Social Insurance Registration Procedures for New Enterprises

The procedures for first-time social insurance registration for enterprises and business units are set out in detail in Decision No. 772/QD-BHXH issued on June 15, 2018 by Vietnam Social Security. Based on this decision, enterprises must prepare a dossier and complete the administrative procedure for "Registration and adjustment of compulsory social insurance, health insurance, unemployment insurance, and occupational accident and disease insurance contributions; issuance of social insurance books and health insurance cards" according to the official guidelines.

1. Preparing the Dossier for First-Time Social Insurance Registration

Once an enterprise has completed business registration and officially commenced operations, it must register for social insurance contributions for the first time. The enterprise should prepare a complete set of documents that includes the following:

a) Declaration of Participating Units and Adjustment of Social Insurance and Health Insurance Information (Form TK3-TS)

This is the declaration form used by participating units to report and adjust social insurance and health insurance information, prepared in accordance with Form TK3-TS issued together with Decision No. 772/QD-BHXH. The enterprise must declare detailed information including the unit name, unit number, tax identification number, business registration address, and transaction or contact address.

Form TK3-TS: Declaration of participating units and adjustment of social insurance and health insurance information.

b) List of Employees Participating in Social Insurance, Health Insurance, Unemployment Insurance, and Occupational Accident Insurance(Form D02-TS).

Enterprises must prepare a list of employees participating in social insurance, health insurance, unemployment insurance, and occupational accident and disease insurance using Form D02-TS, issued together with Decision No. 772/QD-BHXH.

Form D02-TS.

c) Information Statement (Form D01-TS)

Enterprises must prepare an information statement using Form D01-TS, listing the relevant details for each enrolled employee.

Form D01-TS.

Notes:

• The forms listed above are issued together with Decision No. 772/QD-BHXH.
• Where a document is not specifically required to be an original, enterprises may submit the original, a copy together with the original for comparison, a certified copy, or a copy issued from the original record book.

2. Procedures for First-Time Social Insurance Registration for Enterprises

Pursuant to Decision No. 772/QD-BHXH on the procedures for first-time social insurance registration, enterprises must complete the following steps:

Step 1: Prepare the Dossier for First-Time Social Insurance Registration

Enterprises should complete the following actions in order:

• Enter the social insurance number in the corresponding forms for employees who have already been issued a social insurance code.
• Instruct employees who have not yet been issued a social insurance code (including those who do not remember their code) to complete the Declaration of Participation and Adjustment of Social Insurance and Health Insurance Information (Form TK1-TS).
• Prepare one complete set of dossiers for "Registration and adjustment of compulsory social insurance, health insurance, unemployment insurance, and occupational accident and disease insurance contributions; issuance of social insurance books and health insurance cards" as described in Section 1.

Step 2: Submit the Completed Dossier

Enterprises, employers, and employees working abroad who contribute directly to the social insurance agency may submit their dossiers using one of the following three methods:

• Electronic transaction;
• Public postal service;
• In person at the social insurance agency.

When submitting a dossier via electronic transaction, the enterprise or unit must prepare the dossier using the declaration software provided by Vietnam Social Security or an I-VAN organization, sign the application electronically, and send it through the Vietnam Social Security Portal or via I-VAN.

Step 3: Receive the Results Processed by the Social Insurance Agency

After submitting the required dossier, the enterprise waits for the social insurance agency to process and return the results. The processing time shall not exceed five working days from the date a complete dossier is received in accordance with regulations.

Enterprises, employers, and employees working abroad who contribute directly to the social insurance agency will receive their social insurance books and health insurance cards issued by the social insurance agency through the delivery method selected at registration: by email, in person at the agency’s results-return department, or by post.

Please note that enterprises and employers must submit the complete dossier as prescribed within 30 days from the date of conclusion of the labor contract or work contract, or the effective date of the recruitment decision issued by the employer.