When a business is newly established, declaring and registering initial social insurance (BHXH) for employees is a crucial and mandatory step. However, many companies face difficulties in preparing documentation and navigating legal procedures. The following guide provides a detailed step-by-step process for initial social insurance registration, helping businesses easily comply with the latest legal requirements.
What Is Initial Social Insurance Registration?
Definition of Initial Social Insurance
Initial social insurance registration refers to the first-time procedure a business carries out to register for compulsory social insurance (BHXH) for its employees. This is a crucial step that marks the company’s compliance with labor and social insurance laws. It also lays the foundation for employees to receive entitlements such as retirement pensions, sick leave, maternity leave, occupational accident benefits, and occupational disease support.
This procedure is mandatory for all organizations, enterprises, cooperatives, household businesses, or individuals employing workers under contracts of 01 month or more. Failure to register on time in the early stages of business operations may result in administrative penalties and affect employees’ rights.
Who Must Register for Initial Social Insurance?
All businesses, cooperatives, household businesses, and organizations or individuals hiring employees under labor contracts must declare and register for initial social insurance.
For employees, this includes Vietnamese citizens working under contracts of at least 01 month. In addition, foreigners working in Vietnam with valid work permits are also required to participate in compulsory social insurance.
Current Legal Basis
Initial social insurance registration and contribution obligations are governed by the following legal documents:
- Law on Social Insurance 2014 (with recent amendments and supplements)
- Decision No. 595/QĐ-BHXH: Procedures for social insurance collection
- Decree No. 115/2015/NĐ-CP and Decree 12/2022/NĐ-CP: Regulations on administrative penalties in labor and social insurance
- Decision No. 888/QĐ-BHXH: Standard forms for social insurance declarations
When Must a Business Register for Social Insurance?
As soon as a business signs a labor contract with an employee for a term of 01 month or more, it is required to register for social insurance within 30 days from the effective date of the contract. Failure to do so on time may result in administrative fines as stipulated in Decree 12/2022/NĐ-CP.
Benefits of Timely Initial Social Insurance Registration
- Ensures legal compliance and avoids administrative penalties
- Builds employee trust and peace of mind
- Enhances the company’s credibility and professional image
- Secures long-term employee benefits in case of risks
- Provides the foundation for future periodic procedures, adjustments, or finalization of insurance records
Timely and accurate registration helps protect both the business and its employees, ensuring smooth operations and full access to social protection.
What Documents Are Required for Initial Social Insurance Registration?
To register for initial social insurance in compliance with regulations, businesses must prepare a complete set of mandatory forms issued by the Social Insurance Authority. Below is a list of required forms and accompanying documents
Required Forms for Social Insurance Declaration
- Form TK1-TS – Employee Personal Information Declaration
Used to collect personal details such as full name, gender, date of birth, ID/CCCD number, residence address, and social insurance number (if available).
Must be signed by the employee and certified by the employer.
Employers should guide employees carefully to avoid errors. - Form TK3-TS – Enterprise Registration Form
Declares the business’s basic information: business name, tax ID, headquarters address, business sector, company type, and legal representative details.
Must be signed and stamped by the legal representative. - Form D01-TS – List of Employees Participating in BHXH
Lists all employees registering for social insurance, including:
- Full name
- Position
- Social insurance number
- Salary for contribution
- Start date of participation
- Form D02-TS / D05-TS – Change Notification Forms
Required if there are any future adjustments (e.g., new hires or resignations) after the initial registration.
Legal Documents Required by the Employer
Besides the above forms, the company must also submit the following documents:
- Notarized copy of the Business Registration Certificate
- Valid labor contracts or recruitment decisions for employees
- Power of attorney (if the person submitting the application is not the legal representative)
Key Notes When Preparing Forms
- Ensure all information is clear and matches the data in business and employee documents.
- All forms must be signed and stamped as required.
- Keep copies of all submitted documents for internal records and future reference.
Proper and complete preparation of initial social insurance documents helps businesses avoid delays, legal issues, and ensures employees’ benefits are protected from the start.
Initial Social Insurance Registration Process for Enterprises
Registering for social insurance (BHXH) for the first time is a legal requirement for all newly established businesses that employ workers under contracts of at least one month. Below is a step-by-step guide to help businesses complete the process efficiently and lawfully.
Step-by-Step Initial Social Insurance Registration Process
- Prepare the Complete Dossier
Include all required forms and legal documents as guided by the Social Insurance Authority (e.g., Forms TK1-TS, TK3-TS, D01-TS, business license, labor contracts). - Submit the Application
- Online: Via the Electronic Transactions Portal using certified software (EFY-eBHXH, TS24, VNPT, IVAN…).
- In Person: At the district-level BHXH office where the business is headquartered.
- Follow Up on Application Status
- Monitor application progress online or wait for feedback from the BHXH office.
- If documents are incomplete or incorrect, revise and resubmit promptly.
- Receive Results
- If approved, the enterprise will receive:
• Employer BHXH Code
• Social Insurance Books (sổ BHXH)
• Health Insurance Cards (thẻ BHYT) for employees.
- If approved, the enterprise will receive:
Following this standard process minimizes risk, saves time, and ensures the enterprise meets all legal obligations.
How to Submit BHXH Documents Online
- Step 1: Register for an electronic transaction account with your local BHXH office.
- Step 2: Use certified software (e.g., EFY, TS24, VNPT BHXH) to complete, sign, and submit your declaration.
- Step 3: Monitor updates, correct errors, and respond to requests from BHXH directly through the system.
Benefits of electronic submission:
- Cost savings (printing, travel)
- Faster processing
- Greater accuracy and transparency
Deadline for Initial Social Insurance Registration
According to Article 99 of the Law on Social Insurance, businesses must register for BHXH within 30 days from the effective date of the first labor contract.
Penalties for late registration:
- Administrative fines from VND 5 million to 75 million
- Severity depends on delay duration, number of affected employees, and aggravating or mitigating factors
To avoid unnecessary legal risks, plan BHXH registration immediately when hiring your first employee.
How the BHXH Authority Processes Applications
- Processing Time: Normally within 5 working days, if the dossier is valid.
- If issues arise: The authority will notify the business (via email or the online portal) with instructions for amendment or supplementation.
The process is transparent and regulated, with clear guidance provided to ensure businesses can comply smoothly.
Important Notes When Declaring Initial Social Insurance (BHXH)
Registering for social insurance for the first time is a legal obligation and a vital milestone for every business. To ensure accuracy and avoid legal consequences, here are key points businesses must keep in mind:
Deadline to Avoid Penalties
Businesses must complete BHXH registration within 30 days from the effective date of the labor contract.
If late, they face administrative fines under Decree 12/2022/NĐ-CP, ranging from VND 5 million to 75 million, depending on:
- Length of delay
- Number of affected employees
- Severity of the violation
📌 Note: Late registration not only violates the law but also delays employees’ ability to access healthcare, maternity, or work injury benefits.
Common Mistakes in First-Time Registration
- Incorrect employee BHXH numbers (especially for workers previously employed elsewhere)
- Missing or incomplete info in forms TK1-TS or TK3-TS
- Submitting to the wrong office (e.g., provincial instead of district BHXH)
- Missing legal representative’s signature or company seal
Even minor errors may result in rejection and slow down the entire registration process.
How to Properly Update Employee Information
Any change in employee data (e.g., address, ID number, salary, job title) must be promptly updated to match the BHXH database.
Use Form D07-TS or C13-TS to report changes.
Delays in updating may cause problems when employees claim benefits later.
Distinguish Between Employee BHXH Number and Employer Code
- Employee BHXH Number: Unique personal ID for each worker, usually identical to their Citizen ID number.
- Employer BHXH Code: Issued by the Social Insurance Authority for the company, used in declarations, submissions, and lookups. Do not confuse these two codes when filling out forms or accessing BHXH records.
Use BHXH E-Declaration Platforms
Utilize trusted e-declaration software such as EFY, VNPT, or TS24 for:
- Faster data entry and processing
- Easy status tracking and digital archiving
- Deadline reminders to avoid late submissions
Accurate and timely registration reflects the business’s professionalism and commitment to its workforce. Mistakes or delays can harm employee benefits and expose the business to legal risk.
If unsure, seek help from reputable service providers to ensure your documents are submitted quickly, correctly, and in full compliance with current laws. Starting strong with correct BHXH registration sets the tone for lawful, efficient, and trustworthy business operations.
Read more: NEWLY ESTABLISHED COMPANY SERVICES
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