Joint Declaration Form: Change details in PF account

Many a time it happens that a withdrawal claim is denied if the Provident Fund account of the applicant does not reflect the correct information. Errors like having a typo in the name on your PF account or an incorrect date of birth seem like a minute error but can lead to a lot of hassle at the time of withdrawal.

It is important that your PF account displays the correct information. If your PF account is reflecting incorrect details, there are two ways to rectify them. Basic details can be rectified from the UAN portal itself, whereas some changes need to be made by filling a joint declaration form.

Updating details through UAN portal

EPFO has made it mandatory to link Aadhaar Card with UAN. Once the UAN is linked to Aadhaar, it is difficult to make any changes to the PF account.

However, some basic changes can still be made directly from the UAN portal even if the Aadhaar Card is verified. These details include change in qualification, marital status, salutation and address.

Here’s how you can change these details on the UAN portal:

  1. Login to your UAN Account
  2. Next, Navigate to “View” and click on “Profile”
  3. Lastly, click o the edit icon against the details you want to change and save the changes made.

Joint Declaration Form

For certain details like name, father’s name, etc., a Joint Declaration form is to be filed since these details are verified against the user’s Aadhaar and are not easily editable.

The details that can be changed/ corrected through a Joint Declaration form are:

  • Name
  • Father/ Husband’s Name
  • PF/ EPS Account No.
  • Date of Birth
  • Joining Date
  • Date of leaving

How to fill a Joint Declaration form

It is mandatory to physically submit the Joint Declaration form to the PF Office with which the establishment is registered.

  1. The Joint Declaration Letter is to be physically submitted to the PF Office with which the establishment is registered. The jurisdiction of the PF office with which your establishment is registered can be viewed on the homepage after logging in to the EPFO Portal.
  2. Mention the name of the employee whose details you want to rectify along with the name of the establishment.
  3. Next, enter the correct details, i.e. the details you want to be reflected on your PF account.
  4. In the next column, mention the details that are erroneous, i.e. the ones you want to correct.
  5. Attach self-attested proofs as may be required to support the correction claim you are making. Example: If you want to change errors in your name, you can attach a self-attested copy of PAN Card or Aadhaar Card.
  6. Lastly, get the form signed by the applicant and authorised signatory for the establishment and submit the form to your PF office.
Joint Declaration Form
Download the joint declaration form here
Joint Declaration Form
Download the joint declaration form here

How to generate UAN Number

Universal Account Number (UAN) is a unique number allotted by the Ministry of Labour and Employment, Government of India to the employees registered for Provident Fund. With Universal Account Number, the employee can access claims, claims status, PF balance, upload KYC, file for e-Nomination, etc. UAN number can be generated online through the EPFO Portal.

UAN can be generated by both, employer or employee.

Generate UAN through Employer

In order to generate UAN number of employees, first, the establishment/ employer will have to register itself with Employees Provident Fund Organisation (EPFO), India. In case the establishment/ employer is not registered with EPFO, they can register for provident fund online through the Unified Shram Suvidha Portal which is the official portal of the Ministry of Labour and Employment. 

Once the establishment is registered, following steps need to be followed to add members to EPF:

  1. Login to EPFO Portal

    Login to the EPFO portal using the credentials sent on your email Id upon successful sign up with Unified Shram Suvidha Portal.

  2. Register Individual

    Next, navigate to ‘Member’ and click on ‘Register Individual’ to add employees to your establishment.

  3. Enter Member Details

    Then, enter employee details like
    a. Name (as per Aadhaar Card)
    b. Date of Birth
    c. Gender
    d. Father/ Husband’s Name
    e. Relation to the name entered above
    f. Marital Status
    g. Nationality
    h. Mobile
    i. Email Id
    j. Qualification
    k. Date of Joining
    l. Monthly EPF wages as on Joining

    Then, enter the KYC details. It is mandatory to add Aadhaar details.

    After entering all the necessary details, click on ‘Save’.

    Note: If the employee already has a UAN, you may select the appropriate option.

  4. Approval

    Thereafter, you will be required to approve the same.

    In order to approve, navigate to ‘Member’ and click on ‘Approvals’.

    The member details you saved will be displayed here. Click on ‘Approve’ to add the member to the establishment. Upon approving, the employee will be added to the Establishment.

  5. Check UAN

    Finally, once you have approved the member, navigate to ‘Dashboard’ and click on ‘ Active Members’. Next, click on ‘Search’ and the page will display all the active members and their UAN.

Generating UAN through Employees

In case the employer has not allotted the UAN, employees can generate UAN number themselves by following these steps:

  1. Firstly, go to the UAN member page and click on ‘Direct UAN Allotment by Employees’ on the bottom right corner.
  2. Then, enter your Mobile Number linked with Aadhaar Card and enter the OTP received.
  3. Finally, the portal will auto-populate the fields based on your Aadhaar Card and your UAN will be generated. You will also receive an SMS with your UAN.