Regulations and types of electronic social insurance transaction documents

What are documents in electronic social insurance transactions? Types of electronic social insurance documents? What are the conditions for storing documents in electronic social insurance transactions?

I. What is an electronic social insurance (SI) certificate?

Electronic social insurance documents are stipulated in Clause 3, Article 3 of Decree 166/2016/ND-CP on electronic transactions in the fields of social insurance (SI), health insurance (HI) and unemployment insurance (UI) issued by the Government. Accordingly, electronic social insurance documents are information created, sent, received and stored electronically to apply to transactions in the field of social insurance.

It can be understood that social insurance documents are information about transactions in the field of social insurance between organizations, individuals, agencies using electronic transactions and organizations providing electronic transaction services in the field of social insurance. In which, electronic social insurance documents have legal value as paper documents, vouchers, records and notifications according to the provisions of law (in Article 7 of Decree 166/2016/ND-CP).

>> See more: Procedures for declaring increase and decrease of social insurance electronically.

II. Classification of documents in social insurance electronic transactions

Types of documents in electronic social insurance transactions are regulated by law in Clause 1, Article 3 of Decision 838/QD-BHXH. The electronic transaction process in the field of social insurance, health insurance and unemployment insurance issued by Vietnam Social Security is as follows:

➤ Electronic social insurance records include: 

• Application for social insurance participation, issuance of social insurance book, health insurance card; 
• Records of settlement and payment of social insurance, health insurance, unemployment insurance; 
• The unit must submit appraisal and payment records for health insurance costs according to regulations electronically.

➤ Accounting documents according to the provisions of the 2015 Accounting Law and the Vietnam Social Insurance accounting regime by electronic means. Electronic accounting documents must meet the following requirements:

• Ensure all basic elements of accounting documents are complete, must be prepared according to the correct data structure, format and form as prescribed by Vietnam Social Security;
• Electronic accounting documents that are still valid but are canceled must have a separate symbol to show that the document has been canceled, the reason and cause of the cancellation, and must be stored separately by electronic means;
• Stored and preserved electronically, ensuring confidentiality, integrity, and completeness without distortion or change during the storage period, printed on paper and consulted upon request. Storage period according to regulations on storing paper documents.

➤ Other notices and documents of organizations and agencies conducting social insurance transactions electronically.

Note:

• The change from paper documents to electronic documents and vice versa is applied according to the provisions in Clause 2, 3, Article 9 of Decree No. 166/2016/ND-CP;
• In case paper documents and records cannot be converted to electronic documents, individuals or organizations can send paper documents and records to the Social Insurance agency or can send paper documents and records to the Social Insurance agency and declare on the declaration software.

>> See more: Social insurance registration service for businesses.

III. Conditions for implementing electronic social insurance documents

Electronic social insurance documents must meet the requirements specified in Article 9 of Decree 166/2016/ND-CP, specifically as follows:

➤ Electronic social insurance documents as prescribed in Article 8 of this Decree must have full digital signatures of the person responsible for signing electronic social insurance documents as prescribed by law.

In case the electronic social insurance document only has the signature of an authorized person, the information system must be able to recognize and confirm the processing by responsible persons according to the provisions of law during the process of circulating the electronic social insurance document to the final signatory.

➤ In case the electronic social insurance document has components attached in the form of paper documents, individuals, organizations and agencies participating in electronic transactions in the field of social insurance must change to electronic form according to the provisions of the Law on Electronic Transactions. 

The change from paper documents to electronic documents must fully meet the following requirements:

• Reflect the full content of paper documents;
• Signature and full name of the person making the change from paper documents to electronic documents;
• There is a separate symbol confirming that the document has been changed from paper to electronic.

➤ In case of changing from electronic documents to paper documents, the following conditions must be met:

• Reflect the full content of electronic documents;
• The person who changes an electronic document into a paper document must sign and clearly state his/her full name on the paper document, and must add a seal for documents that require a seal;
• There is a separate symbol confirming that the electronic document has been changed to a paper document.

IV. Regulations on storing electronic social insurance documents

1. Receive electronic records of individuals and organizations and compare and check information

➤ For organizations:

• The system automatically checks the registration and use of electronic transaction forms of the organization: social insurance agency code, unit code, registered tax code;
• The system automatically checks the certificate information on the organization’s electronic signature immediately after receiving the electronic file, including the following contents:
  • Check that the digital certificate provider must be on the list of providers licensed by the competent authority;
  • Check the expiration date and compare the digital certificate with the registered information;
  • Check the supplier’s list of invalid digital certificates: The organization’s digital certificate is not on the list of invalid digital certificates announced by the supplier;
  • Check digital certificates of I-VAN organizations.

➤ For individuals:

• The system automatically checks the registration and use of electronic transactions by individuals: social insurance agency code, social insurance number, mobile phone number and registered email address;
• The system automatically checks the individual’s social insurance electronic transaction authentication code after receiving the electronic social insurance profile as follows:
  • The verification code must be sent from the Vietnam Social Security Portal via “text message” to the phone number or email address that the individual previously registered with the Social Security agency;
  • The authentication code can only be used once per transaction and will expire within a certain period of time from the time a new or reissued authentication code is requested.
• The system automatically checks the information in “Notification of change of personal information” with the personal data saved in the system and updates the information: 
  • Personal phone number, phone number of relatives if needed to contact;
  • Gender and residential address immediately after the beneficiary of monthly social insurance benefits and pensions is authenticated into the system.

2. Send information to receive social insurance records

When the electronic transaction file is sent to the Vietnam Social Security Electronic Information Portal, the information management system will automatically send a “Notice of confirmation of submission of electronic social insurance file” (form No. 02/TB-GDĐT) to the email of the individual or organization that has previously registered, no later than 15 minutes after receiving the electronic file.

3. Storing electronic social insurance documents

The automatic information management system stores the most complete and intact electronic social insurance document data in the electronic social insurance database of Vietnam Social Security. There is a technical solution to back up data and restore damage when the information management system has problems.

V. Frequently asked questions about electronic social insurance death certificates

1. If the electronic social insurance document expires according to regulations, can the storage period be extended or how should it be handled?

Pursuant to Article 11 of Decree 166/2016/ND-CP regulating the storage of electronic social insurance documents, in case the electronic social insurance document expires according to regulations, but because it is related to the integrity of information of the information system and other electronic social insurance documents in circulation, it will continue to be stored until the electronic social insurance document is destroyed without affecting other electronic transactions.

2. In case you want to change or add previously registered electronic transaction information in the field of social insurance, health insurance and unemployment insurance, how should you do it?

If an organization, agency or individual wants to change or add information about electronic transaction methods in the field of social insurance, they need to:

➤ Access your social insurance electronic transaction account and make a declaration to change or supplement information on using social insurance electronic transactions according to form No. 02/SD-GD – Appendix issued with Decree 166/2016/ND-CP.

➤ Within 3 working days from the date of receiving the declaration of change or addition of information on electronic transactions in the field of social insurance, Vietnam Social Security will send a notice confirming the change or addition of information to the email address of the organization, agency, or individual participating in electronic transactions in the field of social insurance.