EPFO Simplifies Joint Declaration Process: What Subscribers Need To Know

The Employees’ Provident Fund Organisation (EPFO) has announced some NEW guidelines to streamline the ‘Joint Declaration’ process for its 70 million subscribers. In a circular dated January 16, 2025, the organisation has listed guidelines aimed at reducing paperwork, approval timelines, and human intervention.

Union Minister Mansukh Mandaviya unveiled the changes on Saturday (January 18), emphasising that these revisions would make life easier for EPFO members and employers.

These new directives replace the previous Standard Operating Procedure (SOP) issued in July 2014 and introduce a fresh approach to ensure faster and more accurate claim processing.

What is New in the Joint Declaration Process?

The new guidelines focus on categorising EPF members based on their Universal Account Number (UAN) generation date and the status of Aadhar linked to the same. This classification is supposed to allow EPFO to process requests more efficiently.

Here’s a breakdown of all the changes EPF subscribers need to know. The process is simplified based on the classification of members as below;

1) Member ID linked with UAN generated based on Aadhaar after 1st October 2017: These members can submit their JD request online.

2) Member with UANs generated before (or on) October 1, 2017, with validated Aaadhar details: The JD request of members whose name, date of birth, gender, and Aadhaar are validated by UIDAI - will be handled online.

3) Members without Aadhaar-validated UANs or deceased Members: For Member ID having UAN but not Aadhaar validated by UIDAI or without any UAN or belonging to deceased members - JD request will be filed in physical mode by member/claimant

Key changes in the process;

Document Submissions: Now, the members can upload documents through DigiLocker for a seamless experience. If DigiLocker is not feasible, a single PDF with at least two supporting documents (or one document through DigiLocker) will be enough. In cases where employees themselves can execute changes, no documents need to be uploaded.

Employer Support: If a request cannot be submitted online, employers will now file JD requests on behalf of members or claimants, including deceased members by uploading physical documents.

What to do if your previous company is closed? If the company is no longer operational, claimants can submit physically attested JD requests to the EPFO’s public relations officer, following the guidelines in Annexure III of the directive.

Deceased Members: The new format allows any eligible claimant, as per the EPF Scheme 1952 to submit a physical JD. Aadhaar matching is not mandatory for these cases.

These changes are expected to reduce the dependency on physical documents and in-person submissions, making the process simpler for EPFO subscribers.