EPFO’s New Guidelines for Employers on DSC & E-Sign Processing

On October 10, 2024, the Employees’ Provident Fund Organisation (EPFO) introduced updated guidelines to strengthen the security and compliance framework for Digital Signature Certificates (DSC) and E-Sign requests submitted by employers.

Reason for the Update

Following directives from the Central PF Commissioner, it became mandatory for employers to register at least one DSC under their own name or that of an authorized signatory with the EPFO. With the integration of E-Sign into the digital governance framework, stricter authentication measures have been implemented to enhance security. These new guidelines address concerns about potential misuse and reinforce the importance of compliance.

Key Highlights of the New Guidelines

1. Mandatory Use of DSC and E-Sign

Employers must use DSC and E-Sign for authenticating official documents and submitting statutory returns. The EPFO has reiterated that any misuse of these digital credentials may result in legal action against the employer.

2. Online Submission Process

Employers can submit their DSC and E-Sign registration requests through the Unified Portal by following these steps:

• Prepare a Formal Request Letter: The request must be printed on the company’s official letterhead.
• Provide Specimen Signatures: The document should include three specimen signatures of the authorized signatory, which must be countersigned by the employer.
• Attach Updated Form 5A: Employers must submit a current Form 5A, detailing the establishment’s ownership structure.
• Include Identification Documents: A valid Aadhaar card or UAN card of the authorized signatory must be submitted along with the request.

3. Verification of Submitted Documents

EPFO field offices will verify the authenticity of submitted Aadhaar details using dedicated online verification tools, ensuring the legitimacy of all requests.

• Abhijit Bhaduri: The Story of an HR Who Became a Unicorn
• EPFO Mandates Employers to Public Display of Form 5A: (by Oct 22, 2025)
• EPFO Revamped ECR Rollout (Effective Sept 2025 Payroll)
• Prabir Jha: The Maverick CHRO Across Fortune 500 Giants
• Corporate Group Health Insurance in India: Benefits + Buyers

4. Processing Timeframe

To improve efficiency and transparency, the EPFO has established a 15-working-day processing timeline for all DSC and E-Sign requests.

5. Joint Accountability for Compliance

The updated guidelines emphasize that both employers and their authorized representatives will be held jointly responsible for any misuse of DSC or E-Sign credentials. This reinforces the importance of strict compliance and responsible usage.

By adhering to these guidelines, employers can ensure a smooth and compliant process for their EPFO-related digital transactions.