New staff and UAN: the UMANG face scan, explained for employers
A new employee who has never been in PF needs a UAN. Since 1 August 2025, you can't create it for them. They get it themselves, with a face scan on the UMANG app. Here is what that means for you, and what you need to do.
Last updated 17 October 2026 · Rules checked on 17 October 2026
Why employers can't create a new UAN
PF (Provident Fund, also called EPF) gives your staff savings and a pension. Every PF member has a UAN (Universal Account Number). It is their PF account number. Their PF goes into it each month.
Since 1 August 2025, a new UAN is made only by the employee's Aadhaar face scan on the UMANG app. This comes from an EPFO circular of 30 July 2025. EPFO is the government PF office. In an Aadhaar face scan, the employee scans their own face to prove who they are, using their Aadhaar.
So you can't create a new UAN for most staff. Employers can still create one only in a few cases, like international workers and citizens of Nepal and Bhutan. Only your employee can do the face scan. We guide them.
New staff get their UAN with a quick face scan on the UMANG app. We guide them.
What your new employee needs
Before your employee starts the face scan, check they have:
- their Aadhaar number
- the mobile phone linked to their Aadhaar, to get a one-time password (OTP)
- a smartphone with the UMANG app and the Aadhaar Face RD app (the app that does the face scan)
If something is missing, the scan may not work. Not sure what your employee needs? Call us. We tell them before they start.
The face scan: what happens, and what you do
You don't need to learn the app's steps. Here is the overview.
- What happens: your new employee opens the UMANG app. They type in their Aadhaar number and mobile number, then the OTP. Then they do the face scan. If it works, they get their UAN by SMS. They can also download their e-UAN card (a PDF) from the app to give you.
- What you do: on their first day, ask if they were ever in PF at an old job. If they were not, and the rules cover them, they need a UAN. When they get it, ask them for the number, and share it with us.
- How we guide them: we explain the face scan to your employee by phone, in simple words. You can talk to us in English or Kannada, and we can help you in Hindi too.
Not every new employee must be in PF. We'll check who must be in PF and ESI, so you add the right people. Read Do you need to register for PF? and PF wage limit is now ₹25,000.
New staff joining this month? Call us. We guide them through the face scan.
- 25+ years in practice
- Founder worked 35 years at EPFO
- 100+ clients
- 3,500+ employees covered
Already has a UAN from an old job?
Ask every new employee first: were they in PF before? Staff who already have a UAN keep it. The UMANG app checks this too: if their Aadhaar already has a UAN, it tells them and doesn't make a new one.
Were they in PF at an old job, or are they not sure? Call us before they do anything. We tell you what to do next. Do your staff have questions about their PF? Share our guide on what PF gives employees.
PF wages are basic pay plus DA (dearness allowance), not the full salary. Other allowances, like a special allowance, may also count as PF wages. Call us to check. Are their PF wages above ₹25,000 a month? Already in PF: they stay in PF. New joiners above ₹25,000 who were never in PF can join PF if you and they both agree in writing. In PF at an old job? Call us to check.
Adding the UAN to your business
Once your employee has a UAN, their PF is filed each month in your ECR. The ECR is the monthly list of each employee's wages and PF, sent to the PF office. Before that, their UAN must be added to your business on the EPFO employer portal. Working with us? We do this for you once they share their UAN. Doing it yourself? Call us if the portal shows an error. Read common ECR upload errors and how to fix them.
Each month's PF must be paid by the 15th of the next month. (For September 2026 wages, PF is due by 31 October 2026.) We get the payment slip (challan) ready in time, so you can pay by the 15th. Or send us the amount and we pay it.
ESI is separate. ESI (Employees' State Insurance) gives your staff medical care, and pay when they can't work because of sickness, injury or maternity. New staff need an IP (Insured Person) number, their ESI number, if the rules cover them. We create IP numbers on the ESIC portal. ESIC (the government ESI office) runs it. Read adding a new employee to ESI.
Do you hire many short-term workers? Read PF and ESI for contractors. Rather not do this yourself? We file PF for you every month. See our PF monthly filing service.
More help with PF and ESI
Guides:
Our services:
Free tools:
We help businesses in Mangalore and Bangalore. See PF and ESI for your industry.
Common questions
No. Since 1 August 2025, a new UAN is made only by the employee's Aadhaar face scan on the UMANG app. Employers can't create it, except in a few cases, like international workers. New staff get their UAN with a quick face scan on the UMANG app. We guide them.
Your new employee does it, on the UMANG app. Only your employee can do the face scan. We guide them.
Call us before they do anything. We tell you what to do next.
If ESI covers your business and the rules cover them, yes. They need an IP (Insured Person) number, their ESI number. That is separate from the UAN. We create IP numbers on the ESIC portal. ESIC is the government ESI office. Read adding a new employee to ESI.
New staff joining? Call us. We guide them through the face scan, and file your PF every month.
We never miss a PF or ESI due date.