Time and again, Social Security System (SSS) members are reminded to update their personal records with the SSS, to avoid delays in the processing of their current and future benefits. This is an obligation that holds true not only for individual members, but also for employers or company members who are bound by law to provide social protection to their employees.
One way to ensure their employees get their SSS on time, employers have to maintain and update their corporate records with the SSS. By submitting the appropriate form and documents required, employers can avoid potential problems in the future, both for their companies and their employees.
Employers should know that there is only one form used for any changes in their data. The Employer Data Change Request form, which must be filled out in two copies without erasures and alterations, applies to all requests for amendments, ranging from changes in business name, legal personality or nature of business, business address and ownership, among others. This can be secured from any SSS Branch or downloaded from the SSS web site.
The Employer Data Change Request form should be duly signed by the required signatories and
supported by the original or certified true copy of appropriate documents, and duly notarized, except if it is for a change or addition of address, e-mail address and telephone or fax numbers, before submission to the SSS for processing.
The following are the signatories for the following types of businesses: for single proprietorship businesses, the owner; for partnerships, the managing partner; for corporations, the president, general manager or corporate secretary; for a foreign-owned corporation, the designated Philippine representative as shown in the Securities and Exchange Commission (SEC) registration or the head of the corporation or company; and for cooperatives, the chairman or corporate secretary.
Below are the required documents that the employer needs submit for every requested change:
For change of business name or legal personality or nature of business:
- Certificate of registration of business from the Department of Trade and Industry (DTI), or
- Certificate of filing of articles or amended articles of partnership/incorporation/cooperation from the DTI/the SEC/Cooperative Development Authority.
For change of business address—proof of billing or in its absence:
- Deed of sale of property/lease contract.
- Barangay certificate evidencing transfer to the new address
For change of name of owner/managing partner/president/chairman—any of the following documents, whichever is applicable:
- Deed of sale/assignment duly signed by concerned parties with the new owner’s DTI registration or business license
- Deed of donation
- General information sheet duly received by the SEC
- Minutes of general assembly (for cooperatives)
For change of date of coverage:
- SS Forms R-1/R-1A (superseding initial submission)
- Affidavit of employee/s attesting to the actual date of his/their employment, if still employed with the employer
- Certification from the municipal/city treasurer’s office or the Bureau of Internal Revenue (BIR)
For temporary suspension:
- Notification of suspension of operation duly received by the BIR within the prescribed period
- Audited Financial Statements and income-tax return showing nonoperation/no earnings for the applicable period/s filed with the SEC or the BIR within the prescribed period
- Board Resolution approving the suspension of business operation adopted within the prescribed period and duly acknowledged/received by regulatory agencies (e.g., the BIR, the SEC, etc.)
- Employment report (SS Form R-1A)
- Certification from the fire department/concerned unit of the municipality/city, in case of destruction of corporate facilities due to fire/fortuitous event
- Notice of Strike duly received by the Department of Labor and Employment with a certification that there was no operation/employees during the strike
- Lease contract/joint affidavit of termination of lease contract
- Certificate of nonrenewal of business license from the municipal/city treasurer’s office
It always makes good business sense to comply with the law and update corporate records with the SSS at all times!
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For more details on SSS programs, members can drop by the nearest SSS branch, visit the SSS web site (www.sss.gov.ph), or contact the SSS call center at 920-6446 to 55, which accepts calls from 7 a.m. on Monday all the way to 7 a.m. on Saturday.
Susie G. Bugante is the vice president for public affairs and special events of the SSS. Send comments about this column to susiebugante.bmirror@gmail.com.
1 comment
Ms. Susie Bugante, Maám, what’s the form to be used to change the employer’s registered bank account information (SMBPB Bank Enrollment Information)? It seems it’s not in the Employer Data Change Request form.