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VIETNAM SOCIAL
SECURITY
HO CHI MINH CITY’S SOCIAL INSURANCE DEPARTMENT
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THE SOCIALIST
REPUBLIC OF VIETNAM
Independence – Freedom - Happiness
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No.2300/BHXH-THU
Re. instructions on the consolidation of
social insurance books for employees who hold multiple social insurance books
(hereinafter referred to as multi-book holder)
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Ho Chi Minh city,
July 04, 2013
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To: Social
Insurance Office of district
Currently, the issuance of multiple social
insurance books to an insured employee occurs very commonly in Ho Chi Minh
city, which results to many difficulties in managing insured employees, closing
social insurance books as well as paying social insurance benefits to the
insured. Pursuant to the Decision No.1111/QĐ-BHXH dated October 25, 2011 of
Vietnam Social Security on enforcing Regulations over the management of
receipts of social and health insurance budget, social insurance books as well
as heath insurance cards, Ho Chi Minh City’s Social Insurance Department
provides instructions for examining and double-checking the database to perform
the consolidation of social insurance books for multi-book holders as follows:
I. DOUBLE-CHECKING DATABASES
PRIOR TO THE ISSUANCE AND CLOSING OF SOCIAL INSURANCE BOOKS AND HANDLING OF
CLAIMS OVER SOCIAL INSURANCE BENEFITS IN A LUMP SUM.
1. Double-checking prior to the issuance of new
social insurance books:
- On receipt of a documentation that an employing
company/organization (hereinafter referred to as the employer) submits to apply
for the issuance of social insurance books, the collecting officer must check
the insured employee's ID number with the database on the SMS system in order
to determine whether they have already granted a social insurance book. If the
insured employee has not held a social insurance book, the issuance of a new
social insurance is required
+ If an insured employee has been granted a social
insurance book, the registered number recorded on such an insurance book shall
be accepted to manage the receipts of social, unemployment and health insurance
budgets.
+ If the insured employee has been granted multiple
social insurance books, the registered number recorded on the latest social
insurance book issued by the City’s Social Insurance Department shall be
temporarily accepted to manage the receipts of social, unemployment and health
insurance budgets. Simultaneously, a written notification shall be sent to the
employer to ask their insured employees to submit all of insurance books that
they hold to perform the consolidation of these social insurance books
according to legal regulations (following the attached form).
- Where the requesting employer registers the
social insurance for new insured employees who have already kept their
insurance books, the collecting officer must also check their ID numbers with
the database on the SMS system to determine whether they hold multiple
insurance books as well as notify the requesting employer to ask these insured
employees to hand in their insurance books to proceed to merge such insurance
books under legal regulations. Simultaneously, the collecting officer must also
look up into the storage of annulled insurance books to check whether that
insurance book number has been annulled. If the annulled insurance number of
those who are granted multiple insurance book has been found, a new insurance
book or an insurance book that temporarily adopt the registered number on the
latest insurance book issued by the City’s Social Insurance Department shall be
reissued in compliance with the above-mentioned regulations.
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On receipt of the request for the closing of social
insurance books, the insurance book/card issuer must compare the insured
labor’s ID number with the database on the SMS system to determine whether they
are granted multiple social insurance books. Where they have been granted
multiple insurance books, the issuer must continue to check whether multi-book
holders have received the lump-sum benefits or whether their insurance books
have been annulled. Then, a written notification shall be sent to the
requesting employer to ask their insured employees to hand in their valid
insurance books to file them in the documentation to proceed to merge such
social insurance books.
3. 3. Double-checking prior to the payment of
the retirement pensions and lump-sum insurance benefits:
The double-checking must be carried out as guided
in the document No.1435/BHXH-CĐBHXH dated May 16, 2013 of the City’s Social
Insurance Department.
4. Double-checking process shall be done as
follows:
4.1. Steps in accessing the SMS system to verify
the ID number: Click menu “Verification” => “Participation process” (F10)
>> click “Summary” >> enter ID number in the box CMT >> click
the button (...) to check whether the insured is granted multiple insurance
books.
4.2. Check all of social insurance books that have
been issued in the database of lump-sum insurance benefits and annulled books
at the address: http://tracuu.vssic.gov.vn to determine which social insurance
books are valid and then request the consolidation.
II. PRINCIPLES OF THE
CONSOLIDATION OF SOCIAL INSURANCE BOOKS:
1. Insured employees must return their duplicated
insurance books to their current employers or any latest employer who closes
their insurance books to produce a documentation which will be then submitted
to the social insurance offices for the consolidation of these insurance books.
If the latest employer is dissolved, insured employees can submit their
insurance documentations to the social insurance office where the latest
employer registered their social insurance for the consolidation of the social
insurance books.
2. Merge all data regarding the contributions to
unpaid social and unemployment insurance benefits into a master record
(hereinafter referred to as master book) which is considered the very first
insurance book (irrespective of paid or unpaid social insurance benefit in a
lump sum), and the registered number of social insurance books after being
merged shall be retained to continue their participation into the social
insurance; revoke and annul any other duplicated insurance books (together with
their registered number).
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+ The period of the contributions to social and
unemployment insurance that has been finally closed at other cities and
provinces.
+ The period of the contributions to the earliest
social and unemployment insurance that has been finally closed.
+ Where both social and unemployment insurance
contributions are paid.
+ Where both social and unemployment insurance
contributions are paid by an employer who pays insured employee higher wage.
Where the final recording of insurance books have
been done with the insurance contributions that have been paid at the same
period and at other cities or provinces, insured employees are requested to
contact the social insurance offices at these locations to repeat the final
recording of their insurance books. If insured employees send a request for the
insurance cancellation, the period of the contributions to social and
unemployment insurance shall be retained in order of priority mentioned above.
4. There shall be no reconsideration over any
benefit that has already been received in a lump sum before the effective date
of this document, except for the following cases:
4.1. Where an insured employee has been granted
multiple insurance books but the second (or third) book has stated that the
lump-sum insurance benefit has been received in Ho Chi Minh city, rate of
insurance benefit that is paid to that insured employee must be re-computed
from the receipt of final lump-sum insurance benefit to earlier payment
periods.
4.2. Where social insurance books has been recorded
with the receipt of lump-sum benefits but the unemployment insurance is still
in process, it shall be reserved for later use on condition that such insurance
books have been handled in accordance with regulations. Where the receipt of
lump-sum insurance benefits is in contrast to regulations (the period of
resignation is not equal to 12 months) or unemployment compensation has been
recorded in the latter insurance book, the period of contributions to the
previous unemployment insurance shall not be reserved.
5. Where an insured employee fails to provide
insurance books for the consolidation (due to some reason for not attaining the
books, short-time insurance period or loss, etc.) and that insured employee has
sent a written commitment to annulling these insurance books, the related
contributions to social and unemployment insurance shall be closed (according
to the plan KB and KT).
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7. The cover page of social insurance book shall be
reissued for the current insurer's management in the following cases:
- The step mentioned in Point 5 has completed.
- The master book has been submitted for the
payment of lump-sum insurance benefits.
- Insured employees fail to retrieve their master
books due to dissolution of their employers in case of unclosed insurance
books.
8. Where the consolidated insurance books have
recorded the contributions to social and employment insurance at the same
period but lump-sum social subsidies or unemployment compensations has not been
paid yet, the social insurance offices shall recover that period after social
insurance benefits that were paid previously (if any) have been reclaimed
through the insured’s current employer, in case of being dissolved, directly to
insured employees.
9. Where the consolidated insurance books have
recorded the contributions to social and employment insurance at the same
period but unemployment compensation has been paid, the social insurance
offices shall reimburse the recurring amount of insurance contributions only
after reclaiming all of social insurance benefits that have been paid
previously (if any) through the current workplaces. In case of being dissolved,
directly to insured employees. As regards the unemployment compensation is paid
in contrast to regulations, the social insurance office only reclaims the paid
amount to recover the insurance contribution period of unemployment insurance
when referring to opinions from the Department of Labour, War Invalids and
Social Affairs.
Note: Where an insured employee
holds different insurance books and he/she managed to claim lump-sum insurance
benefit on one or more of them at other provinces, rate of insurance benefit
shall not be re-computed as regulated at point 4.1 above. However, the data of
social and unemployment insurance contributions shall be locked for the period
before the claim over lump-sum insurance benefits and all relevant books shall
not be revoked.
III. SEVERAL NOTES ON THE
CONSOLIDATION OF INSURANCE BOOKS:
1. Receiving division:
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2. Collecting division:
- Collect data and keep an additional entry of
social and unemployment insurance contributions that have been transferred from
other cities and provinces to current workplaces according to the employer’s
code CQ000x and each registered number of equivalent social insurance book.
- Merge all data regarding the payment of premiums
for unclaimed social and unemployment insurance allowance into a master book
and use that registered number to continue to register social insurance;
transfer the insured’s documents to the issuer of revoked insurance book or
card and then annul any repeatedly-issued insurance book (and registered book
number).
- Where different insurance books have the same
contribution period, prior to the consolidation, the receiver is obliged to:
+ Release a request note (form C02-TS) transferred
to the insurance benefit division to check whether social insurance benefits
have been paid to insured employees during the repetitious contribution period.
When detecting the insurance benefits have
been already paid, social insurance benefit division shall make a decision on
revoking the paid sum to transfer to financial plan division to record a
decreasing entry of expenditure in the consecutive financial statement of the
employer, concurrently return the form C02-TS to the collecting division to
clarify the required information to proceed with the consolidation of the
insurance books.
In certain special cases, when the employer
infrequently records additional entry of expenditure or the amount of
expenditures for short-term insurance benefits lower than the revoked amount,
social insurance benefit division shall forward a decision on revoking the
amount of insurance benefits and form C02-TS of feedback information to the
collecting division in order to request the employer to perform this
revocation. After receiving the note of receipts sent by financial plan
division to revoke the insurance benefits, the collecting officer shall proceed
to complete the required documentation for the consolidation of social
insurance books.
+ Release 02 copies of D02-TS form to decrease the
period of duplicated contributions paid for social and unemployment insurance,
concurrently reduce all of insurance contribution records in the annulled
insurance books, increase the unrepeated contribution period equal to the total
period in the retained insurance book (exclusive of late-payment interest), use
the correction tool of the insurance book number to replace the insurance card
number (if any); forward 01 copy of D02-TS form and relevant information
(attached hereto) to the employer to reimburse the insured employee for a
repeatedly-paid amount of premiums.
3. Insurance book/card issuing division:
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- Lock all data regarding the period of
contributions to social and unemployment insurance if insured employees submit
their written commitment to canceling their equivalent period of contributions
to social and unemployment insurance through the plans KB (social insurance
cancellation) and NT (unemployment insurance cancellation) or lock data through
the plans KB (social insurance debt) and NT (unemployment insurance debt) due
to which the employer’s social and unemployment insurance books has not been
closed.
- Reactivate the locked data and certify any
additional record for the following cases:
+ When the employer has paid off all debts and the
collecting division sends a report to the book/card issuing division to unlock
the data as well as record any additional insurance contribution prior to the
final closing.
+ In special cases, due to some unknown reason, if
insured employees require a written confirmation for the cancelled contribution
period as mentioned at point 5, Part II above, they must provide their social
insurance book and submit the request letter; this must be approved by Head of
the collecting division or Director of Social Insurance Office of a district to
proceed to unlock the data for the additional closing of the insurance books.
Note: Only Social Insurance
Office where data of contributions to social and unemployment insurance has
been locked is entitled to unlock data and carry out the additional closing.
3.2. Revoke and reissue social insurance books:
- Revoke and annul insurance books (and insurance
book numbers) that have completed the consolidation by clicking “Canceling
multiple insurance books" on the SMS system.
- Reissue the book binding and print out a separate
page to keep a final account of contributions to social and unemployment
insurance to match with the figure recorded in the master book
4. Social insurance benefit division:
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- Coordinate with financial plan division to revoke
social insurance benefits, applied to the consolidated insurance books that
record the repetitious period of contributions to social and unemployment
insurance forwarded by the collecting division.
IV. PROCESSES OF THE
CONSOLIDATION OF SOCIAL INSURANCE BOOKS APPLIED TO BORROW INSURANCE
DOCUMENTATION:
- After ceasing to work, if the borrower has not
received lump-sum insurance benefit and unemployment compensation, he/she must
apply for the correction of his/her legal records and other particulars to
match with the reality status.
- In certain cases, if the borrower has received
lump-sum insurance benefit and unemployment compensation, no legal record is
needed. In case of the lender, this case shall be handled as follows:
+ If the period of contributions to social and
unemployment insurance corresponds to the period when the borrower has received
the lump-sum insurance benefit, it is considered that the lender has received
the insurance benefit and accepted the period of repeated contributions, in
which all of contributions to social and unemployment insurance shall be
annulled through the plan KB and KT + If the borrower has received the
unemployment compensation, the period of repeated contributions to unemployment
insurance shall be annulled through the plan KT.
+ The period of preceding contributions to social
and unemployment insurance (if any) can be retained. The lump-sum insurance
benefit (or unemployment compensation) shall not be additionally paid like the
real holder of the insurance book.
Example 1: The insurance book of the borrower: the
period of contributions to social and unemployment insurance is recorded from
March 2011 to February 2012 and lump-sum insurance benefit has been received.
The insurance book of the lender: the period of contributions to social and
unemployment insurance is recorded from January 2011 to March 2013 (lump-sum
insurance benefit and unemployment compensation have not been received yet).
This shall be solved as follows:
- Step 1: Any insurance division that
detects the period of repeated contributions to social and unemployment
insurance shall establish a request note to annul this period from March 2011
to February 2012 for the borrower, which will be then transferred to the
book/card issuing division attached with 02 social insurance books (of the
borrower and lender) to proceed to make the cancellation.
- Step 2: Book/card issuing division:
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+ Grant a confirmation letter (according to the
attached form) for the retained period of contributions to social and
unemployment insurance of the lender (from January 2011 to February 2011 and
from March 2012 to March 2013), which will be then sent to social insurance
office where the final closing of insurance books has been completed to proceed
to reissue the social insurance book.
+ Annul the insurance book number of the borrower
on the SMS system by clicking “Canceling multiple books”.
- Step 3: Book/card issuing division of
social insurance office where the final closing of insurance books has been
completed:
+ Reissue social insurance book to insured
employees as well as the period of contributions to social and unemployment
insurance as stated in the confirmation letter.
+ Annul the period of contributions to social and
unemployment insurance for the lender which coincide with the period of
lump-sum insurance benefit paid to the borrower (from March 2011 to February
2012) according to the plan KB and KT.
Like the example mentioned above, if the insurance
book of the borrower has just been recorded with the payment of unemployment
compensation, the solution shall be the same. However, the period of
contributions to unemployment insurance for the lender that coincides with the
period of payment for unemployment compensation for the borrower shall be
annulled according to the plan KT.
V. SCOPE OF APPLICATION:
This document shall be effective from the signature
date. Social insurance office of a district and its relevant divisions are
requested to observe the aforementioned instructions. In the course of
implementing these instructions, difficulties that arise should be reported to
the City’s Social Insurance Department (or its relevant divisions) to seek any
proper solution. Other previous instructions regarding this issue in opposition
to these instructions provided in this document shall be superseded./.
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PP. DIRECTOR
VICE DIRECTOR
Do Quang Khanh
HO CHI MINH CITY’S
SOCIAL INSURANCE DEPARTMENT SOCIAL INSURANCE OFFICE OF
DISTRICT.................
THE SOCIALIST
REPUBLIC OF VIETNAM Independence – Freedom - Happiness
Ho Chi Minh city,
date.................
LETTER
OF REQUEST
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Social Insurance Office…………….hereby informs
employers of insured employees who participate in social and employment
insurance (form D02-TS) in the stage……. month………year………(1) and have been
granted multiple social insurance as defined in the following list:
No.
Full name
Quantity of
Social Insurance Book (valid)
Other Social
insurance Books that have been issued
Quantity of
insurance books temporarily used for the management
Note
1
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This is hereby to request the employer to inform
insured employees and hand in the above-mentioned insurance books to complete
the consolidation of these insurance books according to Delivery Form
No.304/SO.
If insured employees fail to hand in these
insurance books, they must send their clear explanation in writing (form
D01-TS) as well as be committed to taking full responsibility for this,/.
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Social
insurance officer
(Signature and
full name)
DIRECTOR
(Signature,
seal and full name)
Note:
- As for the issuer of insurance book or card,
clearly state “verified list of insurance books (form 01-DS/XNS)” at the blank
(1)
- As for the division in charge of social
insurance benefits, clearly state “a request letter for the claim over lump-sum
insurance benefits (form 14-HSB)” or “the decision and request for the claim
over retirement pensions (form 12-HSB)”
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THE SOCIALIST
REPUBLIC OF VIETNAM Independence – Freedom - Happiness
Ho Chi Minh city,
date.................
INFORMATION
SHEET
To:………………………..
Based on the notification of the contribution
result for social, health and unemployment insurance in month........year……… of
employers, Social Insurance Office............has made a reduction adjustment
by an amount of VND....................., which is the amount reimbursed to
Mr. (Mrs.):…………………………………………………….; Insurance Book
No…………………..
upon carrying out the consolidation of social
insurance books due to the repeated contributions have been paid at different
locations,
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Respectfully,
Social
insurance officer
(Signature and
full name)
DIRECTOR
(Signature,
seal and full name)
HO CHI MINH CITY’S
SOCIAL INSURANCE DEPARTMENT SOCIAL INSURANCE OFFICE .................
THE SOCIALIST
REPUBLIC OF VIETNAM Independence – Freedom - Happiness
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Ho Chi Minh city,
date.................
CONFIRMATION
Social Insurance Office…………………………..hereby confirms
that
Mr. (Mrs.):…………………………………………………….
Date of birth: ……………./……………../………………….
Social Insurance Code:………………………………..
Social Insurance Office……………….. has
revoked social insurance book of Mr. (Mrs.) because he/she has lent others
their social insurance documents and already received his/her lump-sum
insurance benefits.
Mr. (Mrs.) ……………… is eligible to reserve his/her
contributions to social and unemployment insurance contributions but has not
received insurance benefits as follows:
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To month, year
Description
Contribution
references
Rate of
contribution (%)
Social Insurance
Unemployment Insurance
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This is hereby to request Social Insurance
Office…………….. to reissue the social insurance book to the insured employee
according to the instructions stated in the official dispatch No…………/BHXH-THU
dated ……………… of Ho Chi Minh City’s Social Insurance Department./.
DIRECTOR
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