What documents are required for first-time social insurance registration in 2020 in Vietnam?

What documents are required for first-time social insurance registration in 2020 in Vietnam?​ (Illustrative image)

 DOCUMENTS FOR INITIAL SOCIAL INSURANCE REGISTRATION

According to Clause 1, Article 2 of the Law on Social Insurance 2014, the mandatory participants in social insurance include the following three groups for whom enterprises must pay social insurance:

- Employees working under indefinite-term labor contracts, definite-term labor contracts, seasonal labor contracts or contracts for a specific job with a term from 3 months to under 12 months, including labor contracts signed between the employer and the legal representative of a person under 15 years old as prescribed by labor law;

- Employees working under labor contracts with a term from 1 month to under 3 months;

- Managers of enterprises receiving salaries.

According to Point a, Clause 1, Article 99 of the Law on Social Insurance 2014, within 30 working days from the date of signing the labor contract, employment contract, or recruitment date, the employer must submit the initial social insurance registration documents to the social insurance agency (provincial/city social insurance, district social insurance where the enterprise is headquartered).

1. Initial Social Insurance Registration Documents

* Regarding document components:

- For employees: Employees working at the employing unit submit documents to the employing unit:

•  Declaration of participation, adjustment of social insurance and health insurance information (Form TK1-TS).
• In case the employee is entitled to higher health insurance benefits: additional supporting documents (if any) according to Appendix 03.

- For the employing unit:

• Declaration of unit participation, adjustment of social insurance and health insurance information (Form TK3-TS);
• List of employees participating in social insurance, health insurance, unemployment insurance, and occupational accident – occupational disease insurance (Form D02-TS);
• Information statement (Form D01-TS).

Note: The components of the documents mentioned above, if not specified as originals, can be submitted as originals, copies accompanied by originals for comparison, authenticated copies, or copies issued from the main book.

* Regarding the number of documents: 01 set

2. Procedure for Initial Social Insurance Registration

The employing unit performs the following 3 steps:

Step 1:

- Enter the social insurance number in the corresponding forms for employees who have been assigned social insurance numbers;

- Guide employees to complete the Declaration of participation, adjustment of social insurance, and health insurance information (Form TK1-TS) for employees who have not been assigned social insurance numbers (including those who do not remember their social insurance number).

Step 2: Submit the complete set of documents as required

Step 3: Receive the results processed by the social insurance agency.

3. Method of Initial Social Insurance Registration

Step 1: Submit documents

- The employing unit can choose one of the following submission methods:

+ Via electronic transactions;

+ Via public postal service;

+ Directly at the social insurance agency.

- In the case of electronic transactions: The employing unit prepares the documents using Vietnam Social Security’s declaration software or IVAN organization, signs electronically, and sends them to the Vietnam Social Security’s electronic information portal or via IVAN organization.

Step 2: Receive the processed results

The employing unit receives Social Insurance Books, Health Insurance Cards processed by the social insurance agency according to the registered method.

4. Processing Time for Initial Social Insurance Registration

The enterprise receives the new social insurance books, health insurance cards no later than 05 days from the date of receiving the complete set of documents as prescribed.

According to current regulations, registering social insurance for employees is the responsibility of the enterprise, and this issue receives significant attention and is strictly implemented by many enterprises. However, there are still many enterprises that evade or delay paying insurance for employees. For such cases, depending on the nature and severity of the violations, enterprises may be subject to administrative penalties according to Decree 28/2020/ND-CP or even face criminal liability according to the Criminal Code 2015, amended and supplemented in 2017.

Legal basis:

- Law on Social Insurance 2014

- Decision 929/QD-BHXH 2018 on the publication of procedures for the collection of health insurance by Vietnam Social Security

Thu Ba

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