Instructions on how to close social insurance books: documents – time – regulations – full & detailed social insurance book closing process according to the current Social Insurance Law.
What is social insurance book closing? What is social insurance leaflet?
1. Definition of closing social insurance book, social insurance leaflet
Closing the social insurance book is a procedure performed by the employer (company, business owner) at the social insurance agency when an employee quits or retires, or when the employer changes its operating address, resulting in a change in the social insurance management agency.
Social insurance leaflets include annual leaflets and closing leaflets, specifically:
- The annual leaflet is issued annually by the Social Insurance Agency when the employer has paid enough money to participate in Social Insurance and Unemployment Insurance for employees as of December 31 of the fiscal year. Through the annual leaflet, you can grasp the process of participating in Social Insurance and Unemployment Insurance of employees;
- The closing sheet is issued by the Social Insurance agency when the participant stops paying social insurance and unemployment insurance to preserve the process of participating in social insurance and unemployment insurance when moving out of the province, as well as to resolve social insurance and unemployment insurance regimes.
2. Conditions for closing social insurance books
To be able to carry out the procedure of closing the social insurance book, the employer needs to ensure the following 2 conditions:
- Employers participating in social insurance for employees;
- No social insurance debt up to the time the employee stops working.
Instructions on documents and procedures for closing social insurance books
1. Answering questions and regulations on closing social insurance books
Before learning how to close social insurance books, fdiinvietnam.com will answer common questions about closing social insurance books, specifically as follows:
➧ Can I close my social insurance book without a separate sheet?
Enterprises and business owners are responsible for closing the books and returning the separate sheets of social insurance participation process at the enterprise or business establishment to employees when the labor contract terminates.
When completing the procedure to close the social insurance book, the enterprise must return to the social insurance agency the book and the separate sheet of the employee’s previous social insurance participation process.
Therefore, the current unit will not be able to close the social insurance book if the employee lacks the social insurance slip from the previous unit.
➧ How long does it take to close social insurance book after quitting job?
Within 14 – 30 days from the date the employee stops working, the employer must submit documents to the social insurance agency to complete the social insurance book closing procedure.
➧ If I haven’t closed my social insurance book, can I still pay social insurance at the new company?
Employees must participate in compulsory social insurance when they have a labor contract of 1 month or more. At the same time, to participate in social insurance, employees only need to provide their social insurance number to the enterprise (employer) without having to provide the status of whether or not the social insurance number has been closed. Furthermore, the Law on Social Insurance does not have detailed regulations on this issue. Therefore, if the social insurance book has not been closed, it is still possible to participate in social insurance at the new company.
2. Documents and procedures for closing social insurance books
When closing social insurance books or cutting social insurance for employees, businesses need to carry out procedures to report labor reduction before making records to close the books.
➧ Step 1: Report labor reduction
Details of the labor reduction report include:
- File delivery form according to form 600a (1 copy);
- List of employees participating in social insurance and health insurance according to form D02-TS (1 copy).
FREE DOWNLOAD: Social insurance closing file.
After completing the application, the enterprise submits the application for labor reduction as follows:
>> Submit by post or directly at the Social Insurance agency where the business has its headquarters;
>> Submit online at Vietnam Social Security Electronic Information Portal.
Within 10 working days from the date of receiving the application, the Social Insurance agency will process the application.
➧ Step 2: Close social insurance book
Details of closing and cutting social insurance records:
- File delivery form according to form 620 (1 copy);
- Cover of social insurance book;
- Separate sheets of the book (if any, in case the employee has participated in social insurance many times).
FREE DOWNLOAD: Form 620 – File delivery form.
After preparing all documents, businesses submit in the following ways:
- Submit social insurance book closing documents via post;
- Submit social insurance book closing documents directly to the social insurance agency where the business has its headquarters.
Within 7 working days from the date of closing the social insurance book, the social insurance agency will return the social insurance book and separate sheet (if any) to the employee.
Note :
Depending on each district, the Social Insurance Agency will receive the application for closing the Social Insurance book directly or by post. Therefore, to avoid wasting time, businesses need to contact the Social Insurance Agency in advance to confirm the form of application submission.
See also:
Procedures for reporting increase or decrease in labor;
Procedures for reporting increases and decreases in electronic social insurance.
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3. Instructions to check whether the company has closed the social insurance book or not
In some cases, after leaving the previous company, when moving to the next company, the employee will not know exactly whether the social insurance book has been closed or not. Here, fdiinvietnam.com will guide you on how to check the status of your social insurance book in the following 2 ways:
➧ Method 1: Look up social insurance book closing at Vietnam Social Insurance Electronic Information Portal;
- Fill in all information according to the instructions on the page “Look up social insurance participation history”;
- Check the box “I’m not a robot”;
- Finally select “Get lookup code”.
The result is the entire process of participating in social insurance, including closing the social insurance book. If the company has not closed the social insurance book, your social insurance participation process will not be confirmed, which means you cannot receive unemployment insurance benefits.
➧ Method 2: Look up social insurance book closing at VssID application ;
- Download VssID Electronic Social Insurance application;
- Create a VssID account and log in;
- Select “Participation process”, select “Social Insurance”.
Similar to method 1, here you will know the details of the entire process of participating in social insurance and closing the company’s books.
Reference: How to register VssID.
Notes when completing social insurance book closing procedures
1. As shared in the above section, businesses are required to report a reduction in labor before completing social insurance closing procedures.
2. Procedures for reporting labor reduction and cutting social insurance can be done at the same time.
3. While waiting for the Social Insurance Agency to process the application, the employer must pay the full amount of Social Insurance contributions to the employee to avoid interrupting the closing process. Otherwise, the Social Insurance Agency will not close the employee’s account.
Frequently asked questions when closing social insurance books
1. Can employees self-close their insurance books?
Unless the employer is unable to close the social insurance book for the employee due to bankruptcy or insurance debt, the employee must close the social insurance book himself. Otherwise, the employer is responsible for confirming the social insurance payment period, returning the social insurance book and other related documents to the employee, including the social insurance book closing procedure.
2. Instructions on documents and procedures for closing social insurance books
When closing the social insurance book, enterprises and business establishments need to carry out 2 steps as follows:
♦ Step 1: Report a reduction in labor. Document details include: form 600a and form D02-TS;
♦ Step 2: Close the social insurance book. Document details include: form 620, social insurance book cover and separate sheets of social insurance book (if any).
After preparing all documents, you submit them to the social insurance agency and wait within 17 working days for the social insurance agency to process the documents.
Note : You can simultaneously carry out the procedures for reporting a reduction in labor and closing the social insurance book.
3. Is it okay to lose the social insurance leaflet?
The social insurance book and the social insurance leaflet are two types of documents that businesses must send to the social insurance agency when completing the social insurance book closing procedure. Therefore, if the social insurance leaflet is lost, the current business will not be able to complete the social insurance book closing procedure for employees.
4. When is the social insurance book closing date?
From the date the employee quits the job, within 14 – 30 days, the enterprise/business establishment must submit the social insurance book closing file to the social insurance agency.
5. Do I need to submit my insurance book to the new company?
This is considered a procedure for reporting an increase in social insurance. Accordingly, the report of an increase in employees participating in social insurance only requires a social insurance code (according to the TK1-TS declaration). Therefore, you do not need to submit your social insurance book to the new company, but only need to provide the social insurance code.
Reference: Social insurance increase report.
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