EPFO issues new rules for employers on digital signatures and e-signatures! How will it impact you?
October 14, 2024
EPFO has issued new guidelines for employers on processing Digital Signature Certificate (DSC) and E-Sign requests to enhance security and compliance.
The Employees Provident Fund Organisation (EPFO) has released new guidelines for processing Digital Signature Certificate (DSC) and E-Sign requests submitted by employers.
The use of DSC was mandated by previous circulars from the Central PF Commissioner, requiring at least one DSC from an employer or authorized signatory to be registered with EPFO.
The introduction of e-sign as part of the e-governance initiative further emphasizes the need for secure authentication. The guidelines highlight the potential legal consequences of any misuse, making it crucial for employers to follow the outlined procedures meticulously.
As part of the e-governance initiative, the use of e-sign was also allowed by the EPFO, according to an order issued by the retirement fund body on October 10. “DSC/e-sign is utilised for authentication of establishment related documents and submission of statutory returns related to ownership. As such, the use of DSC/e-sign impacts the interests of all stakeholders and any misuse bears legal ramifications for the employer.”
These new guidelines are aimed at streamlining the authentication process for establishment-related documents while ensuring compliance and security.
How can employers submit online request?
Employers must submit an online request letter through the Unified Portal, including three specimen signatures of the intended signatory, countersigned by the employer. An up-to-date Form 5A, which details ownership, is essential for processing these requests. The name and mobile number of the signatory must also be included.
Key guidelines for processing include ensuring that the DSC/E-Sign request letter is on the establishment’s letterhead, countersigned, and stamped by the employer. Additionally, valid identification credentials—such as an Aadhaar card or UAN card—must accompany the request. Field offices are tasked with verifying the authenticity of the submitted Aadhaar using designated online tools.
The EPFO mandates that requests be processed within 15 working days. Employers should also be informed about these requirements to facilitate smoother processing. Importantly, both employers and their authorized representatives are jointly responsible for any misuse of the DSC or E-Sign, underscoring the seriousness of compliance with these new guidelines.
[The Financial Express]
