UAN: Portal Registration, Activating Your Universal Account Number, And Linking It To Aadhar
UAN: Portal Registration, Activating Your Universal Account Number, And Linking It To Aadhar
Find your Universal Account Number (UAN), activate your EPFO profile, link your Aadhaar card, and configure PF splits in Tally.
Who is this for: Payroll & HR
Managing employee retirement benefits in India revolves around the Employees' Provident Fund (EPF). The EPFO uses the Universal Account Number (UAN) to consolidate employee accounts.
Understanding how to find and activate a UAN, link Aadhaar cards, and record PF contributions is essential for employers and HR managers.
1. What is UAN and Why Does it Matter?
A Universal Account Number (UAN) is a 12-digit permanent account identifier issued by the EPFO.
Before UAN, changing jobs required employees to transfer their PF balance between member IDs, which was a slow process. Today, a UAN stays with the employee throughout their career, consolidating all PF balances under one online account.
2. How to Find Your UAN
Employees can find their UAN through several channels:
- Salary Slip: Most companies print the employee's UAN on their monthly salary slips.
- EPFO Member Portal: Go to the EPFO Member Portal, click on **Know Your UAN**, enter your mobile number, Aadhaar number, and PAN, and verify the details via OTP.
- Employer HR Desk: Employers can find the UAN of any registered employee in their EPFO Employer Portal dashboard.
3. Activating Your Universal Account Number Online
Before accessing your online PF passbook, you must activate your UAN on the portal:
- Go to the **EPFO Unified Member Portal** (unifiedportal-mem.epfindia.gov.in).
- Under the login box, click on **Activate UAN**.
- Enter your UAN, Aadhaar number, name, date of birth, and mobile number (ensure it matches the number registered with Aadhaar).
- Click **Get Authorization Pin** to receive an OTP on your mobile.
- Enter the OTP and click **Validate OTP and Activate UAN**. A portal password will be sent to your mobile.
4. Linking Your Aadhaar: A Step-by-Step Guide
Aadhaar-UAN linking is mandatory to submit withdrawal claims and deposit monthly contributions. To link online:
- Log into the Member Portal using your UAN and password.
- Go to the **Manage** menu and click on **KYC**.
- Select **Aadhaar**, enter your Aadhaar number and name as printed on the card, and click **Save**.
- The request is sent to your employer for approval. Once approved, the UIDAI database verifies your details, and the link status changes to "Verified".
5. Case Study: Booking Monthly PF Splits in Tally Prime
An employee has a basic salary of **₹12,000** (below the standard ₹15,000 ceiling).
The monthly provident fund contributions are calculated as:
- Employee Share (12% to EPF): ₹1,440 (deducted from salary).
- Employer Share (8.33% to EPS): ₹1,000 (cured under pension fund).
- Employer Share (3.67% to EPF): ₹440 (provident fund contribution).
- Tally Accounting Entry: The accountant records the monthly payroll voucher, debiting the salary expenses and crediting the respective PF payable ledgers.
Entry: Booking Monthly Payroll (F7 Journal Voucher) Debit: Salary Expense Account (P&L) ₹12,000 Debit: Employer PF Contribution Ledger ₹1,440 Credit: Employee PF Payable Ledger ₹1,440 Credit: Employer PF Payable Ledger ₹1,440 Credit: Cash / Net Salary Payable ₹10,560
6. Configuring PF Pay Heads in Tally Prime
To set up PF calculations natively in Tally:
Tally PF Pay Head Setup:
Go to **Gateway of Tally > Create > Pay Heads**. Create **EPF Employee Share (12%)** under **Employee's Statutory Deductions**.
Select Statutory Classification as **PF Account No. 1**, select **On Specified Formula** (Basic + DA), and set the formula. Set up the corresponding employer contribution pay heads to automate monthly payroll splits.
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