The Universal Account Number (UAN) is the central identity for the Indian EPF system. While it remains the same for an employee throughout their career, the responsibilities related to UAN differ for employers and employees.
Below is a clear two-part guide covering both sides.
PART 1: UAN GUIDE FOR EMPLOYERS
1. What Is UAN from an Employer’s Perspective?
For employers, UAN acts as the unique identity of every worker enrolled under EPF. Employers must create or fetch the UAN, link it to the PF account, and ensure KYC verification.
The UAN helps employers:
- Track member IDs
- Maintain accurate PF records
- Reduce duplicate PF accounts
- Simplify employee onboarding
2. Employer Responsibilities Under EPF (UAN Handling)
A. Generating UAN for New Employees
If an employee is joining EPF for the first time:
- Login to EPFO Employer Portal
- Go to Member → Register Individual
- Enter employee details (Aadhaar, PAN, bank details, DOB)
- Approve the registration
- New UAN is generated
B. Linking Existing UAN for Experienced Employees
When employees already have a UAN:
- Ask the employee to share their existing UAN
- Use it to generate a new PF member ID
- System automatically links new PF account to the same UAN
3. Employer KYC Approval
Employers must digitally approve:
- Bank details
- PAN
- Aadhaar (if required)
Without approval, employees cannot withdraw PF or transfer funds.
4. Employer Tasks for Smooth UAN Operation
- Update employee exit dates on time
- Approve KYC requests promptly
- Ensure correct data entry during onboarding
- Keep record of UAN for compliance
- Resolve employee UAN issues whenever needed
5. Common Mistakes Employers Should Avoid
- Creating multiple UANs for the same employee
- Entering incorrect name, DOB, or Aadhaar details
- Delaying exit date updates
- Not informing employees about generated UAN
PART 2: UAN GUIDE FOR EMPLOYEES
1. What is UAN for an Employee?
UAN is your lifetime EPF identity. Every PF account from every employer gets linked to this single number.
It allows easy management of:
- PF withdrawals
- PF transfers
- KYC updates
- EPF passbook
- Claim tracking
2. How to Find Your UAN
You can get your UAN in any of these ways:
A. Through Employer
HR provides your UAN when you join.
B. Through Salary Slip
Most companies print UAN on payslips.
C. Through EPFO Portal
Steps to find online:
- Visit UAN Portal → Know Your UAN
- Enter mobile number → Request OTP
- Verify Aadhaar/PAN/member ID
- UAN appears on the screen
3. How to Activate Your UAN
- Visit UAN Portal → Activate UAN
- Enter UAN, Aadhaar, DOB, mobile
- Generate OTP
- Validate the details
- Password will be sent via SMS
4. Link Aadhaar With Your UAN
- Login to UAN Portal
- Go to Manage → KYC
- Enter Aadhaar number
- Save & submit
- Employer approves (if required)
This step ensures faster withdrawals.
5. Check PF Balance (With & Without UAN)
With UAN
- EPFO Passbook Portal
- UMANG App
Without UAN
- SMS:
EPFOHO UAN ENG→ 7738299899 - Missed Call: 9966044425
6. Updating Information on UAN Portal
You can update:
- Name
- Date of birth
- Mobile
- Bank details
📌 Details must match Aadhaar for successful updates.
📌 Mobile/email updates need no employer approval.
📌 Bank updates require employer approval.
7. Reset UAN Password
- Go to UAN Portal → Forgot Password
- Enter UAN
- Verify Aadhaar details
- Get OTP
- Set new password
8. Benefits of UAN for Employees
- Single EPF identity throughout career
- Online claim filing
- Instant PF transfers
- Transparent employer contribution
- Secure Aadhaar/PAN-linked system
- E-nomination facility
- No dependence on employer for withdrawals
📞 EPFO Support
- Toll-Free: 1800 118 005
- Email: employeefeedback@epfindia.gov.in
Conclusion
UAN is the backbone of the EPF system.
For employers, it ensures compliance, accurate record maintenance, and smooth onboarding.
For employees, it guarantees full control over PF accounts, easy withdrawals, and complete transparency.
Part 1: Employer – Top 5 Important FAQs
1️⃣ Is it mandatory for employers to generate UAN for every employee?
Yes. Every employee who becomes eligible for EPF must be allotted a UAN. If the employee already has a UAN from a previous job, the employer must only link the new PF member ID to that UAN.
2️⃣ Can an employer create multiple UANs for the same employee?
No. EPFO strictly prohibits multiple UANs. If found, the employer must immediately request UAN merger through the EPFO portal.
3️⃣ What documents are required from employees for UAN activation?
Employers must collect Aadhaar, PAN, Bank details and verify name/date-of-birth to avoid KYC mismatch issues later.
4️⃣ How can employers verify an employee’s existing UAN?
Employers can check via:
- EPFO Employer Portal using “Know Your UAN”, or
- Asking the employee directly
This avoids accidental generation of duplicate UANs.
5️⃣ Who is responsible for KYC approval?
The employer must digitally approve KYC (Aadhaar, PAN & Bank) submitted by employees so that PF withdrawals, transfers and e-nomination run smoothly.
Part 2: Employee – Top 5 Important FAQs
6️⃣ How do I check if I already have a UAN?
Use “Know Your UAN” on the EPFO website by entering your mobile number and Aadhaar, or ask your previous employer.
7️⃣ What should I do if I have two UANs?
Raise a UAN Merge Request through EPFO portal. Keep only the latest UAN active; older UAN will be deactivated.
8️⃣ Can I change my mobile number linked to UAN?
Yes, you can change it through the EPFO portal using your Aadhaar authentication.
9️⃣ Is UAN the same for all my jobs?
Yes. UAN is permanent. No matter how many times you change jobs, PF accounts will link to the same UAN.
🔟 What if my employer does not update my KYC?
You can request them formally. Without employer KYC approval, you cannot:
- Transfer PF online
- Withdraw PF instantly
- Update e-Nomination
If the employer does not respond, you can raise a grievance on EPFO portal.