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Some people move to other countries for work and lose their records. Others have worked in Vietnam for many years but only have scanned copies of their employment contracts. There are also cases where people only discover, upon needing to withdraw their social insurance contributions, that their former company has long since dissolved and its entire human resources department is no longer operational.
What worries many is that they no longer possess all the necessary documents, such as their social insurance book, termination notice, or old employment records. Meanwhile, the company they worked for in Vietnam no longer exists to assist in supplementing their records.
In reality, missing social insurance records for foreign workers is not uncommon. Some people work in Vietnam for a relatively short time and don't pay much attention to keeping records. Others change residences, move to another country, or change passports, causing their personal records to no longer be synchronized as they were initially.
In addition, some businesses, after dissolving or ceasing operations, do not fully hand over employee records to their staff before closing down. This leaves many people unaware of their social insurance number, unsure of when the company paid social insurance contributions, or no longer possessing the original copies of important documents. Especially for those who have left Vietnam many years ago, finding old records is often much more difficult than when they first left their job.
According to the 2024 Social Insurance Law, the social insurance participation process of employees is managed through the social insurance data system and individual social insurance numbers.
This means that if a business has paid social insurance contributions and the data has been recorded with the social insurance agency, the employee's social insurance participation information can, in principle, still be retrieved even if the company is no longer operating.
However, the completeness of the data depends on how well the business has fulfilled its social insurance obligations previously. There are cases where the company has paid social insurance contributions in full but the records haven't been finalized. There are also cases where the business still owes social insurance contributions or hasn't completed the data verification process before dissolution. This is why each case usually needs to be checked individually instead of applying the same handling method to all cases.
Many foreign workers think that losing their social insurance book means they can no longer withdraw their social insurance contributions. But in reality, the more important thing is whether the social insurance participation data is still recorded. In many cases, the social insurance agency can still assist in verifying information based on the social insurance number, passport, work permit, or previous employment data.
However, if the records lack significant information or the data has not been fully updated by the business before dissolution, the verification process may take longer than usual. Additionally, for foreigners who have returned to their home country, supplementing records or verifying information remotely often requires authorization in accordance with Vietnamese law.
A crucial point is that each type of missing document will affect the social insurance processing differently.
For example, there are cases where an employee still has social insurance participation data but lacks a termination notice. There are cases where the social insurance book is lost but the employment contract and insurance contribution information remain in the system. Conversely, there are also cases where the business never completed the labor reduction procedure before dissolution.
Therefore, the first step is usually not to immediately submit the social insurance withdrawal application, but to accurately check the current social insurance data status of the employee.
In reality, many foreign workers only begin to learn about social insurance after they have left Vietnam for a long time. Some think the social insurance money is lost and therefore no longer care. Others are unaware that foreign workers are also entitled to social insurance benefits according to Vietnamese regulations. Only when reminded by friends or former colleagues do they begin to learn how to process their claims.
Even after returning to their home country, workers can still be considered for social insurance benefits if they meet the current regulations. However, cases with missing documents or where the former company has dissolved often require a more thorough review of labor data and social insurance contribution history before proceeding with the procedures.
A common problem is that many people only inquire about social insurance when they need money or when an acquaintance mentions this benefit. However, when a long time has passed since leaving their job, finding documents, verifying data, or contacting relevant agencies often becomes much more difficult. This is especially true in cases where a company has been dissolved for many years or has undergone a complete change in its management system.
For foreign workers who have left their jobs, returned to their home countries, or are no longer in contact with their former companies in Vietnam, DEDICA assists in checking the status of their social insurance records, reviewing labor data, and advising on appropriate solutions in accordance with current laws.
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