Social Insurance Registration and Procedures for New Employees

The following are detailed instructions on social insurance registration procedures for new employees, supporting businesses in carrying out procedures simply and quickly.

Social insurance registration dossier for new employees

Pursuant to Clause 1, Article 2 of the Law on Social Insurance 2014, if a labor contract is signed for 01 month or more, the employer will have to pay compulsory insurance for the employee.

Pursuant to Article 23 of Decision 595/QD-BHXH in 2019 and instructions in Decision 222/QD-BHXH, the insurance registration dossier for new employees includes the following documents:

Documents prepared by the employee:

• Declaration of participation, adjustment of information on social insurance, health insurance (Form TK1-TS).
• In case the employee is entitled to higher health insurance benefits, he/she must submit additional supporting documents to be recognized for the higher benefit level.

Documents prepared by the employer:

• Firstly, Declaration of participation unit, adjustment of insurance and health insurance information (Form TK3-TS).
• Secondly, Report on labor usage and list of participants in insurance, health insurance, unemployment insurance (Form D02-LT).
• Fourthly, Information list (Form D01-TS)

The enterprise and the employee only need to prepare 01 set of documents to submit to the social insurance agency. The enterprise is responsible for guiding the employee to declare information and complete the documents and papers.

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Procedures for paying social insurance for new employees

Based on Chapter IV of Decision 595/QD-BHXH and instructions in Decision 222/QD-BHXH, the procedures for paying social insurance for new employees are as follows:

Step 1: Employees and enterprises coordinate with each other to complete the dossier.

Step 2: Enterprises submit dossiers to the insurance agency.

Forms of submitting dossiers:

• By post.
• Also, Submit directly at the One-stop Department of the insurance agency or at the Public Administration Service Center.
• Then, Submit online via the Vietnam Social Insurance Electronic Information Portal or through the I-VAN organization.

Step 3: Enterprises pay insurance, unemployment insurance, and health insurance to the insurance agency.

Step 4: The insurance agency issues insurance books and health insurance cards.

Processing time: Maximum 05 days.

Fee: No fee for insurance registration.

Form of issuance of social insurance book and health insurance card: According to the registration form that the enterprise registers.

Read more: Things to Do After Establishing a Company

Time limit for completing insurance payment procedures for new employees

Pursuant to Clause 1, Article 99 of the Law on Social Insurance 2014, employers are responsible for submitting insurance registration documents for employees within 30 days from the date of signing the labor contract, work contract or recruitment.

Thus, the time limit for completing insurance payment procedures for new employees is 30 days. This time is calculated according to normal days, including holidays, Tet holidays and weekly days off.

In case of not preparing a compulsory insurance participation file for employees within 30 days from the date of signing the labor contract, employment contract or recruiting employees, the employer will be subject to an administrative penalty according to Point a, Clause 4, Article 41 of Decree 12/2022/ND-CP as follows:

• Individual employers: Fine from 2 to 4 million VND/employee subject to the violation, but not exceeding 75 million VND.
• Lastly, Organizational employers: Fine from 4 to 8 million VND/employee subject to the violation, but not exceeding 150 million VND (according to Clause 1, Article 6 of Decree 12/2022/ND-CP).

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In conclusion, the above are instructions for steps to carry out social insurance payment procedures for new employees.

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