Provident Fund ( PF ) - Name / DOB / Gender Mismatch with Aadhaar


Name & DOB matters of PAN & Aadhaar linking with PF UAN.

It is a matter of concern for the Employees and Employers of the establishments that the Government is insisting upon linking of Aadhaar for every benefit. Now, HR Recruitment division of Establishments should ensure that they recruit only those persons whose Name and Date of Birth are same in all Government related documents. If not, the statutory compliance of such Employees may become a problem. EPFO has made it mandatory from 1st July, 2017.

So, the Employees should first ensure that Name and Date of Birth should be matched exactly with each Alphabet/Number in the following Government related matters:-
Bank account

Also, the HR of Establishments has to use the same Name and Date of Birth in the Service Records of Employees in Company.

In case it is not same, the Employee has to first decide how his Name/DOB should appear in records. Then approach Income tax/Aadhaar/EPFO/ESIC departments for necessary corrections. This may take one to two months for effecting corrections as it has to undergo certain Government procedures as per Guidelines issued. It may also be ensured that Father’s/Spouse name also be same in all records stated above.

Name change requires Gazette notification of State Government. However, for a Surname change of a lady after marriage, Marriage Registration certificate is sufficient.

For example, in case of EPFO, I am enclosing herewith a specimen format in which such correction of Name and Date of birth of Employee can be done. It is called ‘Joint Declaration’ letter, to be signed by both Employer and Employee, printing it on the letter head of the Establishment. The letter should be enclosed with copies of PAN, Aadhaar, Bank Passbook/Cheque having printed name on it, Appointment letter/Company ID, all self signed, ensuring that details in all these documents are same.  This has to be submitted to EPFO office and acknowledgement taken.

For the officials of EPFO, it has become an additional work, as there are now 5 crore EPF subscribers in India and majority of employees are sending such Joint Declaration letters through their employers to EPFO. It takes time for effecting such correction as the permission is to be taken from Regional PF Commissioner for correction. The correction has been done or not can be verified in the EPF Passbook of the Employees.