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PF and PT files

Download the PF file and the professional tax summary from an approved run. You file them outside the app, then record what you filed.

  • For:Finance administrator, HR administrator and Owner
  • Takes:5 minutes
  • On:computer

Before you start

  • The month's live run is approved. The PF file and the professional tax summary are made once this run is approved, and the labour welfare fund summary in a month when the fund is taken. See Run payroll.
  • The app makes the files but never files them. You, or your accountant, file them outside the app.

Download the files

  1. Open the menu and press Payroll, then Manage payroll runs, and open the approved run.
  2. Find Files for the PF site and professional tax. Made from the figures saved on this run. Nothing is worked out again. The PF file includes people with PF even when their UAN is missing. Only people with an invalid UAN are on the separate list to add by hand.
  3. Press Download PF file for the EPFO site (ECR). If anyone has no UAN, their UAN field is blank in the file. Type each missing UAN into the file before uploading; the PF portal refuses a line without one.
  4. Press Download the list of people to add by hand on the PF site. It lists anyone with PF but an invalid UAN, who must be added by hand.
  5. Press Download professional tax summary (CSV).
The numbers match the steps.

Watch out

Use only files from a live, approved run. A practice run's PF file has PRACTICE where each UAN goes and PRACTICE NOT FOR UPLOAD as each name, so it cannot be uploaded. A practice run's professional tax summary and hand list are marked Practice: not for upload or filing.

Tip

Professional tax uses regular monthly pay only. An incentive, a bonus or arrears do not change it.

Record what you filed (Finance administrator or Owner)

  1. On Payroll runs, press Rules & settings. On Payroll rules & settings, press Statutory filings. The page opens only for the Finance administrator and the Owner; an HR administrator also sees the button, but the page tells them Access is restricted.
  2. In the first box, pick the month the filing is for. Then choose the type (for example Provident fund (EPF) return or Professional tax) and the status: Prepared, Reviewed or Filed.
  3. For Filed, type the reference number you got when you filed. The box says Required only when filed.
  4. Press Record status. The record appears in the list below the form.
The numbers match the steps.

Tip

This records preparation, review and an external filing reference. The HRMS does not submit a return or remit funds.

If something goes wrong

What you seeWhat to do
This run is not approved yet. The PF file and the professional tax summary are made once it is approved, and the labour welfare fund summary in a month when the fund is taken.Wait until the run is approved and locked. See Run payroll.
This run has not been calculated yet. Calculate it first.Open the run and calculate it first.
Nobody in this run can go in the PF file: either nobody has PF, or everyone with PF has a UAN that is not 12 digits. The list of people to add by hand shows anyone with an invalid UAN.Correct each invalid UAN on the person's profile and download again, or download the hand list and add those people by hand.
1 person has PF in this run but an invalid UAN, so they are not in the PF file. Add them by hand on the PF site.Add each person on that list by hand. The list says why each one is left out. If they have a UAN, enter it on their profile.
Two people have the same UAN, so the PF file was not made. Correct the UAN on the profile that is wrong, then try again.Find the two people with the same UAN, correct the wrong one on their profile, then download again.
Enter the reference from the filing portal before you mark this as filed.Type the reference, or choose Prepared or Reviewed until you have filed.
The PF figures do not add up to the run, so the PF file was not made. Ask for help.Do not file. Ask for help.
Access is restrictedOnly the Finance administrator and the Owner can open Statutory filings. Ask one of them to record the filing.
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