How to submit a labor utilization report

The labor utilization report is a mandatory obligation that every enterprise must fulfill periodically during the process of labor utilization. However, not every enterprise is aware of these regulations or how to submit reports on time. Understanding this, in the following article, Long Phan will provide information as well as guide readers on the methods to submit labor utilization reports in accordance with legal regulations. Please refer to the article below!

Obligation to submit labor utilization reports of enterprises

General regulations on the obligation to submit labor utilization reports

According to Article 12 of the 2019 Labor Code, the employees declare the employment status within 30 days from the date of commencement of operation, and report periodically on changes of employees during operation to the local labor authority under the People’s Committee of the province (hereinafter referred to as “provincial labor authority”) and to the social security authority.

Specifically regarding the submission of labor utilization reports, it is regulated in Article 4 of Decree 145/2020/NĐ-CP. Accordingly, the submission of labor utilization reports will be done twice a year, including:

• Biannual report every 6 months. Biannual reports must be submitted before June 5th.
• Annually report. Annually reports must be submitted before June 5th.

Regulations on report submission:

• Reports will be submitted to the Department of Labor – Invalids and Social Affairs via the National Public Service Portal according to Form No. 01/PLI in Appendix I issued with Decree 145/2020/NĐ-CP and notified to the district-level social insurance agency where the headquarters, branches, or representative offices are located.
• If unable to report via the National Public Service Portal, submit the report in paper form according to the prescribed form to the Department of Labor – Invalids and Social Affairs and notify the district-level social insurance agency where the headquarters, branches, or representative offices are located.
• For laborers working in industrial parks, economic zones, employers must report changes in labor to the Department of Labor – Invalids and Social Affairs, the district-level social insurance agency, and the Management Board of the industrial park, economic zone for monitoring purposes.

Content of labor utilization reports

The content of the labor utilization report is presented in Form No. 01/PLI in Appendix I issued with Decree 145/2020/NĐ-CP. Specifically, it includes the following information:

• Information about the competent authority receiving the report;
• Information about the enterprise fulfilling the reporting obligation;
• Personal information about the laborers in the enterprise;
• Information about the job positions of the laborers;
• Salary, allowances of the laborers;
• Information pertaining to hazardous and arduous occupations (this section is only applicable to workers in the specified group);
• Information related to labor contracts: Contract duration, start date of the contract, contract validity, etc.;
• Information about social insurance contributions: Start date of contribution, end date of contribution.

Regulations on the form of reporting

Methods of submitting labor utilization reports

Online submission via the national public service portal

Phase 1: Registering an account on the National Public Service Portal

• Step 01: Access the National Public Service Portal;
• Step 02: Select “Register”;
• Step 03: Choose the registration subject as “Enterprise” and the type of digital certificate used (usually USB Token);
• Step 04: After confirmation, the enterprise continues to fill in the required information; Step 05: Select “Register” to complete the account registration.

Phase 2: Reporting periodic labor utilization

• Step 01: Access the National Public Service Portal;
• Step 02: Select “Login” and choose “Account issued by the National Public Service Portal”;
• Step 04: After completing the login, select the section “Online public services” to proceed with labor utilization reporting;
• Step 05: Choose the executing agency as “Vietnam Social Insurance” then select “Search”;
• Step 06: The screen will display a list of online public services provided by Vietnam Social Insurance => Choose the procedure for adjusting mandatory social insurance contributions and reporting labor utilization => Submit online;
• Step 07: After being redirected to the interface “Registering information for the agency receiving labor reports,” the enterprise continues to complete the registration steps;
• Step 08: Select “Register” to complete the process;
• Step 09: After receiving the completion notification for updating information for the labor report-receiving agency => select “Continue” to report labor utilization.

Direct submission to the competent authority

• Step 1: Prepare the application

Submit the report according to Form No. 01/PLI in Appendix I issued with Decree No. 145/2020/NĐ-CP detailing and guiding the implementation of some provisions of the Labor Code regarding labor terms and labor relations.

• Step 2: Submit the application

Submit the dossier to the Department of Labor – Invalids and Social Affairs and notify the district-level social insurance agency where the headquarters, branches, or representative offices are located.

• Step 3: Wait for the result

The Department of Labor – Invalids and Social Affairs is responsible for summarizing changes in labor and updating complete information according to Form No. 02/PLI in Appendix I issued with Decree No. 145/2020/NĐ-CP.

Methods of submitting labor utilization reports

Labor utilization reporting support services for enterprises:

At Long Phan, we provide the following labor utilization reporting support services:

• Advising employers’ obligations regarding labor utilization for enterprises and personnel;
• Advising on regulations regarding labor utilization reporting;
• Advising on dossier preparation and procedures for reporting;
• Assisting in drafting labor utilization reports;
• Representing clients in submitting reports to the receiving authority;
• Representing clients in dealing with relevant agencies.

Submitting labor utilization reports is not only an obligation of each enterprise but also provides an overview of human resources, thereby proposing improvement measures. If readers have any questions or need assistance with reporting procedures for enterprises, please contact us via Hotline: 0906.735.386 for support.