Form 31 -- PF explained: this guide covers what Form 31 -- PF means, who it applies to, the step-by-step process, documents required, fees, due dates and penalties in India — so you can stay compliant with confidence and avoid costly mistakes.
Overview
This article provides a detailed, layman-language explanation of Form 31 under the EPF Scheme and applicable Rules. All amendments, notifications, and circulars up to March 2026 are incorporated.
Relevant provisions: Para 68/Form 31.
What the Law Requires
Legal Framework
Para 68/Form 31 of the EPF Scheme establishes the framework for Form 31. The provisions cover: (a) applicability and coverage, (b) employer and employee obligations, (c) registration and compliance requirements, (d) benefits and entitlements, (e) record-keeping and returns, and (f) penalties for non-compliance.
Who Must Comply?
| Employer Type | Applicable? | Threshold |
|---|---|---|
| Factory / Manufacturing Unit | Yes (most labour laws) | Varies: 10/20 employees depending on Act |
| Shop / Commercial Establishment | Yes | State-specific thresholds |
| Company / LLP / Firm | Yes | Based on employee count and wages |
| Contractor / Principal Employer | Yes (Contract Labour Act) | 20 or more contract workers |
| IT / ITES / Service Sector | Yes (most laws apply) | Employee count thresholds |
| Startup / Small Business | Yes | Some relaxations available, but core compliance mandatory |
Detailed Explanation with Examples
Example 1: Rahul runs a 50-employee company in Faridabad. He must comply with EPF (contribution 12% each from employer and employee on basic + DA), ESI (if wages below Rs. 21,000), Gratuity (payable after 5 years of service), Bonus (8.33% minimum), Minimum Wages (as per Haryana schedule), and Shop & Establishment registration. Missing any of these invites inspector visits and penalties.
Example 2: Priya operates a garment factory with 100 workers, including 30 contract workers through a contractor. She must: (a) register the factory under the Factories Act, (b) ensure the contractor has a Contract Labour license, (c) comply with EPF/ESI for all workers, (d) maintain statutory registers and display notices, and (e) file annual and half-yearly returns.
Example 3: A startup with 15 employees paying salaries above Rs. 21,000/month is still covered under EPF (if 20+ employees, or voluntarily). It must comply with Minimum Wages, Payment of Bonus (if 20+ employees), Maternity Benefit, and Shop & Establishment registration from day one.