Quyết định 515/QĐ-BHXH 2020 quản lý cơ sở dữ liệu hộ gia đình của người tham gia bảo hiểm xã hội

DECISION

ISSUANCE OF REGULATIONS ON MANAGING DATABASE ON HOUSEHOLDS AND SOCIAL SECURITY NUMBER OF SOCIAL INSURANCE AND HEALTH INSURANCE PARTICIPANTS

GENERAL DIRECTOR OF THE VIETNAM SOCIAL SECURITY

Pursuant to Law on Information Technology dated June 29, 2006;

Pursuant to Law on Health Insurance dated November 14, 2008; Law on amendments to Law on Health Insurance dated June 13, 2014;

Pursuant to Law on Employment dated November 16, 2013;

Pursuant to Law on Social Insurance dated November 20, 2014;

Pursuant to the Law on Cyberinformation Security dated November 19, 2015;

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Pursuant to Decree No. 01/2016/ND-CP dated January 5, 2016 of Government on functions, tasks, powers and organizational structure of Vietnam Social Security;

Pursuant to Decision No. 714/QD-TTg dated May 22, 2015 of Prime Minister on list of national database to be prioritized for development of electronic government;

Pursuant to Joint Circular No. 05/2015/TTLT-BTP-BCA-BYT dated May 15, 2015 of Ministry of Justice, Ministry of Public Security and Ministry of Health providing guidelines for bridge implementation of administrative procedures regarding birth registration, permanent residence registration and issuance of health insurance cards for children under 6 years of age;

Pursuant to Decision No. 3582/QD-BHXH dated December 26, 2006 of General Director of Vietnam Social Security on issuance of regulations on managing information technology activities in Vietnam Social Security systems;

Pursuant to Decision No. 967/QD-BHXH dated June 20, 2017 of General Director of Viet Nam Social Security on issuance of regulations on guaranteeing information safety in application of information technology of social insurance sector;

Pursuant to Decision No. 595/QD-BHXH dated April 14, 2017 of General Director of Viet Nam Social Security on issuance of procedures for collecting social insurance, health insurance, unemployment insurance, occupational accident - occupational disease insurance; managing social insurance books and health insurance cards; Pursuant to Decision No. 505/QD-BHXH dated March 27, 2020 of General Director of Viet Nam Social Security on amendments to procedures for collecting social insurance, health insurance, unemployment insurance, occupational accident - occupational disease insurance; managing social insurance books and health insurance cards attached to Decision No. 595/QD-BHXH;

Pursuant to Decision No. 2366/QD-BHXH dated November 28, 2018 of General Director of Viet Nam Social Security on issuance of regulations on managing, extracting and using information from joint database of social insurance sector;

Pursuant to Official Dispatch No. 2823/BTP-CNTT dated July 29, 2019 of Ministry of Justice on connection and bridge of civil status data.

At the request of Head of Book – Card Issuance Department and Director of Information and Technology Center.

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Article 1. Attached to this Decision are regulations on managing database on households and social insurance number of social insurance and health insurance participants

Article 2. Implementation

1. This Decision comes into effect from May 1, 2020.

2. Replaces regulations of Vietnam Social Security in following documents: Decision No. 346/QD-BHXH dated March 28, 2019 on issuance of regulations on managing and issuing social insurance number for social insurance and health insurance participants; Decision No. 1270/QD-BHXH dated September 30, 2019 on amendments to regulations on managing and issuing social insurance number for social insurance and health insurance participants attached to Decision No. 346/QD-BHXH dated March 28, 2019; Decision No. 22/QD-BHXH dated January 8, 2020 on amendments to regulations on managing and issuing social insurance number for social insurance and health insurance participants attached to Decision No. 346/QD-BHXH  dated March 28, 2019; Article 2 Official Dispatch No. 2888/BHXH-BT dated August 3, 2018 on guiding completion of data on household members; expenditure enabling People’s Committees of communes to prepare list and participation of household health insurance.

Article 3. Head of Book – Card Issuance Department, Director of Information Technology Center, Director General of Department of Finance and Accounting, Chiefs of Offices and heads of entities affiliated to Vietnam Social Security; Directors of social insurance of provinces and central-affiliated cities are responsible for implementation of this Decision. /.

PP. GENERAL DIRECTOR
VICE GENERAL DIRECTOR




Tran Dinh Lieu

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MANAGING DATABASE ON HOUSEHOLDS AND SOCIAL INSURANCE NUMBERS OF SOCIAL INSURANCE AND HEALTH INSURANCE PARTICIPANTS
(Attached to Decision No. 515/QD-BHXH dated March 27, 2020 of General Director of Viet Nam Social Security)

Article 1. Regulated entities

1. Social insurance and health insurance participants and managing entities thereof.

2. Public officials, employees and workers in social insurance sector shall be assigned by social insurance agencies to manage, review, look up and update database on households.

Article 2. Management purposes

1. Information on participants shall be fully, accurately and promptly updated and revised in household database and collected from individuals who are participating, have and have not participated in social insurance and health insurance.

2. Each participant shall be issued with only one social insurance number.

Article 3. Term interpretation

1. Abbreviations

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2. Term interpretation

In this document, terms below are construed as follows:

2.1. “Social insurance number” refers to identification number issued by social insurance agencies for each participant and managed on a nationwide scale.

2.2. “Household number” refers to identification number issued by social insurance agencies for each household and managed on a nationwide scale.

2.3. “Identifier” refers to a combination of identifying information including: Full name, date of birth, gender, birth certificate registration location (province, district and commune).

2.4. “Participant” refers to a member of a household that has declared and has been issued with social insurance number in household database.

2.5. “Household” refers to a unit consisting of one or more individuals included in: family registry/temporary residence registry, permanent residence card/temporary residence card of foreigners, etc. subject to information privacy. Does not include individuals living in boarding houses, dorms, etc. or similar places.

2.6. “Household database” refers to a combination of relevant information of household members, including: individuals who are participating, have and have not participated in social insurance and health insurance.

2.7. “Householder” refers to a member in a household who represents the household.

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2.9 “Collecting official” refers to a public employee or worker collecting social insurance and health insurance in a social insurance agency.

2.10 “Book – card official” refers to a public employee or worker whose operations involve social insurance book and health insurance card in a social insurance agency.

2.11 “Planning – financial official” refers to a public employee or worker operating in planning - financial affairs in a social insurance agency.

2.12. “Participant managing entities” collectively refer to agency, enterprise, organization or individual that is employer of workers participating in social insurance and health insurance; organizations contracted by social insurance agencies to act as collecting agents of social insurance and health insurance; social insurance agencies preparing list of health insurance cards funded by social insurance organizations; People’s Committees of communes, education and training, vocational training facilities, competent agencies capable of identifying and preparing list of health insurance cards to be issued for individuals totally or partially assisted financially by state budget according to Law on Social Insurance and Law on Health Insurance.

2.13. “Household software” refers to the system for issuing social insurance number and managing households participating in health insurance in social insurance sector.

Article 4. Procedures for including children under 6 years of age in household database

1. People’s Committee of communes

1.1. In case birth registration data of children under 6 years of age is not connected and bridged on information system for civil status registration and management of Ministry of Justice:

a) In case of any additional administrative procedures regarding birth certificate registration, permanent residence registration and issuance of health insurance cards: Produce applications for issuance of health insurance cards for children under 6 years of age according to Joint Circular No. 05/2015/TTLT-BTP-BCA-BYT dated May 15, 2015 consisting of: Declaration on participation and revision of social insurance, health insurance and list of health insurance card applied for issuance (Form TK1-TS and Form No. D03-TS attached to Decision No. 505/QD-BHXH dated March 27, 2020) and submit to social insurance agencies.

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1.2. In case birth registration data of children under 6 years of age is connected and bridged on information system for civil status registration and management of Ministry of Justice:

a) On a daily basis, submit birth registration data of children under 6 years of age to social insurance agencies without preparing applications specified in Subheading a Point 1.1 Clause 1 of this Article.

b) Receive documents transferred to by social insurance agencies; health insurance cards to give children; Annex on household members (Form TK1-TS) to verify households and send back to social insurance agencies.

2. Social insurance of provinces/districts

2.2. Book – card officials

a) Process document:

- In case birth registration data of children under 6 years of age is not connected and bridged on information system for civil status registration and management of Ministry of Justice:

Receive documents from receipt department (including electronic documents): Look up and search for social insurance number of children according to information specified on form TK1-TS for household database following principles specified in Clause 1 Article 7 of these Regulations.

+ In case search: verifies information of the children is included in household database, inform and unify social insurance number of children with participant managing entities, parents/guardian; detects inadequate and/or inaccurate children information, revise information of children issued with social insurance number in household database, return the children to correct households (in case of incorrect households) and request control teams to approve the revision (attach documents according to Clause 2 Article 7 of this Regulation).

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- In case birth registration data of children under 6 years of age is connected and bridged on information system for civil status registration and management of Ministry of Justice:

After receiving data from Ministry of Justice, household software shall automatically: search for children social insurance number following principles specified in Clause 1 Article 7 of this Regulation:

+ In case children information is identified to be not included in household database: Automatically collect information, issue social insurance number and prepare Form D03-TS to transfer to document receipt department.

+ In case children information is identified to be included in household database and issued with health insurance cards: Automatically respond with status of issued with health insurance cards and provide social insurance number issued by social insurance agencies.

b) Transfer documents granted with social insurance number (specify social insurance number of children in schedules) to collecting officials for adoption of additional operations for issuance of health insurance cards as per the law.

c) Complete documents:

- Before the 3^rd of each month:

+ Print annex on household members (of Form TK1-TS) containing information of each child issued with social insurance number in the previous month and submit to People’s Committees of communes to verify and include children under 6 years of age in correct households.

+ Sign transfer record (Form 02-TS) printed from management software with People’s Committees, scan and store on management software.

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+ Receive annex on household members transferred to by People’s Committees of communes and fully, accurately update information of children under 6 years of age in correct household.

+ Transfer Form 02-TS and annex on household members to document receipt departments to store as per the law.

2.2. Control teams

a) Receive approval request from book - card officials: Control compliance with implementation procedures, attachments and information of participants and household members updated in household software:

- In case information on participants and household members are adequate and accurate according to attachments: Approve.

- In case of inadequate implementation of looking up information of participations, inconsistent update and revision of information of participants and household members with attachments: Request compliance with Point 2.1 Clause 2 of this Article.

b) Approval shall be performed within 3 working hours.

3. People’s Committees of communes and social insurance agencies shall perform document transfer, collection and return via public postal service.

Article 5. Procedures for excluding participants in household database

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1.1. Before the 3^rd of each month:

a) Take charge and cooperate with People’s Committees of communes to declare household members who were subject to death declaration in the previous month in Form 01-TS. In case connected and bridged with information system for civil status registration and management of Ministry of Justice on death declaration: print list of addition and exclusion of household members (Form 02-TS) containing information of individuals subject to death declaration in the previous month and transfer to People’s Committees of communes for verification.

b) Sign Form 02-TS printed from management software with People’s Committees, scan and store on management software.

1.2. Before the 4^th of each month:

a) Receive Form 01-TS transferred to by People’s Committees of communes and fully, accurately update information of household members subject to death declaration in correct households.

b) Transfer Form 01-TS and Form 02-TS to document receipt departments to store as per the law.

2. People’s Committees of communes: Cooperate with social insurance agencies in declaring the deceased in Form 01-TS and Form 02-TS and submit to social insurance agencies.

3. People’s Committees of communes and social insurance agencies shall perform document transfer, collection and return via public postal service.

Article 6. Procedures for completing social insurance number of participants

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1.1. Search and instruct participants to search for their social insurance number issued by social insurance agencies.

1.2. In case social insurance number of participants cannot be found (including foreigners participating in social insurance and health insurance in Vietnam): Instruct participants to declare using Form TK1-TS; Cooperate with social insurance agencies to submit photos of documents according to Clause 2 Article 7 of this Regulation to update and complete database on participants.

2. Social insurance of provinces/districts

2.1. Book – card officials

a) Receive documents from receipt department (including electronic documents): Look up and search for social insurance number of participants according to information specified on form TK1-TS for household database following principles specified in Clause 1 Article 7 of these Regulations:

- In case accurately identify information of participants issued with social insurance number in household database: Inform and unify social insurance number with participants and participant managing entities.

- In case detecting individuals with inadequate or inaccurate information: Revise information of individuals issued with social insurance number in household database and/or transfer the participants to the correct households (in case of incorrect households); Request control teams to approve revised information of participants (attach document specified in Clause 2 Article 7 of this Regulation).

- In case foreigners participating in social insurance and health insurance in Vietnam are not declared in household database: Fully and accurately update information on Form TK1-TS in household software; Request control teams to approve social insurance number of foreigners (attach documents specified in Clause 2 Article 7 of this Regulation).

b) Transfer documents granted with social insurance number (specify social insurance number of participants in schedules) to collecting officials for adoption of additional operations as per the law.

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a) Receive approval request from book - card officials: Control compliance with implementation procedures, attachments and information of participants and household members updated in household software:

- In case information on participants and household members are adequate and accurate according to attachments: Approve.

- In case of inadequate implementation of looking up information of participations, inconsistent update and revision of information of participants and household members with attachments: Request compliance with Point 2.1 Clause 2 of this Article.

b) Approval shall be performed within 3 working hours.

Article 7. Principles for looking up information of participants and attached photos of documents to complete social insurance number

1. Principles for looking up information of participants in household database

1.1. Looking up information of householders:

a) Order of priority of range: commune-level; district-level; provincial-level and national-level.

b) Looking up principles: look up full name, date of birth, ID cards/Citizen Identification Cards/Passports of householders or information of household members to search for householders.

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a) Order of priority of range: in the same household; commune-level; district-level; provincial-level and national-level.

b) Order of search:

- Looking up using identifiers on a nationwide scale.

- Looking up according to ID cards/Citizen Identification Cards/Passports on a nationwide scale.

- Looking up using full name, date of birth and gender on a nationwide scale.

- Looking up using full name, date of birth, code of home province/code of province according to permanent residence registry.

- Looking up using full name and date of birth on a nationwide scale.

2. List of attachments for issuance and completion of social insurance number

2.1. Form TK1-TS

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2.3. Other documents.

Article 8. Responsibilities of control teams of all levels

1. Control teams of districts

1.1. Control compliance with implementation procedures, attachments and information of participants and household members updated in household software to ensure adequacy and consistency with request of book - card officials.

1.2. Approve social insurance number of children under 6 years of age and foreigners without information overlap in districts; Approve revision of information of participants in districts.

1.3. Request control teams of provinces to approve with respect to participants living in other districts and/or provinces

1.4. Inspect update on household members and complete social insurance number of provincial social insurance based on Form 02-TS and documents updated in household software.

1.5. Before the 6^th of each month, print reports from management software: Reports on addition, exclusion and adjustment of participant information (Form 04a-TS); Reports on detailed approval of social insurance number (Form 05a-TS); Reports on defects and limitation via looking up and updating information in household database and changes to household members compared to statistical indicators regarding population, number of births and deaths within the districts and submit to heads of districts for rectification and discipline (if any).

1.6. Expenditure on operation of control teams of districts and expenditure on reviewing data according to regulations of social insurance of Vietnam.

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2. Control teams of provinces

2.1. Control compliance with implementation procedures, attachments and information of participants and household members updated in household software to ensure adequacy and consistency with request of book - card officials affiliated to social insurance of provinces or control teams of districts.

2.2. Approve social insurance number of children under 6 years of age and foreigners without information overlap in districts within provinces; Approve revision of information of participants in districts within provinces.

2.3. Request central control teams to approve revision of information of participants living outside of provinces.

2.4. Inspect update on household members and complete social insurance number of provincial/districtual social insurance based on Form 02-TS and documents updated in household software.

2.5. Before the 6th of each month, print reports from management software: Reports on addition, exclusion and adjustment of participant information (Form 04B-TS); Reports on detailed approval of social insurance number (Form 05B-TS); Reports on defects and limitation via looking up and updating information in household database and changes to household members compared to statistical indicators regarding population, number of births and deaths within the provinces and submit to heads of provinces for rectification and discipline (if any).

2.6. Expenditure on operation of control teams of provinces and expenditure on reviewing data according to regulations of social insurance of Vietnam.

2.7. Deal with difficulties during implementation according to instruction of social insurance of Vietnam. With respect to cases beyond entitlement, promptly report and request social insurance for consideration and solution.

3. Central control teams

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3.2. Approve request of control teams of provinces in case of revising information of participants living in other provinces.

3.3. Control inspection of update on household members of provincial social insurance based on Form 02-TS and documents updated in household software.

3.4. In special cases, central control teams shall report to heads of sector for consideration and solutions.

3.5. Before the 6th of each month, print reports from management software: Reports on addition, exclusion and adjustment of participant information (Form 04C-TS); Reports on detailed approval of social insurance number (Form 05C-TS); Reports on defects and limitation via looking up and updating information in household database and changes to household members compared to statistical indicators regarding population, number of births and deaths within the country and submit to heads of sector for rectification and discipline (if any).

3.6. Expenditure on operation of central control teams and expenditure on reviewing data according to regulations of social insurance of Vietnam.

3.7. Accept, propose and deal with difficulties during implementation of social insurance of provinces.

Article 9. Expenditure on enabling People’s Committees of communes to prepare list, include and exclude household members

1. People’s Committees of communes

1.1. Prepare documents for financial aids to enable People’s Committees of communes to prepare list of health insurance participants (Form C66b-HD attached to Circular No. 102/2018/TT-BTC dated November 14, 2018 of Ministry of Finance providing guidelines for accounting social insurance) in case of increased birth rate, decreased death rate and documents, procedures for payment according to Official Dispatch No. 2544/BHHX-TCKT dated July 15, 2019 of social insurance of Vietnam providing guidelines for settlement and accounting expenditure on preparing list and updating changes of household members participating in health insurance and submit to social insurance agencies.

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2. Social insurance agencies of provinces/districts

2.1. Book – card officials

a) Receive documents and procedures for payment transferred to by People’s Committees communes.

b) Conclude amount of money to be issued to People’s Committees of Communes, prepare and sign payment request under section of approval of social insurance agencies of Form C66b-HD and transfer to accounting officials for financial aids as per the law.

2.2. Planning-financial officials

a) Receive payment requests from book-card officials, present the heads to approve and transfer the aids to People’s Committees of communes as per the law.

b) Planning-financial officials of districts shall consolidate and conclude aids for People’s Committees of communes and produce reports on total aids for enabling People’s Committees of communes to prepare list of additional or excluded household members (Form 03a-TS) and report to directors of districts.

c) Provincial planning-financial officials of districts shall consolidate and conclude aids for People’s Committees of communes and produce reports on total aids for enabling People’s Committees of communes to prepare list of additional or excluded household members (Form 03b-TS) and report to directors of provinces.

3. People’s Committees of communes and social insurance agencies shall transfer and receive expenditure on assisting People’s Committees of communes in preparing the list via public postal service.

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4.1. Social insurance agencies shall incur aids requested by People’s Committees of communes in installments.

4.2. Report deadline:

a) With respect to social insurance of districts: Complete Form 03a-TS before 5 p.m of the 4^th of every month.

b) With respect to social insurance of provinces: Complete Form 03b-TS before 9 a.m of the 5^th of every month.

Article 10. Responsibilities of entities affiliated to Vietnam social insurance

1. Book - Card Issuance Department

1.1. Be responsible for implementation of this Regulation.

1.2. Act as consultant, request General Directors to establish a central control team with Head of Book – Card Issuance Department as head of the control team, leaders of Information Technology Center and Deputy Head of Book - Card Issuance Department as vices and officials in Book – Card Issuance Department, Information Technology Center and collecting agent as members. The head shall assign each member and be responsible for operation of the control team.

1.3. Request computers for members of control teams to satisfy task demands, ensure compliance with regulations on standards and requirements in machinery and equipment use of agencies, officials and public employees in social insurance sector.

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1.5. Acknowledge and cooperate with affiliated entities in dealing with difficulties that arise during implementation.

1.6. Propose operational cost of control teams; commend and take actions against organizations and individuals according to Article 11 of this Regulation.

1.7. Before 5 p.m of the 5^th of each month, officials in Book – Card Issuance Department shall consolidate, print reports concluding total aids for enabling People’s Committees to prepare list of additional and excluded household members (Form 03c-TS) of the previous month and submit to the head of the control team for report to head of the sector.

2. Information Technology Center

2.1. Be responsible for managing data in household database, synchronizing and connecting data with professional software of social insurance sector; Ensuring information privacy as per the law.

2.2. Develop, complete, manage, operate household software and decentralize use rights for social insurance officials of all levels satisfactory to this Regulation.

2.3. Develop functions and decentralize rights for looking up social insurance number of participants and household members to ensure information privacy as per the law; Reporting, consolidating, analyzing and inspecting inunctions at request of Book – Card Issuance Department shall satisfy management requirements and this Regulation.

3. Collecting agent: Cooperate with entities in guiding, organizing examination and supervision of implementation of this Regulation.

4. Department of Finance and Accounting: Develop, fund and provide guidelines for expenditure, procedures and documents on payment and settlement.

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6. Social insurance of provinces/districts

6.1. Report to People’s Committees of provinces/districts in directing implementation of connecting civil status data according to guidelines of Ministry of Justice and this Regulation to reform administrative procedures, promptly issue health insurance cards for children under 6 years of age and cooperate in completing social insurance number and promptly updating additional and excluded household members on a monthly basis.

6.2. Social insurance of provinces shall establish provincial control teams with heads of social insurance of provinces in charge of issuing books and cards as the heads, heads of book-card issuance and information technology divisions as vices and officials of book-card issuance, information technology and collecting agent as members. Social insurance of districts shall establish districtual control teams with heads of social insurance of districts as the heads and book-card, collecting officials as members.

6.3. Request computers for members of the control team to satisfy task demands, ensure compliance with regulations on standards and requirements in machinery and equipment use of agencies, officials and public employees in social insurance sector.

6.4. Provide training on this Regulation for all officials of social insurance of provinces/districts and relevant entities and organizations.

6.5. Assign specialized official to monitor and be in charge of communes to cooperate in declaring and updating information using Form TK1-TS and Form 02-TS promptly and adequately.

6.6. Directors of provincial social insurance shall be responsible for adequacy and consistency of information updated in household database with attachments within the provinces and this Regulation. Depending on practical situations, sign all-inclusive contracts with public postal service providers to implement certain stages of the Regulation (if any) and be responsible for inspecting quality and progress.

Article 11. Commendation and sanctions

1. Prohibited acts:

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1.2. Use applications or other means to access household database without consensus of Vietnam social insurance.

1.3. Issue accounts to log into management software and household database for organizations and individuals other than those eligible of issuance of account as per the law.

1.4. Deliberately copy, provide and enclose information of household database.

1.5. Other conducts lead to damage, deviation or instability of management software or household database.

2. Commendation and sanctions

2.1. Commend: Organizations and individuals with achievements and innovations in management and issuance of social insurance number for social insurance and health insurance participants and update of adjustment to members in household database shall be considered for commendation according to regulations of social insurance sector.

2.5. Sanctions:

a) Entities and individuals in social insurance sector that fail to adequately comply with this Regulation shall be responsible for consequences and disciplined according to regulations of the sector and applicable laws.

b) Organizations and individuals signing contracts with social insurance agencies for service provision that fail to adequately comply with this Regulation shall be responsible for consequences and be sanctioned according to applicable regulations and law.

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1. This Regulation comes into effect from the day on which it is signed.

2. Schedules that are not excerpted in this document shall be interpreted as attachments.

3. Regulations previously issued by Vietnam social insurance on declaration of information of social insurance and health insurance participants who do not have social insurance number or completing information to issue social insurance number are revised and compliant with procedures and schedules under this Regulation.

4. Regulations previously issued by Vietnam Social Insurance on procedures for receiving documents related to Article 4 and Article 6 of this Regulation are amended and compliant with this Regulation.

5. In case regulations referred to this Regulation are amended by new documents, the new regulations shall prevail./.