Lost SSS ID / UMID Card Replacement in the Philippines: A Comprehensive Legal-Practice Guide (2025 Edition)
1. What Exactly Was Lost?
| Card type | Period of issuance | Governing instrument | Still honored? | Typical reason for replacement |
|---|---|---|---|---|
| Blue laminated SSS ID | 1998 – 2010 | SSS Circular No. 7-99, amended by SSS Office Orders | Yes (but new issuances discontinued) | Lost, damaged or upgrading to UMID |
| UMID card (SSS-issued) | 2010 – present | Republic Act (“RA”) 8282 as amended, Executive Order No. 700 (2008), SSS Circular 2010-012 | Yes | Lost, stolen, damaged, correction of data (e.g., wrong birthdate) |
The blue ID and the UMID are both proof of SSS membership; only the UMID doubles as a GSIS, PhilHealth & Pag-IBIG ID and is the current standard.
2. Legal & Policy Framework
- RA 8282 (Social Security Act of 1997, as amended by RA 11199 in 2019)
- empowers the SSS to issue identification instruments, collect fees, and require proof of identity.
- SSS Resolution Nos. 452-s-2014 & 235-s-2017
- set replacement fees (₱200) and confirmed the shift to UMID for all new cards.
- Data Privacy Act of 2012 (RA 10173)
- imposes security standards for handling personal data during replacement.
- Revised Penal Code, Art. 172 (Falsification) and RA 11479 (Anti-Terrorism Act) ID-related provisions
- criminalize making false statements in the Affidavit of Loss or submitting forged police reports.
- SSS Circular 2023-004 (Implementation of Online UMID Replacement Appointment)
- provides that all replacement applications must be pre-scheduled through the My.SSS portal (effective 1 March 2023).
3. Consequences of Losing the Card
| Aspect | With card intact | With card lost |
|---|---|---|
| In-branch transactions | “Express” lanes; no additional ID usually required | Must present two valid government IDs or certified* Affidavit of Loss |
| Salary-loan release via UMID ATM | Immediate | Blocked until replacement issued |
| Benefit claims (maternity, retirement, disability) | Straight-through processing | Additional verification/longer turn-around (3–5 working days extra) |
| Potential liability | None | You must report loss within 30 days or risk use of your card for fraud; SSS may deny waiver of fees if loss not promptly reported |
*An Affidavit of Loss is “certified” once notarized.
4. Step-by-Step Replacement Procedure (2025)
| Day | Action | Legal / documentary anchor | Practical tips |
|---|---|---|---|
| 0–1 day after loss | Draft and notarize Affidavit of Loss. If card was stolen, get police blotter. | Rule 132, Sec. 21, Rules of Court (proof of official record) | Keep at least 3 notarized copies. |
| Within 30 days | Online appointment via My.SSS ➜ E-Services ➜ UMID Card Replacement. Select branch & date. | SSS Circular 2023-004 | Slots open at midnight; book early. |
| Appointment day | Personally appear at chosen SSS branch. Bring: ① printed appointment stub, ② notarized Affidavit, ③ police blotter (if theft), ④ one primary (passport, PhilSys) or two secondary IDs, ⑤ ₱200 fee. | Sec. 24(d), RA 8282 (SSS may collect reasonable charges) | Exact cash speeds window processing. |
| Biometrics capture | Photo, fingerprints, signature retaken. | NPC Advisory Opinion 2021-042 (biometrics as sensitive personal data) | Remove colored contact lenses & facial piercings. |
| 45–60 days (Metro Manila) / 60–90 days (provincial) | Claim card at same branch or via courier (if selected). Present claim stub & one ID. | SSS Operations Memo 2022-86 | Track status in My.SSS → UMID Tracker. |
5. Special Scenarios
| Scenario | Extra rule | Documentary add-on |
|---|---|---|
| Overseas Filipino Worker (OFW) | You may file at foreign representative office or by mail | Apostilled Affidavit of Loss; copy of valid passport |
| Minors (voluntary members) | Parent/guardian files | NSO/PSA birth certificate; guardian’s valid ID & SPA |
| Physically incapacitated | Authorized representative allowed | Medical certificate + SPA authenticated by consular office if executed abroad |
| Data error correction | Choose “Change of Name/Data” instead of “Lost Card” in portal; fee is still ₱200 | PSA civil registry document supporting correction |
6. Frequently Asked Legal Questions
Is failure to replace a lost card an offense?
No, but SSS may (a) require secondary IDs for every transaction, and (b) suspend ATM-based disbursements until you present the new card.Does the Affidavit of Loss expire?
It remains valid, but if more than 6 months elapse before filing, the branch may require a fresh affidavit or updated police certification to rule out recovered cards used in fraud schemes.Can I authorize someone else to pick up my replacement?
Yes, under SSS Office Memo 2020-013, provided you execute a Special Power of Attorney and your representative brings ➊ original SPA, ➋ photocopies of both your IDs, ➌ their own valid ID, ➍ the claim stub.Will the CRN (Common Reference Number) or SSS number change?
No. Only the physical card and its chip are replaced; identifiers remain permanent.Is the ₱200 fee refundable if the original card is later found?
No. Once encoded, the replacement request is irrevocable and the lost card is automatically black-listed in the UMID central registry.
7. Statutory Penalties for Fraudulent Replacement
| Act | Statute | Penalty |
|---|---|---|
| Falsifying Affidavit/Police Report | RPC Art. 172 | Prisión correccional (6 mos 1 day – 6 years) &/or fine up to ₱1 M |
| Using another person’s UMID | RA 8484 (Access Devices Regulation) | Up to 20 years; fine equal to stolen amount but not less than ₱10 000 |
| Leaking biometrics data | RA 10173 (Data Privacy) | 1 – 6 years + fine ₱500 000–₱4 M |
8. Best-Practice Checklist for Members & Employers
- Report promptly—log the loss in My.SSS even before your affidavit is done.
- Secure supporting IDs in advance; the “Unified Multipurpose” card is deliberately harder to replace to deter serial loss.
- Educate employees (for HR/personnel officers): add card-loss reporting in your exit-clearance checklist.
- Watch for phishing—SSS never asks for your full PIN or “OTP” by e-mail/SMS when you re-enroll biometrics.
9. Model Affidavit of Loss (Essential Clauses)
- Member’s full name, SSS number, and residence.
- Description of card (UMID, CRN, date of issuance, branch).
- Circumstances of loss (where, when, how).
- Statement of diligent search and inability to find.
- Undertaking to surrender original if found and to hold SSS free from liability.
- Signature, jurat, ID details of the affiant.
(Attach sample template as Annex “A”.)
10. Practical Timeline at a Glance
Day 0 ........ Loss occurs
Day 1–2 ...... Affidavit & online appointment
Day 5–14 ..... Branch visit, biometrics, fee payment
Day 45–60 .... Card release (MM); up to 90 days outside MM11. Key Take-Aways
- Legal anchor: RA 8282 and implementing circulars empower SSS to issue/replace IDs and levy fees.
- Affidavit + online appointment are mandatory; walk-ins are not accepted in 2025.
- ₱200 replacement fee is uniform nationwide; indigent waivers do not apply (replacement is “service of convenience,” not a benefit).
- Identifiers stay the same—your SSS number and CRN never change, preserving all contribution and benefit records.
- Report within 30 days to minimize fraud risk and avoid longer verification holds on future benefit claims.
Disclaimer: This guide reflects SSS regulations and Philippine statutes in force as of 26 April 2025. Circulars change; always verify the latest SSS issuances or consult qualified counsel for complex cases.