How to Replace a Lost UMID Card in the Philippines

Introduction

The Unified Multi-Purpose Identification (UMID) Card serves as a single identification document for members of the Social Security System (SSS), Government Service Insurance System (GSIS), Philippine Health Insurance Corporation (PhilHealth), and Home Development Mutual Fund (Pag-IBIG Fund) in the Philippines. Established under Republic Act No. 9262, as amended, and further supported by Executive Order No. 420, the UMID Card integrates various government-issued IDs to streamline transactions and enhance security through biometric features such as fingerprints and facial recognition data.

Losing a UMID Card can disrupt access to essential services, including social security benefits, health insurance claims, housing loans, and government transactions. Philippine law mandates the prompt reporting and replacement of lost government-issued IDs to prevent identity theft and fraud, as outlined in the Data Privacy Act of 2012 (Republic Act No. 10173) and related regulations from the National Privacy Commission. This article provides a comprehensive guide on replacing a lost UMID Card, focusing on the legal framework, eligibility, requirements, procedures, and related considerations within the Philippine context.

Legal Basis for UMID Card Replacement

The UMID Card system is governed by inter-agency agreements among SSS, GSIS, PhilHealth, and Pag-IBIG, pursuant to Executive Order No. 420 (s. 2005), which requires the harmonization of government IDs. Replacement of a lost UMID Card falls under the administrative rules of the issuing agency—primarily SSS for private sector employees, self-employed individuals, and voluntary members; GSIS for government employees; PhilHealth for health-related integrations; and Pag-IBIG for housing fund members.

Under SSS Circular No. 2013-010 and subsequent issuances, members are entitled to request a replacement for lost, damaged, or expired cards. Similarly, GSIS Resolution No. 102 (s. 2012) and Pag-IBIG Circular No. 428 outline procedures for their respective members. Failure to replace a lost card may result in delays in benefit claims, as agencies increasingly require the UMID Card for authentication under the Ease of Doing Business and Efficient Government Service Delivery Act of 2018 (Republic Act No. 11032).

Eligibility for Replacement

Any Filipino citizen or resident who is a registered member of at least one of the four agencies (SSS, GSIS, PhilHealth, Pag-IBIG) and has previously been issued a UMID Card is eligible to apply for a replacement if the card is lost. This includes:

Private sector employees and employers.
Government employees.
Self-employed individuals, overseas Filipino workers (OFWs), and voluntary members.
Non-working spouses and other beneficiaries.

Minors or dependents typically do not hold individual UMID Cards unless they are registered members. Foreign nationals with permanent resident status or those covered under bilateral social security agreements may also be eligible if they have been issued a UMID Card.

There is no age restriction for replacement, but applicants must be capable of providing biometric data. In cases of incapacity, a legal guardian or authorized representative may apply on behalf of the member, provided they submit appropriate legal documents such as a court-appointed guardianship order or a special power of attorney notarized in accordance with the 2004 Rules on Notarial Practice.

Requirements for Replacement

To initiate the replacement process, applicants must prepare the following documents and comply with verification protocols to ensure compliance with anti-fraud measures under the Anti-Money Laundering Act (Republic Act No. 9160, as amended):

Application Form: The UMID Card Application Form (E-6 Form for SSS members or equivalent forms for GSIS/Pag-IBIG), duly accomplished. This form includes a declaration of loss and consent for data processing under the Data Privacy Act.
Affidavit of Loss: A notarized affidavit detailing the circumstances of the loss, executed before a notary public. This serves as a legal sworn statement and is required to absolve the applicant from liability in case of misuse by third parties.
Valid Identification Documents: At least two (2) valid government-issued IDs with photo and signature, such as:
- Passport.
- Driver's License.
- Voter's ID.
- Postal ID.
- Professional Regulation Commission (PRC) ID.
- Senior Citizen ID.
- PhilHealth ID (if separate). One ID must contain the applicant's birthdate for age verification.
Proof of Membership: SSS/GSIS/Pag-IBIG/PhilHealth membership records, such as contribution receipts, member data records, or online account printouts.
Biometric Data: Applicants must undergo fingerprint scanning and photo capture at the application center, as the UMID Card incorporates ISO/IEC 14443-compliant contactless chip technology for secure authentication.
Additional Documents for Special Cases:
- For OFWs: Overseas Employment Certificate or valid visa.
- For representatives: Notarized special power of attorney and ID of the representative.
- If the loss involves theft: Police report from the Philippine National Police (PNP) to support the affidavit.

All documents must be original or certified true copies, and photocopies may be required for agency records.

Step-by-Step Procedure for Replacement

The replacement process is standardized across agencies but may vary slightly depending on the primary issuing body. Applications are typically filed at SSS branches for private sector members, GSIS offices for government employees, or designated Pag-IBIG/PhilHealth centers.

Report the Loss: Immediately report the lost card to the nearest SSS/GSIS branch or via their hotlines (SSS: 1455; GSIS: 847-4747) to deactivate the card and prevent unauthorized use. This step is crucial under data protection laws to mitigate risks of identity theft.
Prepare Documents: Gather all required documents as listed above. Ensure the affidavit of loss is notarized, which can be done at any notary public for a fee ranging from PHP 100 to PHP 500.
File the Application:
- Visit the nearest branch of the relevant agency (e.g., SSS for private employees).
- Submit the accomplished application form, affidavit of loss, valid IDs, and other documents.
- Undergo biometric capture (fingerprints and photo) at the branch's kiosk.
Pay the Replacement Fee: A non-refundable fee of PHP 200 is charged for SSS-issued cards, while GSIS may charge PHP 240. Fees are subject to adjustment per agency circulars and are payable in cash or through authorized payment channels.
Receive Acknowledgment: Obtain a transaction slip or acknowledgment receipt with a reference number for tracking.
Wait for Processing: Processing time typically ranges from 30 to 60 days, depending on volume and verification. The card is printed centrally and mailed to the applicant's registered address or available for pickup at the branch.
Claim the New Card: Upon notification via SMS, email, or the agency's online portal, claim the card in person with valid ID. Activate it immediately by linking it to online accounts.

For online facilitation, members can use the SSS e-Services portal or My.SSS app to initiate the process, though in-person biometric verification is still required.

Fees and Costs

Replacement Fee: PHP 200 (SSS) or PHP 240 (GSIS), covering printing and administrative costs.
Notarization Fee: PHP 100–500 for the affidavit of loss.
Transportation and Miscellaneous: Variable, depending on location.
No penalties for loss, but repeated replacements may trigger additional scrutiny.

Indigent members may request fee waivers under agency indigency programs, supported by a certificate of indigency from the barangay.

Processing Time and Tracking

Standard processing is 30–60 days, but delays can occur due to high demand or incomplete documents. Track status via:

SSS website (www.sss.gov.ph) using member ID.
GSIS eGSISMO app.
Pag-IBIG Virtual Account. Expedited processing is not typically available, but urgent cases (e.g., for medical claims) may be prioritized upon request.

Potential Challenges and Remedies

Document Verification Issues: If IDs are mismatched, provide additional proofs like birth certificates from the Philippine Statistics Authority (PSA).
Address Changes: Update address records simultaneously to ensure delivery.
Multiple Agency Memberships: If enrolled in multiple agencies, the replacement will update all linked data.
Data Privacy Concerns: Agencies must handle personal data in compliance with Republic Act No. 10173; report breaches to the National Privacy Commission.
Fraud Prevention: If the lost card is used fraudulently, file a complaint with the PNP or Cybercrime Investigation and Coordinating Center (CICC).

Additional Considerations

Temporary Alternatives: While awaiting replacement, use other valid IDs for transactions. Some agencies accept the UMID application receipt as interim proof.
Card Maintenance: Protect the new card from damage; avoid bending or exposing to magnets, as it contains an RFID chip.
Updates and Amendments: If personal details change (e.g., name due to marriage), combine replacement with amendment requests under Civil Code provisions.
Legal Implications of Non-Replacement: Prolonged non-replacement may complicate benefit claims, potentially leading to administrative sanctions or denial of services under agency rules.
For Deceased Members: Heirs cannot replace a deceased member's card; instead, apply for death benefits using other documents.

In summary, replacing a lost UMID Card is a straightforward administrative process designed to uphold the integrity of social security systems in the Philippines. Prompt action ensures continued access to vital government services while adhering to legal safeguards against misuse. For the latest updates, consult official agency websites or branches, as procedures may evolve through new circulars or executive orders.