Employer: Record-Keeping
Changes In Employer’s Name/Status And Address
It is your duty as an employer to update the EPF within 14 days of change of address.
For name or status change, such as Sole Proprietorship to Partnership, employers must notify the EPF within 21 days of change using the Form KWSP 1 (MAJ).
Retrenchment Of Workers
As an employer, you will need to inform the EPF if you find yourself in any of the situations mentioned below.
1. Stop employing workers temporarily
Employers who do not have employees for a given month need to inform the EPF by mail/email or other designated channels from time to time.
The EPF may cancel your Employer Reference Number if the employer has no liability to contribute/has no employee for a period of 6 consecutive months.
2. Do not have and does not intend to employ any employees
Employers who currently do not have employees and does not intend to employ any employees in the future should notify the EPF using Form KWSP 6 (Form B)/mail/email or other designated channels within 30 days.
If employers have started hiring again, please notify the EPF.
Termination Of Operations
An employer who wishes to terminate their operations shall notify the EPF by completing Form KWSP 6 (Form B)/mail/email or other designated channels within 30 days.
What You Should Maintain
Frequently Asked Question
When must employers register with the EPF and what are the documents required?
According to Section 41(1) of the EPF Act 1991, employers must register with EPF within 7 days from the date of hiring. Employers must complete and submit KWSP Form 1, together with the Registration Form issued by the authorised persons (i.e. Form 49/ Certificate of Registration by SSM). Employers will be given:
a. Employee Reference Number
b. Certificate of Employer Registration
c. Notice of Registration
What is online employer registration for companies registered with SSM?
a. It is an online facility for companies registered with SSM to register as an EPF Employer in
EPF website (www.kwsp.gov.my).
b. It provides online i-Akaun (Employer) registration facility as well for eligible employers.
Whom is this facility for?
For a start, this facility is only for employers who are registered as companies with SSM (Sdn. Bhd. & Bhd.) to register as EPF Employers
Can employers who have registered under other categories in SSM use this facility?
Employers who have registered under other categories in SSM CANNOT use this facility.
Why is this online facility only open to Employers who have registered as companies with SSM ?
Currently, this online facility is only open to Employers who have registered as companies with SSM because information for Employers from this category have already been stored at the EPF.
Will this online facility be extended to employers from other categories?
YES. This facility will be extended to employers from other categories and any facility improvements will be notified from time to time by the EPF.
What are the conditions to become an EPF Employer through this online facility ?
Conditions to become an EPF Employer through this online facility are as follow:
a. Not registered as an EPF Employer yet
b. Have employees who are working
c. Registered as a Company with SSM
d. Each registration information keyed in during the registration process must be the SAME as the
information that has been registered/recorded in SSM for verification.
Who on behalf of an employer can apply for registration to be an EPF Employer through this facility?
Employer themselves, representative from company or company secretary can apply for registration to be an EPF Employer through this facility.
What is the additional facility provided in the registration application to become an EPF Employer?
The additional facility provided in the registration application to become an EPF Employer is i-Akaun (Employer) registration for eligibile employers.
How would employers know the status of registration application?
Employers would know the status of registration application automatically during registration through the notification status whether successful or rejected.
What information would employers obtain after successful registration application?
After successful registration, employers would obtain information as follows:
a. Employer reference number
b. Employer registration notice
c. Certificate of registration as an employer
d. Activation of i-Akaun (Employer) for eligible employers
Can employers retrieve the employer registration notice and certificate of registration if they have forgotten to download or print the document?
Employers CAN download or reprint notice and certificate of registration by key in the registration information that have been registered in the registration screen.
Is this online employer registration facility safe?
This online employer registration facility is SAFE as security measures have been taken to protect employer data.
What are the factors contributing to the rejection of registration application through online employer registration?
Factors are as follow:
a. Employer has been registered as an employer with the EPF.
b. The registration information keyed in during the registration information verification process is
NOT SAME as the information registered/ recorded at SSM.
Where can an employer register as an EPF Employer if the online employer registration application is rejected?
If the online employer registration application is rejected, an employer can register as an EPF Employer via applications made through the EPF counter or contacting the EPF Contact Management Center at 03-8922 6000 for further inquiries.
Can an employer apply for registration under more than one reference number through this online employer registration facility?
You may not do so. Employers can apply to be registered under more than one employer reference number through the EPF Offices.
Will this online employer registration facility eliminate the existing employer registration channel in the EPF Offices?
NO. The employer registration channel in the EPF Offices will still be available.
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