Simplification of Joint Declaration Process
Employees Provident Fund Organisation (EPFO)
Government of India • Ministry of Labour & Employment
Overview
The EPFO has simplified the Joint Declaration (JD) process to make it more efficient and member-friendly. This circular supersedes the Joint Declaration SOP Version 3.0 issued on 31-July-2024 and introduces streamlined procedures for updating member records.
📌 Key Objective
The simplification is based on member classification and aims to reduce processing time while ensuring proper document verification for changes in member details like Name, Date of Birth, Gender, Nationality, and marital status.
Member Classification Categories
The process is simplified based on the following classification of members:
Aadhaar-Linked Members (Online)
Eligibility: Member Id linked with UAN generated based on Aadhaar from 1st October 2017
Filing Mode: Online Request
Processing: Self-service capability with minimal approval levels
Aadhaar-Validated Prior Members (Online)
Eligibility: Member Id linked with UAN generated prior to 1st Oct 2017, with Name, DOB & Gender validated by UIDAI
Filing Mode: Online Request
Processing: Requires approval at ER and DA levels
Other Members (Physical/Physical)
Eligibility: Members with UAN but not Aadhaar validated, without UAN, or deceased members
Filing Mode: Physical Mode
Processing: Requires approval at DA and AO levels
Key Simplifications Introduced
- Digilocker Integration: Members can submit documents through Digilocker (facility to be introduced shortly)
- Document Requirements: Minimum 2 documents for most parameters; only 1 if submitted via Digilocker
- Employer Support: Employers can file JD requests online for members, including deceased members
- Closed Establishments: Physical JD requests can be submitted to PRO with proper attestation
- Deceased Members: JD format can be signed by eligible claimants; Aadhaar matching not required
- Transgender Recognition: Transgender Identity Certificate/Card from National Portal accepted as valid proof
Approval Authority by Member Type
Legend: EE = Employee | ER = Employer/PRO | DA = Dealing Assistant | AO = Accounts Officer | APFC = Assistant PF Commissioner
| Parameter | Category A (Aadhaar-Linked) | Category B (Validated Prior) | Category C (Physical/Other) |
|---|---|---|---|
| Name | EE | EE > ER | ER > DA > AO |
| Date of Birth | EE | EE > ER | ER > DA > AO |
| Gender | EE | EE > ER | ER > DA > AO |
| Nationality | EE | EE | ER > DA > AO |
| Father/Mother/Spouse Name | EE | EE > ER | ER > DA > AO |
| Marital Status | EE | EE | ER > DA > AO |
| Date of Joining/Leaving | EE | EE > ER | ER > DA > AO/APFC |
Acceptable Documents for Verification
Name & Gender Changes
Date of Birth Verification
Family Details (Father, Mother, Spouse)
Acceptable Documents - Marital Status
| Document Type | Details |
|---|---|
| Marriage Certificate | Issued by Government/Municipality/Gram Panchayat |
| Divorce Decree | Court order for divorce/separation |
| Death Certificate | For widowed/widow status (Registrar issued) |
| Passport | Containing marital status information |
| Affidavit | Sworn statement duly notarized |
| Ration Card / Voter ID | Containing marital status |
| Employer Certificate | Family Member Certificate on company letterhead |
| Medical Insurance Card | State Government / ECHS / ESIC / CGHS |
Important Guidelines
For Category A Members (Aadhaar-Linked)
- Maximum self-service capability available
- Can directly update most personal details
- Faster processing time
- No document upload required in cases where EE can effect change
For Category B Members (Prior to Aadhaar)
- Requires approval from Employer/PRO for most changes
- Can file requests online
- Minimum 2 documents required for verification
- Medium processing time
For Category C Members (Physical Mode)
- Requires approval from multiple levels (DA and AO)
- Physical documentation must be submitted
- Longer processing time
- Suitable for deceased members and special cases
EPFO Office Details
Employees Provident Fund Organisation
Head Office: Plate A, Ground Floor, Block II, East Kidwai Nagar, New Delhi-110023
Official Website: www.epfindia.gov.in
Alternate Website: www.epfindia.nic.in
Issued By: G. R. Suchindranath, Additional CPFC (WSU)
Approval: Chief Provident Fund Commissioner (CPFC)
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