Pursuant to the process of collecting SI, HI, UI, labor accident and occupational disease insurance, and issuing the SI book and HI card (promulgated with Decision No.595/QD-BHXH of the Vietnam Social Security Code which took effect on July 01, 2017), SI and HI participants shall be issued an SI code, which is the sole personal identification number of participants. This SI code is granted and recorded in the SI book and HI card by SI authorities.

The issuance of a single SI code for SI and HI participants is the basis for building a centralized nationwide data system to track the SI and HI contribution and enjoyment period of participants; unifying and jointly executing the collection management, SI book and HI card issuance and settlement of SI and HI regimes; and for issuing and managing the electric SI books and HI cards to ensure connection with the national database during the management and implementation of the SI and HI policies.

The management of SI codes in a centralized nationwide database will help to minimize the occurrence of duplicate HI cards or incorrect information on the HI cards, and to correctly determine the SI and HI participation period to ensure participants’ rights and interests.

In addition, participants can look up their SI or HI information on the database, or use the SI code and identification documents when undertaking medical checks and treatment in the event of losing or forgetting to bring their HI card.

To implement such provisions, on August 08, 2017, Vietnam Social Security issued Official Letter No.3340/BHXH-ST providing guidance for the issuance of SI books and HI cards. Accordingly, the new forms of SI books and HI cards shall be supplemented with the SI code beginning on August 01, 2017. With respect to the SI books and HI cards already issued, they shall retain their validity until being replaced or reissued under the new forms.

To complete the process, on August 28, 2017, Vietnam Social Security issued Official Letter No.3799/BHXH-BT guiding the finalization and issuance of the SI code for SI and HI participants. Accordingly, the issuance of SI codes for SI and HI participants is expected to be completed by December 31, 2017, and the schedule for renewal of HI cards for SI and HI participants is expected to be completed by June 30, 2018.

To comply with the new regulations and schedule, SI and HI participants who haven’t obtained a SI code shall declare and supplement their SI and HI information. Accordingly, Vietnam Social Security shall instruct SI authorities to send employers: (i) a list of SI and HI participants who haven’t obtained a SI code (Form MS1), (ii) a clearance to supplement and amend the SI and HI information (Form TK1-TS) and (iii) an Open Letter to employees from SI authorities. Employers are responsible for:

– Sending Form TK1-TS and the Open letter to the employees, and guiding them to correctly and fully declare and supplement the information required in Form TK1-TS.

– Collecting Form TK1-TS filled out by the employees and fully verifying and checking the declared information, as well as assisting them to correct any mistakes.

– Sending Form MS1 and Form TK1-TS completed and signed by employees to SI authorities via Post.

When updating or supplementing the information electronically, Employers shall (i) correctly and fully update the employees’ information required in Form TK1-TS into the software, or (ii) declare the supplemented/updated information via the Portal of Vietnam Social Security, or (iii) declare the supplemented/updated information via the I-VAN Organization; as well as sending Form MS1 and Form TK1-TS to the SI authorities via Post.

– In the event that duplicate SI books or HI cards are issued, the employer shall notify the employees to re-submit the duplicate SI books or HI cards in order that they may be transferred to SI authorities via Post. After that, SI authorities will review the dossier and re-issue SI books or HI cards in compliance with the SI codes and send them to the employer via Post (who will deliver the re-issued cards to the employee).

Currently, many local SI authorities have issued documents guiding employers on how to conduct the necessary and routine procedures, such as:

– Social Security Office of Ha Noi City: Official Letter No.2252/BHXH-QLT dated August 30, 2017 verifying the SI codes of subjects participating in both SI and HI [Please click here to see the full contents of the Draft (in Vietnamese)].

– Social Security Office of Ho Chi Minh City: Official Letter No.1919/BHXH-QLT dated September 12, 2017 verification and supplementation of the information of SI and HI participants [Please click here to see the full contents of the Draft (in Vietnamese).]; Official Letter No.1966/BHXH-QLT dated September 19, 2017 definition and issuance of SI codes [Please click here to see the full contents of the Draft (in Vietnamese)].

Author: Stephen Le 

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