into your account.
Step 3: On the home page, under the Manage option, you will find the Modify Basic Details. Click on it.
Step 3: Now, a new page containing your profile details will open. Click on the Update Details option at the bottom of the page.
Step 4: On clicking “Update Details” on previous screen, a request will be submitted to your employer for further approval. Before submission by the employer, the employee can withdraw the request by pressing “Delete Request”.
Employer action for UAN profile detail update
Step 1: The employer will login to the employer interface of the unified portal, https://unifiedportal-emp.epfindia.gov.in/epfo/
Step 2: The employer can view the change requests submitted by employees by clicking on Details Change Request under the Member option.
Step 3: The employer can view the online requests received from the employees. He can take the appropriate action and share remarks.
Step 4: After approving of request, the employer can see the latest status of the request.
EPFO office action for UAN profile detail update
Step 1: After the approval of request by the employer, it will appear as a task in the login of the dealing assistant of the EPFO office concerned in the field office Interface of the unified portal.
Step 2: After due verification, the dealing assistant can submit his recommendations to the section supervisor.
Step 3: After due verification, the section supervisor can submit his recommendations to APFC/RPFC for approval, rejection or return for seeking any clarification or document.
Step 4: The APFC/RPFC can approve/reject/return the case.
Timeline for request approval
Minor request: 7 days from the date of receipt to FO interface login of the dealing assistant
Major request: 15 days from the date of receipt to FO interface login of the dealing assistant
For cases referred to EO: Additional 3 days’ time for each type of request.
If the request gets reverted back to the employer, the request time will start once it is received back in the login of the official concerned.
List of documents needed for UAN profile update
Change/update of name or gender
- Aadhaar (mandatory)
- Passport
- Death certificate
- Birth certificate
- Driving licence
- Service photo identity card issued by the Central government/state government/union territory government or public sector banks
- School leaving certificate/ school transfer certificate/mark sheet issued by board/ university containing name and photograph
- Bank Passbook having name and photograph cross stamped by a bank official
- PAN Card or e-PAN
- Ration/PDS photo card
- Voter ID or e-Voter ID
- Pensioner photo card/freedom fighter photo card
- CGHS/ ECHS/medi-claim card with photo issued by the Central government/state government/union territory government/public sector banks/Rashtriya Swasthya Bima Yojana (RSBY) Card
- ST/SC/OBC certificate with photograph
- For Full name/first name change requests: PF Member to submit the gazette notification of new name along with any supporting document of old name with photograph (Even for the first instance of the full name/first name change)
- Valid Visa along with foreign passport (valid only) issued in case of other foreign nationals
- Freedom fighter card with photo
- Copy of person of Indian origin (PIO) card issued by the government
- Copy of Overseas Citizen of India (OCI)card issued by the government
- Tibetan Refugee Card (accompanied by one more ID)
Change/update of date of Birth
- Birth certificate issued by the Registrar of Births and Deaths
- Marksheet issued by any recognised government board or university/school leaving certificate/school transfer certificate with name and date of birth
- Certificate based on the service records of the Central/state government organisations
- In the absence of proof of date of birth as above, medical certificate issued by a civil surgeon after examining the member medically and supported with an affidavit on oath by the member duly authenticated by a competent court
- Aadhaar
- Passport
- PAN
- Central/ State pension payment order
- 13. CGHS/ ECHS/medi-claim card with photo issued by the Central government/state government/union territory government/public sector banks with photo
- Domicile certificate issued by the government
Change/update of father/mother name and relationship
- Passport of father/mother
- Ration card/PDS Card
- CGHS/ECHS/ Medi-Claim Card with photo
- CGHS/ ECHS/medi-claim card with photo issued by the Central government/state government/union territory government/public sector banks/
- Pension card
- Birth certificate issued by municipal corporation and other notified local government bodies like taluk, tehsil, etc.
- Marriage certificate issued by the government
- Photo ID card issued by Central/ State government like Bhamashah, JanAadhaar, MGNREGA, ARMY Canteen card, etc.
Change/update of marital status
- Marriage certificate issued by the government
- Aadhaar Card
- Divorce decree
- Passport
Change/update of date of Joining
- Employee register
- Attendance register
- Appointment letter or any other document as establishment maintain under any Central or state labour Act
- Letter of establishment on their letter head clearly stating the date of joining and duly signed by Employer or the authorised signatory supported by ECR of the employee during the said period
Change/update of reason of leaving
- Resignation letter
- Letter from establishment on their letter head clearly stating the reason of leaving supported by ECR of the employee during the said period
- Termination letter issued to employee
- Any document as establishment deems fit to establish exit reason of employee duly signed by the Employer or the authorised signatory of the establishment on their letterhead
Change/update of date of leaving
- Resignation letter/termination letter
- Experience certificate or any other document as establishment maintain under any Central or state labour act
- Wage slip/salary slip/full and final letter
- Letter of establishment on their letter head clearly stating the date of joining and duly signed by Employer or the authorised signatory
Change/update of nationality
- Copy of passport
- Copy of Person of Indian Origin (PIO) card issued by government
- Valid long–term visa along with foreign passport (valid or expired) of origin country issued to minorities communities of Afghanistan, Bangladesh and Pakistan namely Hindus, Sikhs, Buddhists, Jain, Parsis and Christians
- Valid Visa along with Foreign Passport (valid only) issued in case of foreign nationals
- Tibetan Refugee Card (Accompanied by one more ID)
Change/update of Aadhaar
Aadhaar card/e-Aadhaar card with linked active mobile phone
FAQs
What is joint declaration?
A joint declaration is a joint request of an employee duly authenticated by his employer for the modification or addition of the member's basic profile details.
What is UAN?
UAN is a 12-digit identity proof assigned to every EPF member by the Employees Provident Fund Organisation.
What profile details are part of the basic details on the EPFO portal:
Basic employee details on the EPFO portal include: (1) Name (2) Gender (3) Date of Birth (4) Father Name (5) Relationship (6) Marital status (7) Date of joining (8) Reason of leaving (9) Date of leaving (10) Nationality (11) Aadhaar number
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