VIVA Business Consulting would like to present guidance on preparation, update, management and use of employee books prescribed by the local Labor Code are elaborated as follows:
1. Within 30 days from the inauguration date, the employer shall make employee books at the headquarters, branches and representative offices.
2. The employee book may be a physical or electronic book and must contain basic information about each employee, including:
- Full name, gender, date of birth, nationality, residence, ID/passport number,
- Professional qualifications, vocational qualification level;
- Work position, type of employment contract, starting date; social insurance participation, salary, promotion and pay rise;
- Annual leave; overtime hours; training; violations, material responsibility, occupational accidents, occupational diseases, date of employment contract termination and reasons for termination.
3. The employer shall enter and update the information specified above from the day on which the employees starts to work; manage, use and present the employee book to labor authorities and relevant authorities when requested as per regulations.
Beside the employee books, there are related regulations on employment report, declaration of employment status and periodic reports on changes of employees are elaborated as follows:
- The employer shall declare the employment status in accordance with the other procedures about business registration, compulsory social identify number, electronic invoices…
- The employer shall submit biannual reports (before June 05) and annual reports (before December 05) on changes of employees to the Provincial Department of Labor, War Invalids and Social Affairs through the National Public Service Portal according to Form No. 01/PLI in Appendix I and send notifications to the social insurance authorities of the districts where the headquarters, branches and representative offices are located. In case the employer cannot submit the report through the National Public Service Portal, physical reports (Form No. 01/PLI in Appendix I ) shall be sent to the Provincial Department of Labor, War Invalids and Social Affairs and the social insurance authorities of the districts where the headquarters, branches and representative offices are located.
Read more:
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- Doing business in Vietnam – business records management
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