Instructions for Registration




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Employees’ Provident Fund Department

EPF e-Return System

Instructions for Registration

Introduction

Employees’ Provident Fund (EPF) is established and operated under the Employees Provident Fund act No. 15 of 1958. According to the act it shall be the duty of every employer to pay the contribution monthly. The employers having less than 150 employees in his employment are allowed to furnish EPF returns monthly using a C-Form while the employers having over 150 employees to furnish the returns once in 6 months using a C3-Form.

Once the returns (C & C3 forms) are received, data capturing process begins. All the returns are entered by data entry operators. In case of returns, data entry is a strenuous task as it contains 6 months data in one return that should be entered in short period of time. It is noted that 70% of members of total operative employments belongs to C3 category. Data entry process consumes lot of time and cost as well asmistakes and human errors are common problem in any data entry process.

In order to avoid all these problems, EPF has introduced EPF e-Return System, a total paperless solution for employers to send the EPF returns. Under this scheme, employers are requested to submit 2 simple text files monthly created according to the given format. No forms are required submit for EPF returns once the employer join this scheme. Every employer having access to computer facilities can create their EPF returns using a computer according to a specified format. Employers are free to use any computer system or any tool to create these files. EPF provides only the guidelines. The employers who send e-Returns can also join the direct debit payment scheme and get the benefit of it.



EPF e-returns-Frequently Asked Questions

  1. What is e-Return?

Sending monthly EPF returns in electronic files rather than sending it in paper form.

  1. What is the legal provision for the system?

According to the EPF (amendment) Act No. 2 of 2012 all employers who have more than 50 employees are required to submit their employees’ EPF contributions and member details on Monthly Basis via e-Return System (E-mail, Websites).

The employers who are not under the above category are also welcome to the system.



  1. What do I have to send?

Two ASCII Text files prepared according to the given format.

  1. What is an ASCII Text file?

A text file that contains only ASCII characters without special formatting

The American Standard Code for Information Interchange: ASCII is a character-encoding scheme based on the ordering of the English alphabet. ASCII codes represent text in computers, communications equipment, and other devices that use text.



  1. What are the file formats?

Payment detail file (should be named as EVEMP.TXT) See Page No.6

Contribution detail file (should be named as EVEMC.TXT) See Page No.7



  1. How to prepare files?

  1. Using any software like Excel or

  2. Configuring payroll software to output the above mentioned files

  1. How to send the files?

By Bank of Ceylon ePay System (www.boc.lk/epay)

  1. What do I have to send with e-Returns?

Nothing, but you are supposed to do the payment separately by any mode as given below. What you have to do is to specify payment details in EVEMP.TXT file.

  1. How to do the payment?

Directly from your Bank of Ceylon account (www.boc.lk/epay)

  1. What is direct debit?

It is a standing order on employer bank account to transfer the funds to EPF on a specified date monthly. It is necessary to grant authorization to EPF in writing to request funds from employers account.

The value of funds to be debited will be the total amount of EPF returns of that particular month.

The employers who are under direct debit scheme have to submit their monthly returns only.

If you wish to join with Direct Debit System please follow these steps.



  1. Submit the Direct Debit authorization form (Annex3) to your bank, after filling required details.

  2. After obtaining the bank conformation, forward a copy of DD authorization form to EPF e-collection division.

  3. Payment details (bank code, branch code & account No.) which are include in the payment file (text file) & DD authorization form should be one & the same.

  4. Send the original data files at least five days before the last working day of the particular month. (This is due to the high importance of submitting the individual payment details of the employers to the EPF’s bank (Bank of Ceylon) before 12.00 p.m. on the day before the last working date).

Note: The total contribution amount will be debited from your account on the last working date of the each contributing month. For this, the accounts should have sufficient funds on that particular day.If the amount of contribution have not been debited from employer’s accounts in any case, employer should informed EPF immediately within the same day to arrange an alternative payment method in order to avoid surcharges.

  1. How can I pay directly from my bank account?

Upload the text files through BOC ePay. The Bank will transfer the funds from employers’ BOC account to Central Bank’s EPF Account.

  1. How to start sending e-Returns?



  1. Contact EPF department and check whether your employees have been registered under National Identity Card (NIC) numbers. If yes, get the Re- Registered data base from the EPF Department. If not complete, RR6 form (Annex4) and forward employees details for Re- Registration under NIC number.

  2. Prepare the text files by using the employees’ details of RR data base given by the EPF department.



  1. Check the created text files from the EPF department before commence the operation for accuracy.



  1. Get register by using the attached registration form (Annex5)



  1. Submit your files (no form required to be submitted thereafter)




  1. What do I receive as a proof for my submission of EPF e-Returns?

Every submission is acknowledged by post or through e-mail whether it successful or not. The acknowledgement contains a summary of the return. If the data set is correct and passes the validations, it goes for posting member accounts. For your payment you will receive a receipt as usual. Printed schedule of contributions will be sent to the employers every six months.

  1. When to submit e-Returns?

As usual, the last date of the payment of a particular month is the last working date of the subsequent month. The returns are supposed to be received on or before the last date of payment. Any late returns will be directed to an off-line process and may not get the full benefits of this system.

  1. What are the advantages?

To Employers

  1. No form filling

  2. Save time and resources

  3. Eliminate the difficulties in payments

  4. Less error as no form filling and no data entry

  5. Avoid the critical account amendments as errors can be detected withoutdelay

  6. Regular updated payments build up the employee trust and motivation

  7. Less problems arise for employers at the member claims

To Members

  1. Update member accounts quickly and accurately

  2. No delays in refund benefits claims

To the Fund

  1. Save data entry cost and time

  2. No handling of papers

  3. Accelerate the member account posting, name capturing and benefit payments



  1. Support and more information

i. Queries can be mailed to epfc3@cbsl.lk

ii. Any clarification about e-Returns please contact


011-2477537 - Mrs D.M.G Piyathilake

011-2344839-Ms.Chamali, Mr. Gihan

011-2477373- Mr.Vajira ,Mr.Ajumain

iii. Bank of Ceylon

011-2471613 – Mrs. Rathnayake

Payment detail file (should be named as EVEMP.TXT)

No

Field

Length

Type

Details

Example

1

ZnCode

(EPZNCD)


1

Text

Zone code

A

2

EmpNo

(EPEMNO)


6

Numeric

Employer Number

12345

3

ContPeriod

(EPCNPR)


6

Numeric

Contribution Year and Month

200901

4

SubmisionID

(EPSUBM)


2

Numeric

Data Submission Number

1

5

TotalCont

(EPTOCC)


11.2*

Numeric

Total Contribution Amount

999999999.99

6

MemCount

(EPMMCT)


5

Numeric

Number of members contributed for

150

7

PayMode

(EPPMOD)


1

Numeric

Mode of Payment

1=Cheque 2=Cash 3=Money Order 4=Direct Debit



1

8

PayRef

(EPPREF)


20

Text

Payment Reference

7135001123456

09

Paydate

(EPPDAT)



10

Numeric

Date of Payment (yyyymmdd)

20090220

10

D/OCode

2

Text

District Office Code No.

(Pl. refer Annex9)



01

Prepare the payment details according to the above format in the “Macro – payment file” (Annex 6) and click the “Create File” button to create the payment detail file.

Contribution detail file (should be named as EVEMC.TXT)



No

Field

Length

Type

Details

Example

1

NICNumber

(CNNINO)


20

Text

NIC/Passport number

603411407V

2

LastName

(CNLANM)


40

Text

Last Name

DISSANAYAKE

3

Initials

(CNINNM)


20

Text

Initials

X Y Z

4

MemNumber

(CNMMNO)


6

Numeric

Member AC number

123

5

TotCont

(CNTOCC)


9.2*

Numeric

Total Contribution Amount (Rs.)

1500.00

6

EmpCont

(CNEMCC)


9.2*

Numeric

Employer’s Contribution Amount (Rs.)

900.00

7

MemCont

(CNMMCC)


9.2*

Numeric

Member’s Contribution Amount (Rs.)

600.00

8

TotEarning

(CNTOSL)


11.2*

Numeric

Gross Salary (Rs.)

7500.00

9

MemStatus

(CNMMST)


1

Text

Member Status

E=Extg.N=NewV=Vacated

E

10

ZnCode

(CNZNCD)


1

Text

Zone code

A

11

EmpNo

(CNEMNO)


6

Numeric

Employer Number

12345

12

ContPeriod

(CNCNPR)


6

Numeric

Contribution Year Month

200901

13

SubmisionID

(CNSUBM)


2

Numeric

Data Submission Number

1

14

DaysWork

4.2

Numeric

No. of days worked

20.00

15

OcGrade

3

Numeric

Occupation Classification Grade (As per the classification of censes and Statistic Dept.)(pl. refer annex 8)

001

9.2* = There should be maximum of 10 digits including 7 integers, decimal point & 2 decimals. E.g. 0001535.73

11.2* = There should be maximum of 12 digits including 9 integers, decimal point & 2 decimals. E.g. 000014758.55

Data Submission Number = If a specific employer send more than one file under the same employer no. (ex- for different categories such as Executive, Non-Executive) the employer should number the files accordingly.

Prepare the payment details according to the above format in the “Macro – detail file” (Annex 7) and click the “Create File” button to create the member detail file.

Annex2

Annex3


Annex4


Annex5


Annex6


Annex7


Annex 8


Annex 9






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