Procedure for Reviewing and Handing Over Social Insurance Books to Employees in Vietnam

Procedure for Reviewing Social Insurance Books in Vietnam:

Step 1: The appraisal team of the Social Insurance Authority prints the Social Insurance Contribution Comparison Form (Form No. 03) and the List of Social Insurance Book Delivery and Receipt (Form No. 01) for employees participating in social insurance at units from the database of contribution collections, book issuance, and card issuance, and sends them to the employing unit.

Step 2: The employing unit receives the Social Insurance Contribution Comparison Form (Form No. 03) and the List of Social Insurance Book Delivery and Receipt (Form No. 01) from the appraisal team; forwards them to the employees for confirmation on the Social Insurance Contribution Comparison Form (Form No. 03).

Step 3: Employees receive the Social Insurance Contribution Comparison Form (Form No. 03) from the unit, check and sign for confirmation; in case the information is incorrect, they write the requested amendments along with the attached documents; send them back to the unit.

Step 4: The employing unit receives the Social Insurance Contribution Comparison Form (Form No. 03), signs for confirmation, and forwards it to the appraisal team.

Step 5: The employing unit and appraisal team collaborate to review and classify social insurance books at the unit or the Social Insurance Authority:

- Accurate and complete Social Insurance Books: The appraisal team collects the Social Insurance Books, the List of Social Insurance Book Delivery and Receipt (Form No. 01), and the Social Insurance Contribution Comparison Form (Form No. 03), signs for confirmation; sends to the Data Entry Team.

- Inaccurate or incomplete Social Insurance Books; torn or illegible Social Insurance Books: The appraisal team prepares the Detailed Document Supplement Instructions (Form No. 02) for each Social Insurance Book and hands them to the employing unit to send to employees for supplementation. Within 3 days, the employing unit must supplement the documents and return them to the Social Insurance Authority; the appraisal team collects the Social Insurance Books, the List of Social Insurance Book Delivery and Receipt (Form No. 01), and the Social Insurance Contribution Comparison Form (Form No. 03) along with the supporting documents for amendments; appraises and submits to the Director of provincial/district Social Insurance Authority for approval on the Document Supplement Instructions (Form No. 02); sends to the Data Entry Team.

Step 6: The Data Entry Team receives the Social Insurance Books, the List of Social Insurance Book Delivery and Receipt (Form No. 01), the Document Supplement Instructions (Form No. 02) along with supplementary documents, and the Social Insurance Contribution Comparison Form (Form No. 03) from the appraisal team, performs:

- Fully entering the information in the Social Insurance Books of employees regarding unpaid social insurance and unemployment insurance periods, and the adjusted information approved by the Director of provincial/district Social Insurance Authority into the database;

- After data entry completion, the staff directly responsible for data entry prints the Social Insurance Contribution Comparison Form (Form No. 03); sends to the appraisal team.

Step 7: The appraisal team receives the adjusted Social Insurance Contribution Comparison Form (Form No. 03) from the Data Entry Team, forwards it to the employing unit.

Step 8: The employing unit receives the Social Insurance Contribution Comparison Form (Form No. 03) from the appraisal team; forwards it to the employees for confirmation on the Social Insurance Contribution Comparison Form (Form No. 03); collects, signs for confirmation, and sends it back to the appraisal team.

Step 9: The appraisal team receives the Social Insurance Contribution Comparison Form (Form No. 03) from the unit; if it has sufficient confirmations from employees and employers, they sign for confirmation; send it to the Data Entry Team.

Step 10: The Data Entry Team receives the employees' Social Insurance Contribution Comparison Form (Form No. 03) from the appraisal team. If it has correct and sufficient confirmations, they finalize the data, sign for confirmation; submit to the Director of provincial/district Social Insurance Authority for approval; transfer all documents including: Social Insurance Books, the List of Social Insurance Book Delivery and Receipt (Form No. 01), the Document Supplement Instructions (Form No. 02) with supplementary documents, and the Social Insurance Contribution Comparison Form (Form No. 03) to the Issuance Department/Team.

Handover Procedure:

The Issuance Department/Team receives all documents from the Data Entry Team and performs the following tasks:

- Issuing Social Insurance Books:

- For Social Insurance Books issued according to the model in Decision 1443-LDTBXH, October 9, 1995, reissue the cover and all loose pages; print continuous loose pages of the Social Insurance Books up to December 31 of the year preceding the review.

- For Social Insurance Books issued according to the model in Decision 3339/QD-BHXH, May 16, 2008, Decision 1518/QD-BHXH, December 20, 2011, and Decision 1035/QD-BHXH, October 1, 2015, do not reissue, only amend and supplement information as necessary.

- Handover Social Insurance Books to employees according to the List of Social Insurance Book Delivery and Receipt (Form No. 01).

- Report the status of Social Insurance Book handover to employees:

- District Social Insurance Authority prepares (Form No. 04) and sends to the provincial Social Insurance Authority before the 5th day of the following month;

- Provincial Social Insurance Authority prepares (Form No. 05) and sends to Vietnam Social Security before the 10th day of the following month.

- Transfer all documents to the Department of Administration Procedure Reception and Return at the provincial Social Insurance Authority for archival purposes as per the decision.

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