1 EPF Manager V1.1 User Manual. User Manual. Web: Jeyan Solutions

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1 1 EPF Manager V1.1 User Manual User Manual Web:

2 2 EPF Manager V1.1 User Manual Table of Contents Introduction... 3 Installation Instructions... 3 EPF Manager V1.1 working instruction... 7 Opening from Desktop... 7 Opening from Start menu... 8 First time Database installation... 8 Setting Contribution Parameter... 9 Creating Company / Establishment Creating Employees Monthly Wages Entry Form 3A Register / Contribution Register Monthly Reports Yearly Reports Backup & Restore Contact & Support Information... 22

3 3 EPF Manager V1.1 User Manual Introduction EPF Manager V1.1 is an easy to operate software for maintaining & submitting various forms to the Employees Provident Fund Organization, India for the un-exempted establishments. It provides all of the monthly & yearly forms like Form 12A, Contribution Register (Form 3A Register), Form 3A, Form 6A, Form 5 & Form 10. EPF Manager V1.1 supports multiple establishments; you can maintain all of your companies & employees in a single place. This software has been developed to simplify all of EPF process. Installation Instructions Below descriptions walk you through the installation steps for EPF Manager V1.1 To download the software visit our site and click the Download Now button on the left side of the page Click the Download Now button This will take you to the Download.cnet.com s secure download page. EPF Manager V1.1 is certified as Tested Spyware Free software by the Cnet.com. You need to click on Download Now button in the Download.cnet.com website.

4 4 EPF Manager V1.1 User Manual Click the Download Now button Once you click on the above button, EPFManager.Exe file will be downloaded in to your computer. Once the download is complete, double click the EPFManager.Exe to install EPF Manager V1.1 EPF Manager V1.1 requires.net framework 3.5 to be installed in your computer. If.NET framework is not installed it will automatically get downloaded from Microsoft website and will install. Click Run button, if asked. You will be taken to the welcome screen of the EPF Manager V1.1 setup. Click Next button, Software End User License agreement would be displayed. Read the license file and select I Agree and click next to proceed for installing the application. You will see the option to select the installation folder. If needed change the installation folder and click Next button. You will see the installation confirmation page, click Next button to start the installation. This will automatically install EPF Manager V1.1. Finally click on Close to complete the installation.

5 5 EPF Manager V1.1 User Manual Click Next button Select I Agree Click Next button

6 6 EPF Manager V1.1 User Manual Click Next button

7 7 EPF Manager V1.1 User Manual Click Close to complete installation EPF Manager V1.1 working instruction Once EPF Manager V1.1 is installed you can open up EPF Manager V1.1 from a desktop shortcut or by opening from start menu as shown below. Opening from Desktop Click EPF Manager V1.1 short cut to open

8 8 EPF Manager V1.1 User Manual Opening from Start menu Click EPF Manager V1.1 to open First time Database installation Opening EPF Manager V1.1 first time will automatically install the database and opens up the company screen to create the company.

9 9 EPF Manager V1.1 User Manual Setting Contribution Parameter To open the Settings page click on Settings menu from the EPF Manager V1.1 application. Click Settings menu to open Settings page The screen will show the contribution rates under the three schemes, administrative charges and inspection charges rates and their minimum amounts and also the wage ceilings for the employees and in special cases for the physically disabled employees, if employed after By default 12% and 10% contribution rates are configured in EPF Manager V1.1. Employee EPF contribution rates, Employer EPF & EPS rates also configured. Click Edit to change these values

10 10 EPF Manager V1.1 User Manual You can specify the no of digits to round of in Round of Digits field. You can click on Edit button change any of these values. NOTE: All other rates such as administrative charges, inspection charges, wage ceiling, pension contribution rate etc are to be changed only when there is a notification to this effect and edit has been provided so that returns may be generated correctly. However if these rates are changed, the changed rate information will be printed on the returns. So it is advised only the contribution rate be changed to 10 or 12% as applicable. Creating Company / Establishment Initially the details of the company / establishment have to be entered in EPF Manager V1.1 and the returns will be generated accordingly. To create companies click on Company menu in the application. Click Company to create companies Following details are required: Name and Address of Establishment (mandatory fields are marked as *) Region Code and Office Code (mandatory) Establishment Code which is a 7 digit number and Establishment Extension (mandatory) Contribution (mandatory) Date of Coverage (optional) Method of EPF calculation (will be explained in next page) You can enter the Name & Address of the company as applicable. You can select Region Code and Office Code by selecting an EPF Office name from the list. When you select an EPF Office name from the list then it will automatically fill the box for Region Code and Office Code, then you have to enter the Establishment Code which is a 7 digit number and Establishment Extension (if any). Select the contribution rate & enter the date of coverage as per the order issued by the EPFO Office while intimating the Code number. Select the EPF calculation method as applicable. There are four type of EPF calculation method in practice. An establishment / company can select any one of the calculation method as applicable to them. All four calculation methods are explained in detail in next page.

11 11 EPF Manager V1.1 User Manual E.g., Employee Salary = / month Method1 Some companies follows the below method in which employee share is calculated on and employer share is calculated on up limit Rs (Wages ceiling defined in EPF Manager) Contribution Towards Calculation Amount EPF Employees share 7500 x 12% 900 EPS Employer share 6500 x 8.33% 541 EPF employer share 6500 x 3.67% 239 EDLI charges 6500 x 0.5% 33 EPF Admin charges 6500 x 1.1% 72 EDLI Admin charges 6500 x 0.01% 0.65 ( Round up to Rs 1/-) Method2 Some company consider total basic salary above the limit fixed for PF calculation Contribution Towards Calculation Amount EPF Employees share 7500 x 12% 900 EPS Employer share 6500 x 8.33% 541 EPF employer share 7500 x 12% (-) EDLI charges 6500 x 0.5% 32.5 EPF Admin charges 6500 x 1.1% 71.5 EDLI Admin charges 6500 x 0.01% 0.65 ( Round up to Rs 1/-) Employee is decided to contribute on total basic salary which is 12 % on equal to EPS Share is fixed to maximum of (6500 x 8.33%) (Wages ceiling defined in EPF Manager) Balance ( ) goes to Employer EPF account Method3 Some are calculating both employer and employee shares on in spite of higher basic salary than (Wages ceiling defined in EPF Manager) Contribution Towards Calculation Amount EPF Employees share 6500 x 12% 780 EPS Employer share 6500 x 8.33% 541 EPF employer share 6500 x 3.67% 239

12 12 EPF Manager V1.1 User Manual EDLI charges 6500 x 0.5% 33 EPF Admin charges 6500 x 1.1% 72 EDLI Admin charges 6500 x 0.01% 0.65 ( Round up to Rs 1/-) Method4 Some are calculating both employer and employee shares on in spite of higher basic salary than (Wages ceiling defined in EPF Manager) Contribution Towards Calculation Amount EPF Employees share 7500 x 12% 900 EPS Employer share 7500 x 8.33% 625 EPF employer share 7500 x 3.67% 275 EDLI charges 7500 x 0.5% 38 EPF Admin charges 7500 x 1.1% 83 EDLI Admin charges 7500 x 0.01% 0.75 ( Round up to Rs 1/-) Click Save to create company

13 13 EPF Manager V1.1 User Manual Creating Employees To create employees, a company should be selected. To select a company double click a company from the companies list in company page. To create employees click on Employee menu in the application. Click Employee to create employees Selected company will be displayed here Following details are required: Name and Father / Husband Name (mandatory fields are marked as *) Date of Birth Gender Start Date (mandatory as per Form 5) End Date Marital status Is Physically Disabled Salary (basic salary used for EPF calculation) Employee Code (mandatory) Screen will allow entry of Employee Code (code number of the establishment not to be entered anywhere again), Name, Father s /Husband s name, Date of Birth, Gender and Start Date. These are mandatory fields and are as per the Form 5. In case of a female, the husband radio button can be selected, in case the name given is of husband in the Father s/husband s name field. Field for Marital status of member is also there and the user can select the correct status. The date of leaving and reason can also be entered through this screen. This feature is also available in the screen for monthly wage data entry. After entry of the data, Click Save.

14 14 EPF Manager V1.1 User Manual Click Save to create employee Monthly Wages Entry To enter employees monthly wages click on Monthly Wages Entry menu in the application. Click Monthly Wages Entry to enter monthly salary By default the Monthly Wages Entry screen will have the current month as selected and will display all the employees, their salary & their calculated Employee EPF contribution amount, Employer EPF & EPS amount. All challan details including Account No 1, 2, 10, 21, 22 will be calculated and displayed. So all needed information is pre populated, you need to simply click Save.

15 15 EPF Manager V1.1 User Manual Contribution can be changed for the month Calculation method can be changed for the month Employees leaving the company can be updated here All the challan fields are automatically calculated All the calculations fields are automatically calculated Click Save to complete the data entry Form 3A Register / Contribution Register To generate the Form 3A Register / Contribution Register click Form 3A Register menu. Click Form 3A Register to generate the report

16 16 EPF Manager V1.1 User Manual Click Print button to print the report Click PDF button to export the report to PDF file Monthly Reports Form 12 A To generate the Form 12A click Monthly Reports Form 12A menu. Click Form 12A to generate the report

17 17 EPF Manager V1.1 User Manual Purpose: Consolidated Statement of dues and remittance. To be submitted by 25th of the following month to which the dues relate Click Print button to print the report Click PDF button to export the report to PDF file Form 5 To generate the Form 5 click Monthly Reports Form 5 menu. Click Form 5 to generate the report Purpose: Return of Employees qualifying for membership to the Employees' Provident Fund for the first time during every month. To be submitted within 15 Days of the following month.

18 18 EPF Manager V1.1 User Manual Click Print button to print the report Click PDF button to export the report to PDF file Form 10 To generate the Form 10 click Monthly Reports Form 10 menu. Click Form 10 to generate the report Purpose: Return of members leaving service during the month.

19 19 EPF Manager V1.1 User Manual Click Print button to print the report Click PDF button to export the report to PDF file Yearly Reports Form 3A To generate the Form 3A click Yearly Reports Form 3A menu. Click Form 3A to generate the report Purpose: Employee s annual contribution card. Form showing month wise recoveries towards EPF and Pension Fund in respect of an employee for one financial year. To be furnished by the employer before 30th April of the following year. Option to select all the employees or a particular employee is available in the report.

20 20 EPF Manager V1.1 User Manual Select All or a particular employee Form 6A To generate the Form 6A click Yearly Reports Form 6A menu. Click Form 6A to generate the report Purpose: Consolidated annual contribution statement. This form provides annual contributions of each member of the establishment / company. A vital form for compiling the annual Provident Fund statement of a subscriber. To be submitted by 30th April every financial year. Form 6A is a set of two reports. Both the reports are displayed parallel in the screen. Option to print & export to PDF is available.

21 21 EPF Manager V1.1 User Manual Click Print button to print the report Click PDF button to export the report to PDF file Backup & Restore A backup or the process of backing up is making copies of data which may be used to restore the original after a data loss event. Backups have two distinct purposes. The primary purpose is to recover data after its loss, be it by data deletion or corruption. Data loss is a very common experience of computer users. 67% of internet users have suffered serious data loss. The secondary purpose of backups is to recover data from an earlier time. To open Backup & Restore page, click on BackUp menu. Click BackUp to access backup & restore page

22 22 EPF Manager V1.1 User Manual Name of the backup file. By default today s date is given Click Backup to save the backup data file to the selected location Click Browse to select the location to save the backup data file Click Restore to consider the backup data file as the data file for application Click Browse to select the location of the backup data file Note: It is recommended to take the backup of EPF Manager V1.1 on a weekly basis. Restoring data, will overwrite your current data with the backup file, hence use it with care and only when needed. Contact & Support Information For any support related to EPF Manager V1.1, please write to us at support@jeyansolutions.com For Sales, please contact sales@jeyansolutions.com You can visit us at