Social Insurance Registration Process

Detailed process for social insurance registration for companies in Vietnam:

Prepare Required Documents

• Copy of Company Business Certificate, Must be the latest version and notarized. If in a foreign language, provide a notarized Vietnamese translation.
• ID or Passport Number of Company’s Legal Representative. Vietnamese citizens provide ID documents. Foreigners provide passport documents, including photo page and valid visa page. All documents must be stamped with the company seal.
• Social Insurance Registration Form (Form TK1-TS). Can be downloaded from the official Vietnam Social Insurance Bureau website. Must be completed in Vietnamese with clear handwriting.
• Company Seal Impression. Use red ink on a dedicated seal registration form.
• Employee List and Personal Information (Form D02-TS). Include full name (matching ID), date of birth, gender, ID number, permanent address, temporary address, contact number, salary grade, etc. Employees need to provide 2 photos sized 3x4cm.
• Copies of Labor Contracts. Copies of labor contracts for all employees, stamped with company seal.
• Power of Attorney (if applicable).If delegating to another person, provide a power of attorney signed and sealed by the legal representative.

Complete Social Insurance Registration Form (TK1-TS)

Company Basic Information: Full company name (consistent with business model); Company address; Tax number; Legal representative information; Contact person information; Insurance types: social insurance, health insurance, unemployment insurance; Estimated number of insured employees; Company industry; Salary payment method and cycle; Authorized representative signature and company seal.

Submit Application

• In-person Submission: Visit the Social Insurance Bureau at the company’s registered location. Recommend making an appointment in advance to avoid waiting. Prepare at least two complete sets of documents, one for submission and one for personal records

• Online Submission (if available): Log in to the official Vietnam Social Insurance Bureau website. Create a business account. Upload scanned copies of all necessary documents. Complete online forms as required.

Wait for Review

The Social Insurance Bureau typically takes 5-7 working days for review. Check status via phone or online system. If materials are incorrect or incomplete, the Social Insurance Bureau will notify for supplementary materials.

Obtain Social Insurance Code

After approval, the company will receive an 8-digit social insurance code. This code will be used for all subsequent social insurance-related matters, keep it safe. The Social Insurance Bureau will issue a “Participating Unit Social Insurance Code Certificate”.

Apply for Employee Social Insurance Cards

Complete Form D01-TS (Social Insurance Card Application Form),One form per employee, Requires employee signature confirmation.

Prepare materials for each employee: 2 photos (3x4cm),Copy of ID/passport, Birth certificate (if available),Marital status certificate (if applicable).

Submit all materials to the Social Insurance Bureau, May take 2-4 weeks to process.

Start Paying Social Insurance

Calculate Payable Amount: Social Insurance, Company 17.5%, Employee 8%. Health Insurance Company 3%, Employee 1.5%. Unemployment Insurance, Company 1%, Employee 1% (Note: Percentages may fluctuate, please refer to the latest regulations).

Payment Methods: Bank transfer (recommended), Direct payment at the Social Insurance Bureau.

Payment Time: Complete payment by the 10th of the following month at the latest. Recommend setting up automatic bank transfers to avoid late payments.

Regularly Update Information

• New Employee Joining: Complete Form within 30 days of fulfilling the labor contract. Provide all necessary documents for new employees.
• Employee Resignation: Complete Form D01-TS, noting the resignation date. Submit within 10 days of employee resignation.
• Employee Information Changes: Use Form D01-TS to update changed information. Such as address changes, marital status changes, etc.
• Annual Declaration: Use Form TK1-TS for annual social insurance declaration. Include summary of previous year’s contribution situation. Summarize employee changes. Complete declaration by January 31st of the following year.
• Record Keeping: Establish a comprehensive social insurance file management system. Keep all declaration forms, payment records, copies of employee social insurance cards, etc. Recommended retention period of at least 10 years.

Practical Suggestions: Consider using professional HR management software to simplify the social insurance management process as much as possible. Conduct regular internal audits to ensure social insurance payments are correct. Provide social insurance training for employees to help them understand their rights. Closely monitor policy changes and adjust base figures and percentages promptly. For complex situations (such as inter-provincial transfers, work injury determinations, etc.), consult professionals. For foreign employees, pay special attention to their work permits and residency status in Vietnam. If the company has special circumstances (such as seasonal employment), apply for special policies from the Social Insurance Bureau.

Compliance with social insurance regulations is not only a legal requirement but also an important factor in attracting and retaining talent. Correct and timely handling of social insurance can avoid penalties, enhance company image, and increase employee loyalty.