Closing the social insurance book is the process of finalizing the insurance contributions of employees when they quit their job or retire. This procedure requires the employer to coordinate with the social insurance agency to complete the necessary steps. The book closing process includes reporting labor reduction, preparing documents and submitting them to the social insurance agency within the prescribed time limit. The following article will provide detailed instructions on the correct process of closing the social insurance book.

Authority to close social insurance books for employees

Closing the social insurance book is the process of finalizing and terminating the employee’s social insurance payment. This procedure is performed when the employee quits or retires.

According to Clause 5, Article 21 of the Law on Social Insurance 2014 and Clause 3, Article 48 of the Labor Code 2019 , employers are responsible for coordinating with social insurance agencies to close social insurance books for employees. . This process includes returning the social insurance book and confirming the employee’s insurance payment period.

The social insurance agency plays an important role in the closing process. They are responsible for checking documents, confirming information and completing procedures for closing the social insurance book for employees. Close coordination between the employer and the social insurance agency is a decisive factor to ensure the closing process goes smoothly and in accordance with the law.

Procedures for closing insurance books for employees

Procedures for reporting labor reduction

According to Subsection 1.3, Section 1, Appendix issued with Decision 896/QD-BHXH in 2021, the process of reporting labor reduction includes the following steps:

Step 1: Prepare documents

• The employee provides the social insurance code or prepares a declaration to adjust social insurance information if the code is not available. Form TK1-TS.
• The employer prepares the Employment Status Report and the Information List.

Step 2: Submit application:

The employer sends the employee reduction report to the social insurance agency through one of the following methods:

• Electronic records via the Public Service Portal of Vietnam Social Security, I-VAN organization or the National Public Service Portal.
• Send via Postal Service.
• Submit directly to the provincial or district social insurance agency or the Public Administration Service Center.

Step 3: The social insurance agency receives and processes the application within 05 working days.

Step 4: Return results to the employer.

The process of reporting labor reduction is the first and important step in the process of closing the social insurance book. Correct and complete implementation of these steps will help the closing process go smoothly and in accordance with the law.

Procedures for closing the social insurance book

After completing the labor reduction report, the process of closing the social insurance book is conducted as follows:

Step 1: Prepare documents According to Decision 595/QD-BHXH in 2017, employers need to prepare 01 set of documents including:

• Document delivery slip (1 copy)
• Social insurance book or book cover with separate sheets
• List of additional confirmations of insurance payment process
• Declaration of participation and adjustment of social insurance and health insurance information
• List of workers participating in social insurance, unemployment insurance, labor accident insurance, and occupational diseases

Step 2: Submit application:

The employer submits the application to the social insurance agency through the methods stated in the labor reduction notification section.

Step 3: Processing documents:

The social insurance agency receives, checks and closes social insurance books for employees.

Complying with the correct process and providing complete documents will help the process of closing the social insurance book take place quickly and accurately, ensuring benefits for employees.

Maximum time for employers to close social insurance books for employees

According to Clause 1, Article 48 of the Labor Code 2019, the deadline for closing the social insurance book is prescribed as follows:

• Normal time limit: 14 working days from the date of termination of the labor contract.
• Extension period: Maximum 30 days in special cases:

The employer is not an individual who terminates operations;

Changes in structure, technology or for economic reasons;

Division, separation, consolidation, merger; selling, leasing, converting business types;

Due to natural disasters, fires, enemy attacks or dangerous epidemics.

Within this period, the employer must complete the confirmation and return the social insurance book and related documents to the employee. Compliance with this deadline is a legal obligation of the employer, ensuring rights and creating favorable conditions for employees in settling insurance policies after leaving the job.

Consulting services and support for insurance closing procedures at Long Phan

Long Phan provides professional consulting and support services on procedures for closing the social insurance book. Our team of experts has a deep understanding of legal regulations and implementation processes.

Long Phan’s services include:

• Consulting on the process of closing the social insurance book.
• Support in preparing complete and accurate documents.
• Business representatives work with social insurance agencies.
• Monitor and update application processing progress.

Long Phan is committed to providing optimal solutions, helping businesses save time and resources during the process of closing the social insurance book. We ensure compliance with legal regulations, protecting the rights of both employers and employees.

Closing the social insurance book is an important procedure, requiring strict compliance with procedures and deadlines. To ensure the rights of employees and avoid legal risks, customers need to properly follow the steps stated in the article. If you need in-depth support with procedures for closing the social insurance book, please contact Long Phan immediately via hotline and 0906735386 for support.