The Employees’ Provident Fund Organisation (EPFO) recently released updated guidelines related to Digital Signature Certificates (DSC) and E-Sign requests submitted by employers.Â
These guidelines aim to enhance security, streamline authentication processes, and ensure compliance.
EPFO Digital Signature Certificates: Details
The use of DSC was already mandated by previous circulars from the Central PF Commissioner.
These circulars required at least one DSC from an employer or authorized signatory to be registered with EPFO.
Now, with the introduction of e-sign as part of the e-governance initiative, secure authentication becomes even more critical.
The guidelines emphasize the potential legal consequences of any misuse, making it essential for employers to follow the outlined procedures meticulously.
As part of the e-governance initiative, EPFO allows the use of e-sign for authentication of establishment-related documents and submission of statutory returns related to ownership.
This move recognizes the impact of DSC and e-sign on all stakeholders and underscores the legal ramifications for employers in case of misuse.
Streamlining the Authentication Process
To facilitate smoother processing, employers must follow specific steps when submitting online requests.
Employers should submit an online request letter through the Unified Portal.
This letter must include three specimen signatures of the intended signatory, countersigned by the employer.
An up-to-date Form 5A, detailing ownership, is essential for processing these requests. Include the name and mobile number of the signatory.
The DSC/E-Sign request letter should be on the establishment’s letterhead, countersigned, and stamped by the employer.
Valid identification credentials (such as an Aadhaar card or UAN card) must accompany the request.
Field offices verify the authenticity of submitted Aadhaar details using designated online tools.
EPFO mandates that requests be processed within 15 working days.
Both employers and their authorized representatives share joint responsibility for any misuse of the DSC or E-Sign.
Compliance with these new guidelines is crucial to avoid legal repercussions.
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