As more and more Chinese companies choose to do business in Vietnam, understanding and correctly using the Vietnamese labor contract filing system has become a key part of ensuring compliance operations. This guide aims to demystify Vietnam’s labor contract filing system and safeguard your Vietnam business.

This article provides you with valuable operational guidance and practical tips. From system registration to contract operations, from process review to solving common problems, we will comprehensively analyze the use of Vietnam’s labor contract filing system to help you easily solve various challenges you may encounter.

Next, let’s deeply explore the essence of Vietnam’s labor laws, master the know-how of system operation, and pave the way for your company’s inflatable development in Vietnam. Are you ready? Let’s start a wonderful learning journey!

Overview of labor contract filing in Vietnam

In the Vietnamese business environment, the labor contract filing system is a legal requirement that enterprises must strictly comply with. This system not only reflects the Vietnamese government’s standardized management of labor relations, but is also an important mechanism for protecting the rights and interests of both employers and employees. Discuss the legal basis, importance and overview of related systems in Vietnam’s labor contract filing, providing solid theoretical support for the compliance operations of Vietnamese enterprises.

1. Legal basis

The core legal basis for Vietnam’s labor contract filing system is the Vietnam Labor Law. On November 20, 2019, the Vietnamese Congress passed a new version of the Labor Law, which will officially take effect on January 1, 2021. Article 17 of the law clearly stipulates the employer’s obligation to report employment conditions to the labor management department, of which the filing of labor contracts is one of the key contents.

In order to better implement the requirements of the Labor Law, the Vietnamese government has also formulated a series of supporting regulations to further refine the specific requirements and operating procedures for labor contract filing:

• Agreement No. 145/2020/ND-CP (Order No. 145/2020/ND-CP): This regulation specifies in detail the content, form and filing procedures of labor contracts. The specific requirements for different types of labor contracts are clarified, such as fixed-term contracts, non-fixed-term contracts, and short-term work contracts. The agreement also stipulates that employers must complete the filing within 30 days after receiving the labor contract.
• Notice No. 28/2020/TT-BLDTBXH (Notice No. 28/2020/TT-BLDTBXH): This notice clarifies the specific responsibilities of the Department of Labor, Invalids and Social Affairs Relations in labor management. It lists in detail the authority of labor management departments at all levels in various departments in the labor contract filing process, including receiving filing applications, reviewing documents, and issuing filing certificates.
• Notice No. 10/2020/TT-BLDTBXH (Notice No. 10/2020/TT-BLDTBXH): This notice specifies the operating procedures and required documents for labor contract filing. It details the materials that companies need to provide when filing labor contracts, such as business licenses, identity certificates of contract manufacturer representatives, labor samples, etc.

2. Importance

The importance of the labor contract filing system is reflected in many aspects. It is not only a basic requirement for corporate compliance operations, but also an important guarantee for building harmonious labor relations:

• Legal Compliance: Completing the filing of labor contracts is a basic requirement for enterprises to comply with Vietnamese labor laws. According to relevant Vietnamese regulations, companies that fail to complete the filing on time may face severe administrative penalties, including fines and business restrictions. For example, according to Agreement No. 12/2022/NDCP, failure to timely file labor contracts may result in companies being fined VND 5 million to 20 million. ( It is recommended to check the latest version of regulations , as fine regulations may be adjusted )
• Protection of rights and interests: Through the filing process, the labor contract between the enterprise and its employees has been recognized and recorded by the government. This provides legal protection for both parties. In the event of a labor dispute, the registered labor contract can serve as an important legal basis. Regarding issues such as work-related injury compensation and overtime wage calculation, the registered labor contract can clarify the rights and obligations of both parties.
• Social security: The labor contract registration system is connected to the Vietnamese social insurance system. Through filing, the government can better supervise whether companies have applied for appropriate social insurance, medical insurance and temporary insurance for their employees. This not only protects the welfare of employees, but also helps companies avoid legal risks arising from social security issues.
• Enterprise: Completing the labor contract on time can enhance the enterprise’s reputation in the local area. A good compliance record will help companies gain more opportunities when applying for government credibility projects, participating in bidding and bidding filings and other activities. In addition, it can also enhance the company’s credibility with the local area. Attractiveness to potential investors and business partners.
• Labor market management: From a macro perspective, the labor contract registration system provides the government with important labor market data. These data can help the government formulate more precise labor policies and optimize the allocation of human resources, thus promoting the economic development of the entire society.

3. Introduction to the filing system

In order to simplify the labor contract filing process and improve work efficiency, the Ministry of Labor, Invalids and Social Affairs of Vietnam (MOLISA) launched an online labor contract filing system.

The online system has the following features and functions:

• Comprehensiveness: The system theme covers the entire process from enterprise registration, contract information entry to review feedback. Enterprises can complete all operations related to labor contract filing on one platform, including the first filing of new employee contracts, the filing of changes or terminations of existing contracts, etc.
• Convenience: Enterprises can submit and query record information online 24 hours a day, which greatly improves efficiency. The system supports batch upload function, allowing enterprises to submit multiple labor contracts at the same time, which is especially suitable for large enterprises or companies with frequent personnel movements.
• It standardizes: The system uses uniform forms and formats, reducing the possibility of filling in information incorrectly. A standardized labor contract template is provided, and companies can directly fill in or upload contract documents that meet the requirements online.
• Interconnection: The system realizes data sharing with systems of other government departments, such as industrial and commercial registration systems, social insurance systems, etc. This interconnectivity reduces the administrative burden on enterprises and avoids the trouble of redistributing the same information.
• Multi-language support: In addition to Vietnamese as a foreign language, the system also provides an English interface to facilitate the use of foreign-funded enterprises. This greatly reduces the language barrier, making it easy for managers who are not native Vietnamese speakers to operate the system.
• Real-time updates: The system is regularly updated to adapt to the latest changes in laws and regulations. Enterprises can obtain the latest policy information and operational guidelines through the system to ensure that they always comply with the latest legal requirements.
• Security: The system uses advanced encryption technology to protect the sensitive information of enterprises and employees. Each enterprise has a unique login account to ensure the confidentiality and security of information.
• Reminder function: The system sets an automatic reminder function, which will send a notification to the enterprise when the labor contract is about to expire or needs to be updated, helping the enterprise to complete the contract renewal or termination operation in a timely manner.

By using this online system, companies can complete labor contract registration more accurately, thereby ensuring that their employment practices in Vietnam comply with local legal requirements. The use of the system not only saves time and labor costs for enterprises, but also improves the work efficiency of government departments. It is an important part of Vietnam’s promotion of “digital government” construction.

After understanding these basic conditions, business managers and human resources professionals should have a comprehensive understanding of Vietnam’s labor contract filing system. In the following chapters, we will introduce in detail how to operate this filing system, including registering an account, filling out forms, uploading documents and other steps to help you easily complete the labor contract filing process and ensure the company’s compliance operations in Vietnam.

Introduction to the government labor contract filing system

When doing business in Vietnam, understanding and using the government’s labor contract filing system is a key part of corporate compliance. This system is not only a bridge for communication between enterprises and the government, but also an important tool to ensure that labor relations are legal and effective. This section will delve into the technical requirements of the system, the necessary preparations, and the detailed registration and login process to help you easily navigate this complex and sophisticated online platform.

1. System requirements

The Vietnamese government’s labor contract filing system is a web-based application designed to simplify the compliance process of enterprises while providing an effective supervision tool for labor management departments. To use this system successfully, you first need to ensure that your device meets certain technical requirements.

As far as operating systems are concerned, the system supports Windows 10 or higher , as well as mainstream Linux distributions such as Ubuntu 18.04 LTS or newer. This broad compatibility ensures that most businesses will need to upgrade their existing computer equipment to use the system.

Browser choice is equally important. The system is compatible with Google Chrome 70+, Mozilla Firefox 60+, Microsoft Edge 79+ (Chromium version) and Safari 12+ (MacOS only). Note that due to security concerns, the system does not support any version of Internet Explorer, so businesses using older browsers may need to update.

Network connectivity is another critical factor for the proper functioning of your system. It is recommended to use a stable broadband connection with a minimum download speed of 5Mbps and an upload speed of 2Mbps. If your office is located in an area with a weak network foundation, you can consider using a 4G or 5G mobile network as a start-up to ensure the stable operation of the system.

For the best visual experience, it is recommended to use a monitor with a resolution of at least 1366 x 768 pixels, but a high-precision monitor of 1920 x 1080 pixels will provide a better operating experience, especially when processing large amounts of data.

In addition to the basic hardware and network requirements, some auxiliary software needs to be installed. The latest version of Adobe Acrobat Reader DC is required for viewing and printing system-generated PDF format files. At the same time, it is also crucial to install and promptly update effective anti-virus software, which not only protects your device security but also ensures that sensitive employment contract information is not leaked.

2. Preparation

Before starting to use the labor contract filing system, adequate preparation can make the entire process more enjoyable. First, you need to prepare a series of important documents. This includes the company’s business license with the official seal, documents proving the identity of the legal representative (can be a passport or Vietnamese ID card), a power of attorney (if the system operator is not the legal representative), a sample of the company’s seal, and a certificate that complies with the Vietnamese labor law. Standard format employment contract template.

In addition to document preparation, information gathering is also a tire step. You need to accurately record your business’s tax identification number (MST – Mã số thuế) and social security registration number (Mã số BHXH). These numbers are the company’s unique identification in Vietnam. In addition, the company’s contact number and email address, as well as the detailed personal information of the legal representative (including name, ID number and contact information) also need to be prepared.

In the digital age, security certification is becoming increasingly important. Therefore, you need to obtain a valid digital signature certificate, usually provided in the form of a USB Token. The certificate must be registered and approved by the Ministry of Information and Communications of Vietnam before it can be used for system security certification to ensure that all information submitted through the system is legally authorized.

Staffing is another aspect that needs careful consideration. It is recommended to designate a dedicated person to be responsible for system operation. The ideal candidate is an employee with both a human resources background and basic IT skills. In order to ensure the accuracy and efficiency of operations, training of relevant personnel is very necessary. The training content should include the latest changes in Vietnam’s labor regulations and the detailed usage procedures of the system.

Finally, establishing your site’s internal processes is also key to successfully using the system. This includes establishing an internal review mechanism to ensure that every piece of information uploaded to the system is carefully checked for accuracy. At the same time, it is also essential to formulate a strict information security management system, which can effectively protect employees’ sensitive data and prevent legal risks caused by information leakage.

3. Registration process

After completing the preliminary preparations, the next step is to register a system account. Although this process is complicated, it is not difficult as long as you follow the steps. First, open the browser and visit the official website https://quantri.doanhnghiep.vn. The website uses Vietnamese by default. If you are more accustomed to using English, you can find the language switching option in the upper right corner.

On the homepage, you will see a button to “Register a new user”, which reads “Đăng ký tài khoản mới” in Vietnamese and “Register a new account” in English. Click this button and the system will guide you to the registration process.

The first step in registration is to fill in your business information. Here you need to enter the company tax number (MST), company name (must be exactly the same as the name on the business license), select the company type (such as limited liability company, joint-stock company, etc.), and the registered address of the company. Please ensure that this information is accurate as it will be used for review by government authorities.

The next step is to fill in the information of the French representative. This includes the full name, ID number or passport number, contact number and email address of the French representative. This information is not only used for identity verification, but is also an important channel for government departments to contact enterprises when needed.

Then, you need to create account information suggestions. When setting up a username, use a corporate tax ID number so it’s easy to remember and unique. Setting a password is very important. The system requires at least 12 characters and must contain uppercase and lowercase letters, numbers and special characters. In addition, you also need to set a security question and answer, which will come in handy if you forget your password in the future.

A key step in the registration process is uploading the required documents. This includes a scanned copy of the business license with the official seal (PDF format, no larger than 5MB in size), a scanned copy of the personal identification document, and a sample image of the corporate seal (JPEG format) marked with a legible mark. These documents are an important basis for government departments to authenticate corporate identities.

Please carefully check all filled in information before submitting your registration application. You need to read and agree to the User Agreement and Privacy Policy, enter the verification code (CAPTCHA), and click the “Submit Registration Application” button. The system will display the submitted confirmation page and generate an application number. Please record this number, which can be used to query details for subsequent applications.

After submitting the application, it usually takes 3-5 working days for the government department to review it. After passing the review, the system will send a confirmation email to the email address you filled in when registering. This email contains a link to activate your account and initial login information. Click to activate you, the system will ask you to change the initial password when you log in for the first time. At this point, the registration process is complete.

4. Login process

After successfully registering and activating your account, you will need to log in securely every time you use the system. Although the login process has a button security verification, the operation is not complicated. First, visit the system’s login page https://quantri.doanhnghiep.vn and click the “Đăng nhập” (Vietnamese) or “Login” (English) button in the upper right corner.

On the login interface, enter the username and password you set when registering. Next is the double authentication step, you need to insert the USB Token (that is, the digital certificate prepared previously). The system will automatically read the certificate information. If this is the first time you log in on the device, you may need to install the read certificate plug-in. Just follow the prompts to complete the installation.

In order to further ensure account security, the system also sets up a graphic verification code. Carefully identify and enter the verification code displayed on the page. If you can’t see it clearly, you can click the refresh button to regenerate it. After completing all these steps, click the “Log In” button and your identity and permissions will be verified.

When logging in for the first time, the system will display some safe usage tips. Please read them carefully and check the “Understood” option. These tips contain important safety information and operating instructions that are essential for the correct use of the system.

After successfully logging in, you will enter the system’s home page. Basic information about your business and recent operation records will be displayed here. In order to protect information security, the system sets a default session time, usually 30 minutes. If no operation has been performed for a long time, it is recommended to log out manually after completing the operation to ensure information security.

Password management is another important aspect of system security. The system requires users to change their passwords every 90 days, and the new password cannot be the same as the password used for the previous five times. If you accidentally forget your password, you can use the “Forgot Password” function to reset it by answering a security question or receiving an email verification code.

By strictly following these steps, enterprises can safely and safely complete the efficient registration and login process of the Vietnam Labor Contract Registration System. The point is that with policy changes and technology upgrades, the specific interface and functions of the system may be adjusted. , companies recommend checking the official website’s bulletin board regularly to keep abreast of the latest system updates and operating guides.

After successfully logging into the system, the company can start filing the labor contract. This includes steps such as filling in contract details, uploading relevant documents, and submitting for review. Each step is related to the legality and validity of the contract, so in the next chapter, we will introduce in detail how to fill in and submit the labor contract information in the system to ensure that the company can successfully complete the filing process and safeguard its legitimate rights and interests. , and at the same time fulfill the legal responsibilities of employees.

Detailed explanation of system operation

After successfully logging into the Vietnam labor contract filing system, the interface you see may look a bit complicated, but through the detailed introduction below , you will be able to easily control the various functions of the system and complete the labor contract filing work efficiently. We will start with the report interface navigation and main functional modules, then discuss how to fill in and upload labor contract information, and finally focus on the requirements and techniques for file upload.

1. Interface navigation and main functional modules

When you log into the system, the first thing you see is a home page with a simple design but full functionality. The top of this page is a horizontal navigation bar, which contains the main functional modules of the system. Let’s understand these modules one by one:

Home page (Trang chủ / Home): This is the start page of the system. It provides a dashboard-like overview, showing the basic information of your enterprise, recent operation records, pending tasks, etc. Here you can quickly understand your company’s compliance status and matters that need attention.

Contract Management (Quản lý hợp đồng / Contract Management): This is the core module of the system and is used to manage all operations related to labor contracts. Here, you can create a new contract, view existing contracts, modify contract content, add contracts, etc. This module also provides powerful search and filtering functions to help you quickly find the contract information you need.

Employee Management (Quản lý nhân viên / Employee Management): This module is used to manage employee information of the enterprise. Here you can add new employees, update existing employee information, view employee contract history, and more. The system will automatically associate employee information with the corresponding labor contract for comprehensive management.

Report Center (Trung tâm báo cáo / Report Center): This module provides various statistical reports and analysis tools. You can generate reports such as employee contract status report, upcoming contracts list, contract type assignment, and more. These reports can help you better understand your company’s employment situation and provide data support for human resources decisions.

Document Library (Thư viện tài liệu / Document Library): Here you can find various templates, legal documents and guidance notes related to employment contracts. These documents are regularly updated to ensure you are always working with the latest compliance documents.

Settings (Cài đặt / Settings): This module allows you to customize certain functions of the system, such as setting reminders, adjusting interface display, etc. You can also manage user permissions here, assigning different levels of system access to different employees.

Help Center (Trung tâm trợ giúp / Help Center): If you encounter any problems during use, you can access this module. It provides a detailed user manual, frequently asked questions (FAQ), and online customer service support.

In addition to the top navigation bar, there is usually a vertical shortcut menu on the left side of the page that provides quick access to frequently used functions. The main part of the page displays the corresponding content and operation options according to the function module you selected.

In each module, you will see some common operation buttons, such as “New”, “Edit”, “Delete”, “Export”, etc. The position and style of these buttons are consistent, making the operating logic of the entire system clear and unified, and easy to master.

2. How to fill in and upload labor contract information

Filling in and uploading labor contract information is the core operation of using this system. This process requires care and patience, as every detail may affect the validity of the contract. Let’s take a closer look at this process:

First, in the “Contract Management” module, click the “New Contract” button. The system will open a new page showing a detailed form. The form is divided into several main sections:

• Basic information: This part requires filling in the basic data of the contract, such as contract number, effective date, effective date, replacement date (if it is a fixed-term contract), etc. The system will automatically generate a unique numbered contract, but you can also modify it according to your company’s numbering rules.
• Employee Information: Here you need to select or enter the employee’s details. If the employee already exists in the system, you can quickly find and select it through the search function. For new employees, you need to fill in their name, ID number, date of birth, gender, nationality and other information. Please make sure this information exactly matches the employee’s ID.
• Position information: This part requires filling in the employee’s job position, department, work location, etc. If your company has a pre-set job listing, you can select it directly from the drop-down menu.
• Salary information: Fill in the employee’s basic salary, allowances, bonus structure and other information here. The system automatically calculates the base for social security and personal income tax data based on what you enter, but be sure to check the calculations carefully.
• Working hours: Fill in the employee’s working time schedule, including daily working hours, weekly working days, rest day arrangements, etc. If it is a special working time arrangement (such as a shift system), you can explain it in detail in the remarks column.
• Benefit information: This section is used to fill in other company benefits besides factory benefits, such as additional insurance, paid leave, etc.
• Other terms: Special contract terms can be added here, such as confidentiality agreements, non-compete clauses, etc. The system provides templates for some commonly used terms, which you can use directly or modify as needed.

After filling in all necessary information, the system will automatically perform a basic format and logic check. If there are any errors or omissions, you will be immediately prompted to make corrections.

After confirming that all information is correct, you need to upload a scanned copy of the signed labor contract. Click the “Upload File” button and select your prepared contract document in PDF format. It is recommended to name the file in the format of “employee name contract number” to facilitate future search.

Carefully check all the filled in information and uploaded documents, and click the “Submit” button after confirming that they are correct. The system will conduct a comprehensive check again. If everything is normal, the contract information will be successfully submitted to the system, waiting for further processing or review.

3. File upload requirements and techniques

File uploading is a key link in the labor contract recording process. Correct uploading not only ensures the validity of the contract, but also improves the efficiency of the entire recording process. Here are some important requirements and practical tips:

File format: The system only accepts files in PDF format. If your original file is in Word or other format, you need to convert it to PDF first. Please make sure all text and signatures are legible when converting.

File size: The system has a limit on the size of uploaded files, usually no more than 10MB. If your file exceeds this limit, you can use a PDF compression tool to reduce the file size without issue.

File naming: Adopting unified naming rules can greatly improve management efficiency. Use the format of “Employee Name Contract Type Performance Date”, for example “NguyenVanA Formal Contract_20240101.pdf”. Avoid using special characters and spaces.

Scan quality: Ensure the clarity of scanned contract documents. It is recommended to scan with a resolution of at least 300dpi. For important signature and seal parts, the scanning resolution can be appropriately increased.

Defect Check: Before uploading, please carefully check whether the PDF file contains all pages of the contract, especially the signature page. Missing pages may result in the contract being reinstated or deemed void.

Batch upload: If you need to upload multiple contracts at the same time, the system provides a batch upload function. You can compress multiple PDF files into one ZIP file for upload, but please make sure that the file name of each PDF complies with the specification.

Version control: If the same contract is modified multiple times, please include the version number in the file name, such as “NguyenVanA Formal Contract_20240101_v2.pdf”. The system will retain records of all versions to facilitate future inquiries.

Security: Before uploading, please ensure that the PDF file is not encrypted or password protected. Encrypted files may not be read correctly by the system.

Preview function: After completing the upload, use the preview function provided by the system to check whether the file is uploaded and displayed correctly. This allows any upload errors to be discovered and corrected promptly.

Backup: Although stored files are backed up, it is recommended that you keep a local backup. Not only is this a good data management practice, it can also help when problems arise with your system.

By following these requirements and tips, you can ensure that the uploading of labor contract documents goes smoothly and lays a good foundation for the entire filing process. Remember, always maintain employee rigor and attentiveness when handling sensitive information and contract documents, not only as a legal requirement but also as a matter of respect for employee privacy.

Submission and review process

In the Vietnam labor contract filing system, the submission and review stages are the key to the entire process. This stage not only tests the company’s understanding of regulations, but also reflects the rigor and efficiency of the system. An initial pre-submission self-examination, a clear understanding of the review process, and mastered query operations can greatly improve the success rate of plan filing and reduce unnecessary round-trip modifications. Let’s dive into each part of the process.

1. Self-check list before submission

Before formally submitting labor contract information, it is very necessary to conduct a comprehensive self-examination. Not only does this reduce the chance of a review being bounced, it also ensures that the information submitted is accurate and meets legal requirements. The following is a detailed self-check list that you are advised to review carefully before each submission:

First, check the basic information of the contract. Ensure that the contract number, performance date, effective date and other information are accurate. Pay special attention to the setting of the contract period to ensure compliance with Vietnamese labor laws. For example, the term of a fixed-term contract cannot exceed 36 months. If it exceeds, the system may automatically identify it as an open-term contract.

Second, double-check employee information. Ensure that the employee’s name, ID number, date of birth and other personal information are completely consistent with their ID documents. This information will be used for government agency purposes and any inconsistency may result in a failed audit.

Next review job information and work schedules. Ensure that information such as job title, department, and work location accurately reflects employees’ actual work conditions. If you have special working schedules, such as shifts, please specify them in the notes.

Salary information is another section that requires special attention. Ensure that the basic salary is not lower than the regional minimum wage standard, and the calculation of various allowances and bonuses complies with company policies and legal regulations. At the same time, check whether the payment base calculations for social insurance, medical insurance and unemployment insurance are correct.

Check the contract for special clauses such as trial period, training agreement, confidentiality agreement, etc. Ensure that the content and duration of these terms comply with Vietnamese labor laws. For example, the trial period may not exceed 60 days (this may be extended to 180 days for jobs requiring advanced skills).

Confirm that all required fields are completed. The system usually marks required fields with a red star, but in some cases optional information may be redundant, such as work permit information for foreign employees.

Check whether the uploaded PDF file is clear and complete, especially the signature and official seal parts. Ensure that file names comply with specifications and are easy to identify and manage.

Finally, conduct an overall compliance check. Ensure that the contents of the contract do not violate the terms of Vietnamese labor laws or related regulations. For example, check whether there are any restrictive clauses, whether working hours meet standards, etc.

After completing a thorough self-examination, you can submit your contract information with more confidence. Remember, it is better to spend more time checking carefully before submitting than to have it sent back for revision due to negligence and wasting more time.

2. Review process and time description

After submitting the contract information, the system will automatically enter the review process. Understanding the stages and expected times of the process can help you better manage your business’s workforce planning. The review process usually includes the following stages:

Preliminary review: This is the first check completed automatically by the system. The system will verify whether all required fields are complete, whether the data format is correct, whether the uploaded file can be opened normally, etc. This process is usually completed immediately after submission.

Formal review: In the next step, the system transmits the contract information to the staff of the labor management department for formal review. This stage mainly checks whether the contract information meets basic legal requirements, such as whether the contract period, salary standards, etc. comply with regulations. The formal review is usually completed within 1-2 working days.

Content Moderation: This is the most detailed phase of moderation. Auditors will carefully check the specific terms of the contract to ensure that they do not violate labor laws or other regulations. They may compare employees’ personal information against government databases, check work permits (if applicable), etc. This stage may take 3-5 working days.

Feedback or Modification Approval: Once the review is complete, feedback is sent to the business. If the contract information fully meets the requirements, it will be approved directly. If there are issues, the system details what is needed and asks the business to make adjustments accordingly.

Revise and resubmit: If requested, businesses will need to revise based on feedback and resubmit. Revised information will go through the review process again, but will usually be processed on an expedited basis.

Final Approval: Once all issues have been resolved, the contract will receive final approval and the system will generate a formal proof of filing.

The entire review process usually takes 5-7 working days. However, under special circumstances, such as statutory holidays or when the review workload is particularly heavy, it may be extended. The system will give an integer completion time when submitting, but this time is not absolute and the actual reading time may be different.

3. How to check audit status

During the review process, it is very important to keep abreast of the review status of the contract. Vietnam’s labor contract filing system provides a variety of ways for you to check the review details at any time:

First log in to the system. There is usually a “Recent Submissions” or “Pending Items” area on the main page, which displays the recently submitted contracts and their current status. This is the most direct way to view it.

In the “Contract Management” module, you can find a dedicated “Audit Status” or “Processing Details” query function. Enter the contract number or employee name to view the detailed review status of a specific contract.

The system also provides batch query function. If you have submitted multiple contracts at the same time, you can use this function to view the review status of all contracts at once.

Many systems also have integrated notification capabilities. You can set up to receive email or text message notifications. When the contract status changes (such as being approved or requiring modification), the system will notify you immediately.

The system often provides detailed feedback on contracts that require revision. You can view these comments on the status inquiry page to learn what exactly is needed.

Some advanced systems also provide a visual representation of the review drawings, such as strip drawings or flow charts, allowing you to carefully understand the contract at which stage of the review it is.

If there is no review result for a long time and the estimated completion time displayed by the system has passed, you can use the “Consultation” or “Help” function of the system to ask the management department for specific information.

Please note that frequent inquiries will not speed up the review process. It is recommended to set a reasonable query frequency, such as checking once a day, to prevent you from receiving active notifications from the system.

Understanding how to effectively query the review status can help you better plan subsequent human resources work, such as onboarding arrangements for new employees, timely contract renewal, etc. At the same time, understanding review feedback can also help you continuously improve your company’s contract management process and improve the success rate of future submissions.

Frequently Asked Questions and Solutions

In the process of using the Vietnam labor contract filing system, users may encounter various problems, ranging from simple operational errors to complex technical failures. Understanding and mastering the solutions to these common problems can not only improve work efficiency, but also reduce compliance risks caused by improper use of the system. This section will discuss in detail common errors in system operation, technical problem solving guides, and troubleshooting during the filling process, providing you with a comprehensive problem-solving guide.

Common errors in system operation

When using the labor contract filing system on a daily basis, some errors sometimes occur. Understanding these common mistakes and their solutions can help you complete the filing process more smoothly.

One of the most common mistakes is inconsistent information. For example, the employee’s personal information does not match the identity document, or the salary information in the contract is inconsistent with the actual payment. Such errors usually occur during the data entry phase. The solution is to establish a strict information verification mechanism for the solution. When entering information, be sure to carefully compare it with the original documents, such as ID cards, original labor contracts, etc. At the same time, you can consider implementing a “dual-core” system, where one person enters the information and another person reviews it to reduce the error rate.

Another common problem is that the file is not in the correct format. The system usually only accepts files in specific formats, such as scanned copies of contracts in PDF format. Sometimes, users may upload Word documents or picture files, causing the system to fail to recognize them. The key to solving this problem is to double-check the file format before uploading. If the original file is not in PDF format, it needs to be converted first. It is recommended to use a reliable PDF conversion tool to ensure that the quality of the converted file will not be degraded, especially the signature and seal parts that need to maintain their voice.

Wrong date formats are also a common problem. The date format in Vietnam may be different from other countries, and the system may require a specific date format (such as DD/MM/YYYY). Entering the wrong date format may cause the system to not recognize or calculate the time correctly. The solution is to carefully read the formatting guidelines provided by the system and pay attention when typing. Some advanced systems will provide date pickers, using this tool can effectively avoid formatting errors.

Improper permission settings may also lead to operational errors. For example, some users may not be able to access specific functional modules or submit certain types of contracts. This is usually due to an oversight by the system administrator when setting user permissions. Resolving this issue requires contacting your system administrator to recheck and adjust permission settings. It is recommended that user permissions be reviewed regularly to ensure users have the appropriate level of system access.

Session timeouts are another common operational issue. If the user does not perform operations for a long time, the system will automatically log out, which may result in the loss of unsaved data. For this kind of avoidance, it is recommended to develop a good habit of regular saving, especially when dealing with large amounts of data. Also, it’s important to be aware of your system’s auto-save feature (if it has one), which can help recover data in unexpected situations.

Technical Problem Solving Guide

First is the login issue. If you cannot log in to the system, first check whether the username and password are correct. If you still cannot log in after confirming everything, your account may be locked or there may be a network connection problem. Try resetting your password using the “Forgot Password” feature. If the problem persists, contact your system administrator to check the account status. At the same time, make sure your network connection is stable and try logging in using a different network or device to troubleshoot local network issues.

Slow system loading is another common technical issue. This may be caused by slow network speeds, browser server issues, or high system load. Solutions include: clearing the browser server and cookies, using a mirrored network connection instead of wireless, and trying to access the system during off-peak hours. If the problem persists, you may need to contact IT support to check if it is a system-side problem.

Some users may encounter problems with abnormal page display, such as confusing layout, unclickable buttons, etc. This usually has to do with browser compatibility. Make sure to use the recommended browser and version. If the problem persists, try updating your browser to the latest version, or using a different browser. At the same time, check the browser plug-ins, some plug-ins may interfere with the normal operation of the system.

Failed file uploads are a frustrating technical issue. This may be caused by a file size exceeding the limit, a network outage, or a temporary server failure. Solutions include: compressing files to reduce size, ensuring file names do not contain special characters, using a more stable network connection, and uploading large files in multiple batches. If you have problems, you can try uploading from a different browser or device.

Sometimes, users may encounter data out-of-sync issues, where information updated on one device does not appear on another device. This is usually caused by storage issues or system synchronization delays. The solution is to refresh the page or clear the browser cache. If the problem persists, you may need to contact your system administrator to check the background data synchronization status.

Finally, some unexpected issues may arise after a system update. For example, some features may not work properly, or the interface may change significantly. In this case, first check your system’s update announcement to learn about new features and possible known issues. If you encounter a problem that is not mentioned in the announcement, please report it to your system administrator or technical support team in a timely manner.

Fill out the troubleshooter

When filling in labor contract information, users may encounter some specific difficult questions. Here are some frequently asked questions and their answers:

Payroll calculation issues are often confusing. For example, how to correctly fill in different types of wages (basic salary, performance pay, allowances, etc.). The key to solving this problem is to understand the definition and calculation methods of different wage types under Vietnamese labor law. Refer to the guidance provided by the system or seek the advice of an HR expert. At the same time, ensure that wages are not lower than the benchmark minimum wage and correctly calculate the social insurance payment base.

The setting of the contract period may also give rise to doubts, particularly for special types of contracts, such as short-term work contracts or internship contracts. In this case, it is important to carefully read the documentation provided with the system. If the system does not have special options, you can specify special circumstances in the remarks column. For contracts that may exceed the deadline, the system may automatically identify them as open-ended contracts, which require special attention and may require additional documentation.

Additional complexities may be encountered when it comes to filling out contracts for foreign employees. For example, how to fill in job information correctly, and how to handle situations where licenses are adjusted within a multinational company. This requires an in-depth understanding of Vietnam’s foreign employee employment regulations. Carefully check the employee’s work permit, residence permit and other documents before filling in to ensure that all information is accurate. If you are unclear, please consult legal counsel or relevant government departments.

Filling out certain special terms may also cause confusion, such as non-compete agreements or confidentiality agreements. These Terms are processed to the extent permitted by law. It is recommended to use the standard template provided by the system. If you need to customize the terms, be sure to ensure that it complies with the provisions of Vietnam’s labor law. If in doubt, seek advice from a legal professional.

Questions may also arise about filling in special working hour arrangements (such as flexible working hours, comprehensive calculated working hours, etc.). This requires a clear understanding of Vietnamese labor laws regarding working hours. When filling in the system, notes may be required to detail specific work arrangements and ensure that these arrangements comply with legal requirements.

When dealing with these filling difficulties, the key is to be patient, read the instructions provided by the system carefully, and seek professional help if necessary. An internal knowledge base can be established to record methods for handling various special situations, which can help team members solve similar problems more quickly.

Follow-up operations for filing

The successful completion of labor contract filing is only a milestone in human resources management work, and does not need to be an end point. After filing, the company also conducts a series of follow-up operations to ensure continuity of compliance and adapt to changing labor relations. This section will explore in detail how to query and file certifications, as well as how to modify and update contract information, operations that are critical to accurate employee representation and compliance with labor regulations.

How to query and print the registration certificate

The labor contract filing certificate is an important document for the company’s legal employment. It is not only an important document for the company’s internal personnel management, but also a key evidence to prove compliance during labor inspections. Therefore, it is crucial for personnel in human resource management to be familiar with the process of querying and printing registration certificates.

After logging into the Vietnam Labor Contract Recording System, you can usually find the “Query Records” or similar function module on the main interface. After clicking in, you may be asked to enter some basic information to locate a specific record. This information usually includes the employee’s name, ID number, contract number or filing number. The information entered is accurate to ensure that the system can quickly locate the correct record.

Once the required filing record is found, the system will display the detailed information of the record, including basic employee information, contract type, filing date, etc. Double check this information to make sure it matches your actual records. If any inconsistent contracts are discovered, the system administrator or the relevant government department should be contacted immediately for revision and modification.

After confirming that the information is correct, you’ll usually see a “Print Instructions” or similar option. Click this option and the system will generate a formal filing certificate, usually in PDF format. Before printing, it is recommended to preview the file on the screen to check that all information is clearly visible, especially important identifying information and official seals.

When printing proof of records, it is recommended to use a high-quality printer and paper. This not only ensures document statistics, but also reflects the importance attached to an important document. Some systems may require specific types of paper or print settings, be sure to read and follow these requirements carefully.

Importantly, some systems may provide batch query and printing capabilities. If you need to process multiple filing certificates at the same time, this feature can greatly improve efficiency. However, when using the batch function, you must be more careful to ensure that each filing is processed correctly.

In addition, many modern systems provide electronic filing certificates. The electronic version usually carries an electronic signature or a special verification code and has the same legal effect as the paper version. When saving and using electronic filing certificates, special attention needs to be paid to information security to ensure that only authorized personnel can access these sensitive documents.

Records and certificates, whether paper or electronic, should be saved in batches and backed up regularly. It is recommended to create a detailed record sheet with key information for each record, such as employee name, recording date, certification number, etc., so that the required documents can be quickly found when needed.

Modification and update of contract information

Labor changes are dynamic, and employees’ work situations may change over time. Therefore, updating labor contract information promptly and accurately, and making it happen accordingly in the system, is key to maintaining compliance.

First, it is important to understand what changes need to be updated in the system. Typically, this includes, but is not limited to: salary adjustments, position changes, work location changes, contract renewal or termination, etc. Small changes to the skin, such as adjustments to working hours, may also require updating in the system. It is recommended to develop clear guidelines outlining all situations that need to be updated in the system and ensure that everyone involved understands the process.

To modify contract information, you usually need to log in to the system first and then find the “Contract Management” or similar module. Here you can search for the specific contract that needs to be modified. Most systems will provide an “Edit” or “” option that allows you to make changes to the contract information.

When making modifications, the system may ask you to provide the reason for the change and related documentation. For example, if the salary adjustment is due to an employee promotion, you may need to upload the relevant personnel documents. Make sure all uploaded files are labeled and comply with the system’s format requirements.

For major changes, such as a change in contract type (e.g. from fixed term to unfixed term), the system may require the entire contract to be resubmitted for review. In this case, the process may be similar to an initial contract submission, requiring more time and more detailed review.

Some changes may affect other related systems, such as the social insurance system. For example, wage adjustments may require simultaneous updates to the social contribution base. Therefore, when performing system updates, these knock-on effects need to be considered and ensure that corresponding updates are made in all relevant systems.

The system maintains a historical record, which is very helpful for often tracking employee revisions to career development charts and resolving potential labor-management difficulties. After each revision is made, it is recommended to download or print a copy of the updated contract information and confirm it with employees to ensure a consistent understanding of the new contract terminology for both parties.

Many systems offer reminders for upcoming contracts. It is recommended to make full use of this feature and set a suitable reminder time so that you have enough time to decide whether to renew the contract and complete the necessary procedures. If you decide not to renew your contract, you need to update the status in the system in a timely manner and complete the relevant dismissal procedures in accordance with the law.

It is a good practice to regularly review contract information for all employees. Not only will this uncover information that needs to be updated that may have been overlooked, it will also help ensure that your company’s HR records are always up to date. It is recommended that a comprehensive review of contract information be conducted at least quarterly and that this process be integrated into the company’s regular human resource management practices.

Tips to improve usage efficiency

In the daily use of Vietnam’s labor contract filing system, mastering some operational skills and best efficient practices can greatly improve work efficiency, reduce errors, and clarify the entire process. At the same time, for businesses that need to process large amounts of data, understanding how to perform batch processing and effectively manage data is also key. This section explores these aspects in detail, providing you with practical advice and strategies.

Operational tips and best practices

Shortcut keys Use shortcut keys to significantly speed up operations. Most online systems support common shortcut key operations, such as using the Tab key to quickly switch between different fields, using Ctrl+S (in Windows systems) or Command+S (in Mac systems) to quickly save, using Ctrl +F or Command+F to search within the page, etc. Spending some time familiarizing yourself with these shortcut keys can greatly improve the efficiency of daily operations.

Taking advantage of the system’s autofill feature is also an effective technique. Many modern labor contract filing systems have smart filling capabilities. For example, when entering an employee’s ID number, the system may automatically populate other associated personal information. Taking advantage of this feature not only saves time but also reduces the risk of manual entry errors.

Templates are another great way to increase productivity. Templates can be created in the system for similar information that needs to be filled in frequently, such as standard contract terms, common job descriptions, etc. In this way, when adding a new contract, you only need to select the appropriate template and then make the necessary adjustments to the general site, greatly reducing duplication of work.

It’s also important to clean and organize your workspace regularly. This includes promptly archiving completed contracts, deleting drafts that are no longer needed, and categorizing contracts that are currently being worked on. A tidy community work environment can help you find the information you need faster and reduce confusion and errors.

Take full advantage of the system’s search capabilities. Most systems offer powerful search tools that allow you to quickly find specific contracts by a variety of criteria (such as employee name, contract number, dates of employment, etc.). Becoming familiar with these search techniques can significantly reduce the time you spend looking for information.

Personalized dashboards are also a useful tip. Many systems allow users to customize their homepage to put the most commonly used features and information in the most prominent locations. Taking the time to set up a dashboard that matches your workflow can make day-to-day operations more efficient.

Regular backup of your best and most important data is a practice that cannot be ignored. While systems typically save data automatically, taking regular backups manually can provide additional protection against the unexpected. Consider exporting important contract data on a weekly or monthly basis and storing it securely on your company’s internal servers.

It is also important to keep your system knowledge updated. Labor regulations and system features may continue to change. Regularly attending training or seminars and reading system update announcements can help you stay up to date on the latest operating techniques and compliance requirements.

Batch processing and data management recommendations

For companies that need to process a large number of labor contracts, mastering batch processing skills is the key to improving efficiency. Many labor contract filing systems provide a batch upload function, allowing users to upload the contract information of multiple employees at once through a spreadsheet in a default format. To use this function effectively, you first need to carefully read the template instructions provided by the system to ensure that the data format fully meets the requirements.

When preparing data for bulk uploads, utilizing the data validation capabilities of your spreadsheet software can greatly reduce errors. For example, you can set format restrictions for date fields and drop-down menus for option fields to avoid common mistakes during the data entry phase.

Before batch uploading, it is highly recommended to test with a portion of sample data. This can help you detect and resolve potential issues early without affecting the entire data set. Once the sample data is confirmed, it can be successfully uploaded and processed, and then tested to upload the full amount of data.

For data management, establishing a standardized naming convention is very important. Whether it is a contract document or a batch uploaded data file, a consistent naming method should be used. For example, you can use the format “Company Name_Year Month Day_Contract Type”. This not only helps in quickly identifying files, but also in future searches and management.

Regular data cleaning and auditing are also important aspects of data management. This includes checking and correcting incorrect data entry, deleting duplicate records, out-of-date information, etc. You can develop a plan for regular reviews, such as a comprehensive data review every quarter.

Leverage the system’s report generation capabilities to help you better understand and manage your data. Most systems provide a variety of default report templates, such as employee contract reports, contract type assignment reports, etc. Regularly generating and analyzing these reports helps you discover potential problems and trends in a timely manner, providing strong support for human resources decisions.

Data security is another area that requires special attention. Ensure that only authorized personnel have access to sensitive contract information. Measures such as regular password changes, use of two-parameter authentication, and data-restricted export permissions can all enhance data security.

Consider using data visualization tools to more visually display and analyze contract data. Many modern systems offer built-in charting and dashboarding capabilities that can transform complex data into easy-to-understand visual tables. This is particularly helpful for shipping goods or conducting decision analysis.

Don’t neglect ongoing training and support. As the system is updated and team members are frequently updated, it is crucial to organize regular training sessions to ensure that all personnel using the system are up to date on the latest operating techniques and data management best practices, so that high efficiency and data quality can be maintained.

Mastering these operational skills and data strategy management can significantly improve the efficiency of using the Vietnam labor contract filing system. Remember, improving efficiency is not just about saving time, but more importantly, ensuring data accuracy and compliance. While pursuing speed, we must first maintain focus on data quality.

Policy updates and system changes

In a rapidly developing economy like Vietnam, labor regulations and related policies are frequently updated and adjusted. At the same time, in order to adapt to these changes and improve user experience, the labor contract filing system is constantly updated. For businesses operating in Vietnam, keeping time with these policy updates and system changes, and responding quickly and appropriately, is key to maintaining awareness of compliance and business continuity. This section will discuss in detail how to effectively obtain the latest policy information and strategies for dealing with system updates.

How to obtain the latest policy information

In Vietnam’s complex and ever-changing legal environment, it is crucial to remain sensitive to the latest policies. The source of information for the policy is the official channels of the Vietnamese government. The official website of the Ministry of Labour, the Honorable Army and Social Affairs of Vietnam (MOLISA) is the main channel for obtaining updates on labor regulations . The official website: http://www.molisa.gov.vn It is recommended to visit the website regularly, especially to pay attention to its news releases. and policy announcement section. Many important regulatory changes will be announced here first.

In addition to MOLISA’s website, the official portals of Vietnam’s National Assembly and Government are also important sources of information. These websites often publish draft laws, new laws and implementing regulations. Making a habit of checking these sites regularly can help you prepare your company by obtaining relevant information before formalizing policies and implementing them.

Subscribing to electronic or proactive services from relevant government departments is also an effective approach. Many government departments now offer email subscription services that will deliver the latest policy changes to your inbox. This proactive approach to communication ensures you don’t miss important updates.

Participating in industry associations and chambers of commerce is also an effective way to obtain policy information. These organizations typically monitor policy changes that affect their members and disseminate relevant information in a timely manner. They often organize seminars, training sessions or briefings to interpret the impact of new policies. Actively participating in these events not only provides information but also allows you to understand how your peers view these changes.

It is also important to maintain contact with professional legal counsel and human resources consulting firms. These professionals often understand policy changes earlier than the average company and can provide important professional interpretation and advice. Consider regular meetings with these experts or subscribe to their scheduled professional newsletters.

Social media and professional networking platforms (such as LinkedIn) have also increasingly become important channels for obtaining policy information. Following the accounts of relevant departments, legal experts and human resources professionals can help you obtain the latest developments and professional opinions in a timely manner.

It is also important to establish an internal monitoring policy. A dedicated person can be designated to track policy changes, summarize relevant information regularly, and report reports to the company’s fisheries and related departments. This person should have legal or background knowledge and be able to understand the potential impact of resource policy changes.

Strategies for dealing with system updates

The update of the labor contract registration system is usually to adapt to new policy requirements or to improve user experience. However, these updates may sometimes cause short-term inconvenience to users. Developing an effective response strategy can help businesses transition smoothly and minimize the impact on day-to-day operations.

Stay informed and stay tuned for notifications about system updates. Most systems will send an update announcement on the home page or via email. Once these notifications are received, communicate the information immediately to all relevant personnel to ensure the team is prepared.

It is very important to read the update documentation carefully. These documents typically detail new features, changed operating procedures, and modules that may travel. Taking the time to study these documents carefully can help you quickly adapt to your new system environment.

After a system update, it’s a good idea to schedule an internal training session. Representatives from the system supplier can be invited to give explanations, or senior users within the company can lead the training. Ensure that all employees using the system are aware of new features and changes.

In actual operation, it is recommended to use test data or non-critical data to familiarize yourself with the new system. This can help identify potential problems without affecting actual business data. If your system provides a sandbox environment, use it for practice and testing.

The first few weeks after an update are a critical period and notification of possible issues is required. Establish a quick response mechanism to encourage users to promptly report any abnormalities they encounter. Designate a dedicated person to collect this feedback and maintain close communication with the system supplier to facilitate quick resolution of issues.

After a major update to your system, it may be necessary to re-evaluate and optimize your internal workflows. Some efficient new features may provide more methods for certain tasks, and old operating habits may need to be adjusted. Encourage team members to share new tips and best practices as they discover them.

Data backup is extremely important during system updates. While system vendors often take steps to protect data, there are never too many extra precautions. Before major updates, make sure to take a comprehensive backup of all important data.

If the new system introduces major changes, consider implementing them in phases. For example, you can pilot it with a small team or department first, collect feedback and resolve issues, and then gradually roll it out to the entire company. This approach minimizes risk and moderation.

It’s important to stay patient and have a positive attitude. System updates, while they may cause short-term inconvenience, often improve efficiency and user experience in the long term. Encourage your team to be open to change and see it as an opportunity to upskill and optimize workflow.

By proactively acquiring policy information and responding to system updates in a targeted manner, enterprises can maintain a competitive advantage in a changing environment. Remember, the ability to adapt to change is a key competitiveness in today’s rapidly evolving business environment. By establishing effective information access channels and flexible response mechanisms, your company will be able to better navigate the complexity of Vietnam’s labor regulations, ensure compliant operations, and make full use of the convenience brought by the labor contract filing system.