How to Check PF Establishment Code

The Provident Fund (PF) Establishment Code is a unique identifier assigned by the Employees’ Provident Fund Organisation (EPFO) to every registered employer in India. This code is critical for accurate record-keeping, payroll compliance, and employee benefit management. Whether you're an employer managing PF contributions or an employee verifying your provident fund details, knowing how to check your PF establishment code ensures transparency, avoids discrepancies, and supports seamless compliance with statutory requirements under the Employees’ Provident Funds and Miscellaneous Provisions Act, 1952.

Many individuals and organizations struggle to locate their PF establishment code due to lack of awareness, outdated documentation, or confusion between similar identifiers like the UAN (Universal Account Number) or PF account number. This guide provides a comprehensive, step-by-step walkthrough to help you accurately identify, verify, and use your PF establishment code. We’ll cover practical methods, best practices, essential tools, real-world examples, and address common questions to ensure you never face uncertainty again.

Step-by-Step Guide

Locating your PF establishment code requires different approaches depending on your role—whether you are an employer, HR professional, or an employee. Below is a detailed, actionable roadmap for each scenario.

For Employers: Finding Your Establishment Code via EPFO Portal

Employers registered under the EPFO are issued a unique 7-digit establishment code upon successful registration. If you’ve misplaced this code or never received formal documentation, follow these steps:

1. Visit the official EPFO website at https://epfindia.gov.in.
2. Click on the “For Employers” tab located in the top navigation menu.
3. Select “Establishment Login” from the dropdown options.
4. Enter your registered Employer ID (usually your PAN or EPFO-assigned ID) and password. If you’ve forgotten your credentials, use the “Forgot Password” option and follow the OTP verification process.
5. Once logged in, navigate to the “Dashboard” or “Establishment Details” section.
6. Your establishment code will be prominently displayed under “Establishment Information” or “Registration Details.” It is typically formatted as a 7-digit number, e.g., 1234567.
7. Download or print the registration certificate for your records. This document includes your establishment code, registered address, and date of registration.

If you are unable to log in due to account issues, you may need to contact the regional EPFO office with your PAN, business registration documents, and proof of PF contribution history to re-establish access.

For Employees: Locating the Establishment Code via UAN Portal

Employees can find their employer’s PF establishment code through their UAN (Universal Account Number) portal. This is especially useful when switching jobs or verifying contributions.

1. Go to the UAN Member Portal at https://uan.epfindia.gov.in.
2. Log in using your UAN and password. If you don’t have a password, click “Activate UAN” and follow the steps using your registered mobile number and Aadhaar.
3. Once logged in, click on “Member Profile” in the left-hand menu.
4. Under the “Employment Details” section, you will see a list of your past and current employers.
5. Next to each employer name, you will find the corresponding “Establishment Code.” This is the same 7-digit code used by the employer to file PF returns.
6. For current employment, the code is also visible on your salary slip under “PF Deduction Details” or “Provident Fund Contribution.”

Alternatively, you can send an SMS to 7738299899 in the format: EPFOHO UAN ENG (replace ENG with your preferred language code: ENG, HIN, or other regional codes). You will receive a response with your latest employment details, including the establishment code.

Using the PF Passbook to Identify the Establishment Code

The EPFO provides a digital PF passbook to all members, which displays all contributions, transfers, and withdrawals. This is a reliable source for verifying the establishment code.

1. Log in to the UAN portal as described above.
2. Click on “Download Passbook” under the “Services” section.
3. Select the relevant financial year and click “Generate.”
4. The passbook will open as a PDF. Scroll to the top of the document.
5. Look for the line labeled “Establishment ID” or “Establishment Code.” It will be listed alongside your PF account number and employer name.
6. Compare this code with the one listed in your employment records or salary slips to ensure consistency.

Keep in mind that the PF passbook is updated monthly. If you’ve recently joined a new employer, the establishment code may not appear until the next contribution cycle (usually within 30–45 days).

Checking via Salary Slips and Payroll Documents

Many employers include the PF establishment code on monthly salary slips, especially in organizations with robust HR systems. Here’s how to locate it:

1. Obtain your most recent salary slip, either digitally or in print.
2. Look for a section titled “Deductions,” “Statutory Deductions,” or “Provident Fund.”
3. Beneath the PF contribution amount (typically 12% of basic salary + DA), you may see a line such as:

EPF Establishment Code: 1234567

If this is not visible, check the footer or the “Notes” section of the salary slip. Some companies list it under “HR Contact Details” or “Compliance Information.”

For digital payroll systems like Tally, Zoho Payroll, or GreytHR, the establishment code is often embedded in the PF return filings. If you have access to your HR system, navigate to “PF Compliance” > “Contribution Reports” to find the code linked to your employee ID.

Visiting the Regional EPFO Office

If all digital methods fail, you can visit your nearest EPFO regional office. This is particularly useful for employers who registered before the digital era or employees whose UAN portal lacks updated information.

1. Locate your nearest EPFO office using the “Office Locator” tool on the EPFO website.
2. Carry original documents: Aadhaar card, PAN card, employment proof (offer letter or appointment letter), and any PF-related documents you possess.
3. Submit a written request for establishment code verification. Include your full name, UAN (if known), employer name, and date of joining.
4. EPFO staff will cross-check your details in their database and provide you with the establishment code in writing.
5. Request a stamped acknowledgment copy for your records.

While this method is time-consuming, it remains the most authoritative source for resolving discrepancies or recovering lost codes.

Best Practices

Consistently managing and verifying your PF establishment code minimizes administrative errors and ensures compliance. Below are essential best practices for both employers and employees.

For Employers

• Register Immediately Upon Hiring: As soon as you hire your 20th employee (or 10th in certain states), register with EPFO. Delayed registration can result in penalties and complicate PF code issuance.
• Store Code in Centralized Records: Maintain a secure digital and physical record of your establishment code alongside your registration certificate, PAN, and GSTIN. Use cloud storage with encryption for accessibility and backup.
• Verify Code During Payroll Setup: When configuring payroll software, double-check the establishment code before uploading PF files. An incorrect code leads to failed contributions and rejected filings.
• Update Details Promptly: If your company relocates, changes name, or merges with another entity, notify EPFO immediately. Failure to update can cause mismatched records and delays in employee withdrawals or transfers.
• Train HR Staff Regularly: Conduct quarterly training sessions on EPFO compliance. Ensure HR personnel can identify, verify, and troubleshoot establishment code issues without external assistance.
• Use Digital Filing Only: Avoid manual submission of PF returns. Use the EPFO’s e-Sewa portal for all filings. Digital submissions are timestamped, traceable, and reduce human error.

For Employees

• Verify Code on Every Pay Slip: Make it a habit to cross-check the establishment code on your monthly salary slip. Any change in code may indicate a change in employer or a system error.
• Link All UANs to One Account: If you’ve worked with multiple employers, ensure all your PF accounts are merged under a single UAN. Use the “One Member – One UAN” feature on the UAN portal to consolidate.
• Download Passbook Annually: Save a copy of your PF passbook each year. This serves as a legal record of contributions and establishment codes tied to each employer.
• Report Discrepancies Immediately: If your PF passbook shows an incorrect establishment code, contact your HR department and file a dispute through the UAN portal under “Raise a Grievance.”
• Keep Employer Details Updated: Ensure your mobile number and email linked to your UAN are current. EPFO sends critical alerts regarding contributions and code validations via SMS and email.
• Don’t Rely on Paper Records Alone: Old PF passbooks or receipts may not reflect digital updates. Always verify against the UAN portal or e-passbook.

General Best Practices for All Users

• Never Confuse Establishment Code with UAN or PF Account Number: The establishment code identifies the employer, while the UAN is personal to the employee, and the PF account number is a combination of both.
• Use Only Official EPFO Channels: Avoid third-party websites or apps claiming to provide PF establishment codes. These may be phishing platforms. Always use epfindia.gov.in or uan.epfindia.gov.in.
• Enable Two-Factor Authentication: On both the employer and UAN portals, activate OTP-based login to prevent unauthorized access to sensitive PF data.
• Keep a Master List: Employers should maintain a spreadsheet listing all establishment codes, registered addresses, and contact persons. Employees should keep a personal log of past employers’ codes for future reference.

Tools and Resources

Leveraging the right tools simplifies the process of checking and managing PF establishment codes. Below are official and recommended resources to assist you.

Official EPFO Tools

• EPFO Employer Portal – https://epfindia.gov.in/site/en/employer_login: Primary platform for employers to register, file returns, and view establishment details.
• UAN Member Portal – https://uan.epfindia.gov.in: Employees use this to view contributions, download passbooks, and check establishment codes linked to their employment history.
• EPFO e-Sewa Portal – https://esewa.epfindia.gov.in: For employers to file monthly PF returns, view compliance status, and download challans.
• EPFO Office Locator – https://epfindia.gov.in/site/en/office_locator: Find the nearest EPFO office with contact details and jurisdictional information.
• EPFO Mobile App: Available on Android and iOS, the official app allows users to check PF balance, download passbooks, and view employer details on the go.

Third-Party Tools (For HR and Payroll Management)

• Zoho Payroll: Integrates with EPFO APIs to auto-populate establishment codes during PF filing. Offers compliance alerts and audit trails.
• TallyPrime with EPFO Module: Automates PF return generation and validates establishment codes before submission.
• GreytHR: Provides real-time PF contribution tracking and displays establishment codes on employee dashboards and payslips.
• Khatabook for Payroll: Small businesses can use this app to track PF deductions and link them to the correct establishment code.

Documentation and Reference Guides

• EPFO Handbook for Employers – Downloadable PDF from the EPFO website. Contains detailed instructions on code allocation, registration, and compliance.
• EPFO Circulars and Notifications – Regularly updated on the website. Important for staying informed about code format changes or new verification protocols.
• PF Passbook Sample Template – Available on EPFO’s “Downloads” section. Helps users identify where the establishment code appears in official documents.

Verification Tools and APIs

Large enterprises and payroll service providers can integrate EPFO’s API services to automate establishment code validation:

• EPFO API for Employer Verification: Allows ERP systems to validate establishment codes in real time before processing PF payments.
• UAN-Based Code Lookup API: Enables HR platforms to fetch an employee’s current establishment code using their UAN as input.

These APIs require registration with EPFO’s developer portal and are recommended for organizations processing more than 500 PF accounts monthly.

Real Examples

Understanding how the PF establishment code functions in real scenarios helps clarify its importance. Below are three detailed case studies.

Example 1: New Employer Registration

ABC Tech Solutions, a startup in Bengaluru, hired its 15th employee in January 2023. As per EPFO rules, they were required to register within 30 days. They visited the EPFO portal, submitted Form 10 (Employer Registration), and provided their PAN, GSTIN, and office address.

On February 10, 2023, they received an email with the subject: “Your EPFO Establishment Code is Activated.” The email contained:

• Establishment Code: 5678901
• Registration Date: 08-Feb-2023
• Office Address: 123 Tech Park, Bengaluru, Karnataka
• EPFO Regional Office: Bengaluru – Zone 4

ABC Tech then updated their payroll system with code 5678901. When they filed their first PF return in March, the system validated the code and processed contributions without error. All employees received accurate PF statements linked to this code.

Example 2: Employee Switching Companies

Maya, a software engineer, worked at XYZ Innovations (Establishment Code: 1122334) from 2020 to 2022. She then joined TechNova Pvt. Ltd. in January 2023. On her first payslip, she noticed the PF deduction was listed under Establishment Code: 5566778.

Maya logged into her UAN portal and confirmed that her previous employer’s code (1122334) was still visible under “Employment History.” She also saw the new code (5566778) listed under “Current Employment.”

She downloaded her PF passbook and verified that both codes were correctly linked to her UAN. She then initiated a PF transfer request via the UAN portal, selecting “Transfer from 1122334 to 5566778.” The transfer was completed within 21 days, and her entire PF balance was consolidated under the new employer’s code.

Example 3: Employer Code Discrepancy Resolved

At Global Retail Ltd., an HR executive noticed that several employees were unable to download their PF passbooks. Upon investigation, they found that the establishment code in the payroll system (8877665) did not match the code registered with EPFO (8877666).

The HR team cross-checked with the original registration certificate and found a typographical error during initial setup: a misplaced digit. They immediately contacted the EPFO regional office in Mumbai and submitted Form 11 (Correction of Establishment Details) with supporting documents.

Within 10 working days, EPFO updated the code in their database. The HR team then re-uploaded corrected PF files for the past three months. All affected employees regained access to their passbooks, and future filings proceeded without rejection.

Example 4: Small Business Owner’s Experience

Rajesh runs a small tailoring unit in Jaipur with 8 employees. He initially thought PF registration was optional. When EPFO conducted a surprise inspection in 2023, they found he was non-compliant. Rajesh was issued a notice and given 30 days to register.

He visited the EPFO office with his shop license, Aadhaar, and bank statement. After verification, he was assigned Establishment Code: 9988776. He then enrolled his employees under UAN and began monthly contributions.

Today, Rajesh keeps a printed copy of his code on his office wall and includes it on all payslips. He now receives monthly SMS alerts from EPFO confirming successful filings. His employees appreciate the transparency, and he avoids legal risks.

FAQs

What is the difference between PF establishment code and PF account number?

The PF establishment code identifies the employer’s registered unit with EPFO. It is a 7-digit number unique to each organization. The PF account number, on the other hand, is assigned to each employee and is a combination of the establishment code, state code, and a unique member ID. For example: KA/1234567/1234567890 — where “KA” is the state, “1234567” is the establishment code, and “1234567890” is the member ID.

Can an employer have multiple establishment codes?

Yes. If an employer operates multiple branches or units in different locations, each unit may be assigned a separate establishment code based on its jurisdiction. For example, a company with offices in Delhi and Chennai will have two different codes, one for each location.

What should I do if my PF establishment code is wrong on my payslip?

Immediately notify your HR or payroll department. Request them to verify the code against the official EPFO registration certificate. If the error is on their end, they must correct it and re-file the PF return for the affected month. If the error is on EPFO’s end, you or your employer must submit a correction request via Form 11.

Is the establishment code the same as the UAN?

No. The UAN is a 12-digit number assigned to each employee and remains constant throughout their career, even when switching jobs. The establishment code is assigned to the employer and changes when the employer changes or registers a new unit.

Can I find my establishment code without a UAN?

Yes. Employers can retrieve their code via the EPFO employer portal using their PAN or registration ID. Employees can contact their HR department, check their salary slip, or visit the EPFO office with identification documents.

How long does it take to get an establishment code after registration?

Typically, it takes 7–15 working days after submitting Form 10. If documents are complete and verified, you may receive the code within 5 days. Delays occur if documents are incomplete or require physical verification.

What happens if I use the wrong establishment code while filing PF returns?

EPFO’s system will reject the return. You will receive an error message indicating “Invalid Establishment Code.” You must correct the code and re-upload the file. Repeated errors may trigger compliance alerts or audits.

Can I change my PF establishment code?

Employers cannot change their establishment code voluntarily. It is assigned by EPFO based on location and registration details. However, if the employer relocates to a different EPFO jurisdiction, they may need to register a new establishment, which will receive a new code. The old code becomes inactive.

Is the establishment code required for PF withdrawal?

Yes. When applying for PF withdrawal or transfer, the system requires the establishment code of the previous employer to locate your account. Without it, the request may be delayed or rejected.

Where can I find the official format of the establishment code?

The establishment code is always a 7-digit numeric code. There are no alphabets or special characters. You can verify the format on your registration certificate or in the EPFO Handbook for Employers.

Conclusion

Knowing how to check your PF establishment code is not just an administrative task—it is a cornerstone of financial compliance and employee trust. For employers, accurate code management ensures smooth payroll operations, legal compliance, and seamless employee onboarding. For employees, verifying the code provides clarity on contributions, enables smooth fund transfers, and protects against fraud or misreporting.

This guide has equipped you with multiple reliable methods to locate your PF establishment code—from digital portals and salary slips to physical visits and third-party tools. By following best practices, using official resources, and learning from real-world examples, you can eliminate confusion and ensure long-term accuracy in your PF records.

Remember: the PF establishment code is not a one-time detail. It must be verified regularly, updated promptly when changes occur, and cross-checked across all documentation. Whether you’re managing a team of 10 or a multinational workforce of 10,000, the principles remain the same—accuracy, consistency, and vigilance.

Stay proactive. Keep your records updated. Use official channels. And never assume—always verify. Your future self—and your employees—will thank you.