EPFO Mandates Employers to Public Display of Form 5A: (by Oct 22, 2025)

[Official government notice attached below for your reference]

Introduction

In a significant compliance update, the Employees’ Provident Fund Organisation (EPFO) has issued a directive requiring all employers covered under the EPF & MP Act, 1952 to publicly display Form 5A—both at the workplace and on the company website.

This mandate, outlined in Circular No. Compliance/U/P78/2022/Advocacy/55643/13179 dated 07 October 2025, aims to enhance transparency and streamline field inspections. Employers must comply within 15 days of the circular, i.e., by 22 October 2025, to avoid legal or inspection-related consequences.

For CXOs, Founders, Directors, and HR leaders across India’s top metros—Mumbai, Delhi NCR, Bengaluru, Chennai, Hyderabad, Pune, and Kolkata—this update is a critical compliance checkpoint.

🧾 What Is Form 5A?

Form 5A, officially known as the Return of Ownership, is auto-generated when a company registers on the EPFO Employer Portal for Provident Fund coverage. It captures key establishment details such as:

• Registered name of the company
• Ownership and management structure
• Branch information
• EPF coverage date
• EPFO regional office jurisdiction

This form serves as a verified record of the employer’s PF registration and is now required to be visibly displayed.

📌 Key Compliance Requirements

Every establishment must ensure the following:

• Display Form 5A extract prominently at the main entrance or reception area
• Upload the same extract on the company website and mobile app (if applicable)
• The displayed extract must include:
  • EPF Code
  • Registered Name of Establishment
  • Date of Coverage under EPF
  • Number of Branches & Primary Branch Address
  • Concerned EPFO Regional Office

Deadline for compliance: 22 October 2025

🔍 Why This Directive Matters

This move by EPFO is designed to:

• Empower employees to verify PF registration easily
• Facilitate faster and smoother field inspections
• Promote transparency and accountability in employer practices

For leadership teams, this is an opportunity to reinforce trust and demonstrate proactive compliance.

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⚠️ Risks of Non-Compliance

Failure to comply with the directive may result in:

• Legal action under the EPF & MP Act, 1952
• Inspection notices or show-cause communications from EPFO regional offices
• Potential reputational damage during audits or employee disputes

🛠 How to Download Form 5A from EPFO Employer Portal

Follow these steps to access and display Form 5A:

1. Visit 👉 EPFO Employer Portal
2. Log in using your Establishment ID and Password
3. Navigate to:
   → Establishment → Form 5A / Ownership Details
4. Click “View / Print Form 5A”
5. Verify all details: EPF Code, address, responsible persons, branches
6. Click “Download” or “Print PDF”
7. Print and display at the workplace entrance
8. Upload the PDF on your company’s website and mobile app (if applicable)
9. Take a photo of the display board and save a digital record for audit purposes
10. Share the photo with your compliance partner or internal audit team

✅ Best Practices for HR and Compliance Teams

• Coordinate with compliance teams to correct any errors in Form 5A
• Ensure real-time updates to ownership or branch details
• Maintain a compliance tracker with display proof and digital records
• Communicate the directive to all relevant stakeholders and clients
• Treat this as a recurring compliance checkpoint in your monthly audit cycle

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Conclusion

The EPFO’s directive to publicly display Form 5A is a non-negotiable compliance requirement for all PF-covered establishments. It’s not just about avoiding penalties—it’s about building a culture of transparency and trust.

For leadership teams, this is a moment to reaffirm your commitment to ethical governance and employee welfare.

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