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Map PF KYC documents

Updated in February - 2026 | Subscribe to watch greytHR how-to video

PF KYC mapping refers to the process of linking an employee's Know Your Customer (KYC) details with their Provident Fund (PF) account. KYC details typically include information such as the employee's name, address, date of birth, and Aadhaar number, among others.

The purpose of PF KYC mapping is to ensure that the PF contributions made by the employer on behalf of the employee are accurately credited to their PF account. By verifying the employee's KYC details, the employer can confirm the employee's identity and ensure that their PF contributions are being credited to the correct account.

The PF KYC Mapping page in the greytHR Admin portal helps you to generate the text file, which you must upload to the EPFO website. Uploading the file is the statutory requirement by the PF Board to complete PF KYC. The page displays a list of employees based on the various filters available. You can view many PF-related details of the employees, such as PF Number, PF Join Date, UAN number, and Document Type.

To view the PF KYC Mapping page, from the greytHR Admin portal, hover over the 9 dots and go to Payroll > Admin > PF KYC Mapping.

You can perform the following actions on the PF KYC mapping page:

  1. Generate KYC report.

  2. Unlink KYC for all employees.

  3. Link an employee's KYC document.

  4. Export KYC report.

Map PF KYC report

The complete PF KYC mapping process consists of the following steps:

  1. Upload employees' UAN numbers in the greytHR database. You can upload the employees' UAN numbers on the Employee > Information > Bank/PF/ESI page.

  2. Update employee identity details. You can update the employee identity details on the Employee > Information > Employee Profile page.

  3. Mark employees' documents as verified. You can mark employees' documents as verified on the Employee > Admin > Identity Verification page.

  4. Generate KYC text file for each document type individually.

  5. After you have generated individual text files for each document type, upload the text files to the EPFO portal to complete the PF KYC mapping process.

Generate KYC report

To generate the KYC text file for a doc type, from the greytHR Admin portal, hover over the 9 dots and go to Payroll > Admin > PF KYC Mapping.

  1. On the PF KYC Mapping page, from the PF KYC Status dropdown list, select Available.

  2. Click Generate KYC to download the text file to your system.

    Note: You can link only one document at a time.

  3. Unlink KYC for all employees and repeat the process of generating KYC for the second document. Repeat the process for all the required KYC documents one by one.

Unlink KYC for all employees

To unlink KYC for all the employees, from the greytHR Admin portal, hover over the 9 dots and go to Payroll > Admin > PF KYC Mapping.

  1. On the PF KYC Mapping page, click Unlink KYC. Unlink KYC pop-up appears.

  2. Click Confirm. A success message appears.

Link an employee's KYC document

To link an employee's KYC document, perform the following actions:

  1. From the greytHR Admin portal, navigate to Payroll > Admin > PF KYC Mapping.

  2. On the PF KYC Mapping page, from the PF KYC Status dropdown list, select Not Available.

  3. Using the Employee, Employee Filter, and Range dropdown filters, search for the employee to whom you want to link the KYC document.

  4. Click the Edit icon available on the selected employee's row. Modify KYC Link pop-up appears.

  5. Select the required Doc Type and click Submit. A success message appears.

    Note: You can link only one document at a time.

Export KYC report

To download the KYC report of the employees available in the list, from the greytHR Admin portal, hover over the 9 dots and go to Payroll > Admin > PF KYC Mapping.

  1. On the PF KYC Mapping page, using the Employee, Employee Filter, and Range dropdown filters, customize the list of employees based on your requirements.

  2. Click Export KYC to download the report in Excel format.

Frequently Asked Questions:

What is PF KYC mapping in greytHR?

PF KYC mapping is the process of linking an employee’s verified identity documents—such as Aadhaar or PAN—with their Provident Fund (PF) account to ensure accurate credit of PF contributions.

Why is PF KYC mapping mandatory?

PF KYC mapping is a statutory requirement mandated by the PF authorities. It ensures that employer PF contributions are correctly credited to the employee’s PF account and helps avoid rejections or delays during EPF processing.

Which portal is used to complete PF KYC mapping?

After generating the KYC text file from greytHR, the file must be uploaded to the EPFO portal to complete the PF KYC process.

4. Who can access the PF KYC Mapping page?

Only payroll admins or users with statutory compliance permissions can access and manage PF KYC mapping.

6. What employee details are required before generating the PF KYC file?

Before generating the KYC file, ensure that:

  • The employee’s UAN is updated

  • Employee identity details are complete

  • Required documents are verified in the system

How can I generate KYC report for employees?

To generate the KYC text file for a doc type, from the greytHR Admin portal, hover over the 9 dots and go to Payroll > Admin > PF KYC Mapping.

  1. On the PF KYC Mapping page, from the PF KYC Status dropdown list, select Available.

  2. Click Generate KYC to download the text file to your system.

    Note: You can link only one document at a time.

  3. Unlink KYC for all employees and repeat the process of generating KYC for the second document. Repeat the process for all the required KYC documents one by one.

Can I generate PF KYC files for multiple documents at once?

No. You can generate and upload only one document type at a time. You must repeat the process separately for each KYC document.

Why do I need to unlink KYC before generating another document?

Unlinking clears the previous KYC link so that the next document can be mapped and generated correctly as per EPFO file requirements.

To unlink KYC for all the employees, from the greytHR Admin portal, hover over the 9 dots and go to Payroll > Admin > PF KYC Mapping.

  1. On the PF KYC Mapping page, click Unlink KYC. Unlink KYC pop-up appears.

  2. Click Confirm. A success message appears.

What does the PF KYC Status indicate?

  • Available: KYC data is ready for file generation

  • Not Available: KYC is not yet linked or verified for the employee

Can I manually link a KYC document for an employee?

Yes. You can manually link a document by selecting the employee, choosing the required document type, and submitting the change.

What types of documents can be linked for PF KYC?

You can link statutory identity documents such as Aadhaar, PAN, and other EPFO-accepted KYC documents, based on availability and verification status.

What happens after generating the KYC text file?

After generation:

  • Download the text file from greytHR

  • Upload it to the EPFO portal

  • Complete the statutory PF KYC process

Can I export the PF KYC details for reference?

Yes. You can export the PF KYC report in Excel format using the Export KYC option.

To download the KYC report of the employees available in the list, from the greytHR Admin portal, hover over the 9 dots and go to Payroll > Admin > PF KYC Mapping.

  1. On the PF KYC Mapping page, using the Employee, Employee Filter, and Range dropdown filters, customize the list of employees based on your requirements.

  2. Click Export KYC to download the report in Excel format.

Will employees be notified when KYC is linked or unlinked?

No. PF KYC mapping actions are admin-driven and do not trigger employee notifications.

What should I do if an employee’s KYC status shows “Not Available”?

Verify that:

  • The employee’s UAN is updated

  • Identity details are complete

  • Required documents are verified

Once done, link the document and regenerate the KYC file.

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