How to Replace a Lost UMID Card in the Philippines

I. What Is the UMID Card?

The Unified Multi-Purpose ID (UMID) card is a government-issued identification card primarily used by:

  • SSS (Social Security System) – private sector, self-employed, voluntary, OFWs
  • GSIS (Government Service Insurance System) – government employees
  • PhilHealth – national health insurance
  • Pag-IBIG Fund (HDMF) – housing fund

It is a photo-bearing, biometrics-based ID that serves as:

  • A valid government ID in many public and private transactions
  • An access card for SSS/GSIS kiosks and counters
  • In some cases, an ATM-enabled card (through a partner bank)

Losing your UMID card does not cancel your SSS/GSIS membership or benefits, but it can expose you to identity theft risks and inconvenience in transactions. That is why replacement is strongly recommended and, in practice, necessary.

II. Legal and Regulatory Background

While you don’t need to memorize the exact numbers of all issuances, here is the legal backdrop:

  • Executive Orders standardizing government IDs designated SSS as the primary implementer of the UMID system and provided for data-sharing among SSS, GSIS, PhilHealth, and Pag-IBIG (subject to privacy rules).

  • SSS and GSIS internal circulars set the rules on:

    • Who may be issued a UMID card
    • When and how replacements may be requested
    • Applicable fees and exemptions

  • Data Privacy Act of 2012 (RA 10173) governs how agencies must protect the personal data stored in and associated with your UMID.

  • Revised Penal Code and other special laws penalize:

    • Use of falsified or fake IDs
    • Impersonation, identity theft, and fraud in claiming benefits

In short, replacing your UMID card is not just a practical step; it has legal implications both for your protection and for preventing misuse.

III. When Can (or Must) a UMID Card Be Replaced?

You can generally request a replacement UMID card in any of these situations:

  1. Loss or theft

  2. Damaged or worn-out card, including:

    • Broken or cracked plastic
    • Faded photo or printed data
    • Unreadable magnetic stripe or chip

  3. Change of personal details, such as:

    • Change of surname (e.g., marriage, annulment, legal separation with change of name)
    • Correction of mis-encoded data (birth date, name spelling, etc.)

  4. Defective card upon issuance, such as:

    • Printing error or mis-encoding attributable to SSS/GSIS
    • Card not functioning properly with kiosks or terminals, without the member’s fault

Important: If the defect is the government’s fault, the replacement may be free. If the loss or damage is your fault, a replacement fee usually applies.

IV. First Steps After Losing Your UMID Card

As soon as you realize your UMID is lost or stolen:

  1. Treat it as a compromised ID. Anyone holding your card can see your name, photo, and number, which may be misused to:

    • Impersonate you in certain transactions
    • Attempt to access benefits, loans, or government services

  2. If your UMID is ATM-enabled, immediately:

    • Call the partner bank’s hotline (shown on the card, if you still have a record)
    • Report the card as lost/stolen and request blocking of ATM functionality

  3. Prepare to execute an Affidavit of Loss, which usually states:

    • Your full name and basic personal details
    • UMID card number (if you recall or have a record)
    • Date, place, and circumstances of the loss
    • Statement that the card has not been found and that you will surrender it to SSS/GSIS if later recovered

    This may need to be notarized, depending on current implementing rules and the branch’s practice.

  4. Monitor your accounts and benefits

    • If you get suspicious notifications about transactions in your name, report them immediately to SSS, GSIS, the bank, or the concerned agency.

V. Who Handles Your Replacement?

1. SSS Members (Private Sector, Self-Employed, Voluntary, OFWs)

If you are an SSS member (most private sector employees and many self-employed persons), your UMID replacement is processed by SSS.

2. GSIS Members (Government Employees)

If you are a current government employee covered by GSIS, or a GSIS pensioner whose UMID is issued via GSIS, your replacement is handled by GSIS.

In practice, most people deal with SSS branches for UMID replacement. Government workers often use GSIS service desks or designated kiosks.

VI. Common Requirements for Replacing a Lost UMID Card

Requirements may evolve, but typically include:

  1. Duly accomplished UMID Card Application Form

    • Available at SSS/GSIS branches
    • Often downloadable from the agency’s website
    • Marked or ticked as a “Replacement” or equivalent option (not “New”)

  2. Valid primary ID(s) Usually any of the following (subject to updated agency lists):

    • Passport
    • Driver’s license
    • PRC ID
    • Voter’s ID or Voter’s Certification
    • Postal ID
    • PhilSys National ID
    • Other government-issued IDs with photo and signature

    If you lost the UMID and have no other valid ID, you may need combinations of documents (e.g., birth certificate + marriage certificate + barangay certification) as secondary proof.

  3. Affidavit of Loss

    • Some branches require it always for lost cards
    • Some may accept a police blotter instead, especially if the card was stolen
    • Lawyer/notary fees may apply if notarization is needed

  4. Supporting documents if there is a change in personal data, e.g.:

    • Marriage certificate – for change of surname upon marriage
    • Court decision and supporting documents – for changes ordered by a court (e.g., legitimation, adoption, change of name)
    • Birth certificate – for corrections in birthdate or spelling of name

  5. Payment / Replacement fee (for loss or damage due to member’s fault)

    • Payable at the branch cashier, accredited payment centers, or via e-pay channels (depending on current programs)
    • The amount is set by the agency and can change, so always check the latest fee schedule

VII. Step-by-Step: Replacing a Lost UMID Card with SSS

The actual workflow can be slightly different per branch and per time period, but a typical sequence looks like this:

Step 1: Check your membership records

Before filing for a new card, make sure your SSS membership data is correct:

  • Full name
  • Date of birth
  • Civil status
  • Address
  • Contact number and email

If any of these are wrong, you may need to file a Member Data Change Request (often using a separate form) before or together with your UMID replacement.

Step 2: Secure an appointment or queue number

Depending on the SSS policy at the time:

  • You might need to schedule an appointment via your My.SSS online account or via SSS appointment systems.
  • Some branches accept walk-in visitors subject to cut-off times.

When you go to the branch, bring:

  • Filled-out UMID application form
  • Affidavit of Loss (if required)
  • At least one valid ID (or secondary documents, if you have no primary ID)
  • Cash or proof of payment for the replacement fee (if applicable)

Step 3: Submit documents at the UMID/ID counter

The SSS personnel will:

  • Check your UMID application form
  • Verify your identity against the SSS database
  • Confirm your reason for replacement (lost, damaged, etc.)
  • Ask you to pay the replacement fee, if required

If the reason is defective card due to SSS fault, you should inform them because they may waive the fee upon validation.

Step 4: Biometrics and photo capture (if required)

If SSS still has valid biometrics and photo on file, they may reuse them. Otherwise:

  • Your photo, fingerprints, and signature may be captured again using biometric devices at the branch.

This ensures the authenticity and future usability of your replacement UMID card.

Step 5: Processing and card production

Once your replacement application is accepted:

  • The branch encodes and forwards your data for centralized card production

  • You will be advised how you will receive the card:

    • Pick-up at the branch, or
    • Delivery through a partner courier (depending on current policies)

You may be given a reference number for tracking and a tentative completion window (commonly several weeks).

Step 6: Releasing the replacement card

Upon release:

  • You may be required to personally claim the card and sign a claim stub or logbook.

  • If authorized representative claiming is allowed (for seniors, PWDs, or those abroad), expect:

    • A Special Power of Attorney (SPA) or authorization letter
    • IDs of both the member and the representative

Check the printed data upon release. If you spot an error attributable to the agency, request correction immediately.

VIII. GSIS UMID Replacement (for Government Employees)

For GSIS members, the process is conceptually similar but handled through GSIS service channels:

  1. Initial reporting

    • Report loss or damage to GSIS through branch offices, call centers, or online systems (if available)
    • If the UMID is linked to any ATM/benefit disbursement account, coordinate blocking through the partner bank as advised by GSIS

  2. Completion of application form

    • Use the GSIS-specific UMID application or eCard/UMID replacement form
    • Indicate “replacement” and reason (lost, defective, etc.)

  3. Submission of documents

    • Valid ID(s)
    • Affidavit of Loss (if lost)
    • Supporting documents for any changes in personal data

  4. Biometric capture (if needed)

    • GSIS service desks or kiosks may recapture photo and fingerprints

  5. Payment of fees, if applicable

  6. Card release

    • Card may be claimed at a GSIS branch or designated pick-up point
    • Check with GSIS whether delivery or bank-branch claiming is used for your area

IX. Fees, Waivers, and Multiple Replacements

1. Standard replacement fee

Generally charged if:

  • The card was lost, stolen, or damaged due to the member’s negligence or circumstances not attributable to SSS/GSIS.

The fee amount is set by the agency and may be subject to change.

2. Situations where the fee may be waived

Examples (always subject to actual rules in force):

  • Production defect, misprinting, or encoding error by SSS/GSIS
  • Card damaged during mailing or production, through no fault of the member

3. Repeated loss or damage

If you repeatedly lose or damage cards:

  • You may still apply for replacement, but the agency may:

    • Impose fees every time
    • Scrutinize your application more strictly
    • In extreme cases, treat frequent loss as a red flag for potential fraud

There is no absolute statutory “maximum number of replacements” that applies in all situations, but habitual card replacement can raise suspicion.

X. Timelines and Follow-Up

While exact timelines change depending on production loads and policies, you should generally expect:

  • A processing period before the card is printed and delivered or released.
  • Extra time in remote or high-volume areas.

You can usually follow up by:

  • Calling the agency hotline and quoting your reference number
  • Visiting the branch where you applied
  • Checking announcements for any production delays

XI. Rights, Responsibilities, and Legal Risks

1. Rights of the cardholder

You have the right:

  • To apply for replacement of a validly issued UMID card when it is lost, damaged, defective, or needs updating
  • To fair and timely processing of your application, within reasonable administrative timelines
  • To data privacy, meaning your personal information should not be misused or unlawfully disclosed
  • To be informed of fees, requirements, and reasons in case of denial or delay

2. Your responsibilities

You are expected to:

  • Keep your UMID card in safe custody and not lend it to others for unlawful use
  • Promptly report loss or suspected misuse
  • Provide truthful and accurate information in your application and supporting documents
  • Use the card only for legitimate transactions

3. Legal consequences of misuse

The following acts can expose you (or another person) to criminal liability:

  • Using someone else’s UMID card to claim benefits or transact fraudulently
  • Presenting a fake or altered UMID card
  • Making false statements in your application or affidavit of loss
  • Participating in schemes selling or “renting” UMID cards to others

Possible consequences include:

  • Criminal prosecution under the Revised Penal Code (falsification, estafa, etc.)
  • Administrative sanctions (e.g., disqualification from certain benefits or programs)
  • Civil liability for any damage caused by fraudulent transactions

XII. Special Situations

1. Overseas Filipinos and Seafarers

For OFWs and seafarers:

  • Some SSS offices abroad or partner entities may accept UMID applications and replacements.

  • If no foreign office is available, you may:

    • Execute your Affidavit of Loss before a Philippine consulate or local notary (depending on country rules)
    • Authorize a representative in the Philippines via SPA to process the replacement on your behalf

Always ensure the SPA complies with Philippine consular/embassy requirements if executed abroad.

2. Seniors, PWDs, and medically fragile members

If a member cannot personally appear:

  • An authorized representative may file or claim on their behalf, subject to:

    • An authorization letter or SPA
    • ID of both member and representative
    • Medical certificate or documentation, in some cases

3. Minors

If the member with a UMID is a minor:

  • A parent or legal guardian usually handles the processing.
  • Supporting documents (birth certificate, guardianship papers) may be necessary.

4. Simultaneous data correction and replacement

If you discovered that your personal data is wrong at the same time you lost your card:

  • File a member data amendment alongside your UMID replacement.
  • Expect that correction of records must be completed or at least properly encoded before the card is produced, to avoid printing wrong data again.

XIII. UMID vs. PhilSys National ID

With the introduction of the Philippine Identification System (PhilSys):

  • The PhilSys ID (PhilID) and the UMID coexist, at least during the transition period.
  • Many institutions accept either as a primary government ID.
  • Having a PhilID does not automatically invalidate your UMID, and vice versa.

However:

  • Future policies might consolidate or streamline IDs further.
  • For now, losing your UMID still matters, especially for transactions that are specifically tied to SSS or GSIS systems.

XIV. Practical Tips to Avoid Future Problems

  1. Keep a record of your UMID number

    • Write it down in a secure place or store it in an encrypted digital note.

  2. Photocopy or scan your UMID card

    • While the photocopy is not valid as an ID, it helps in reporting loss and reconstructing data.

  3. Avoid using UMID as a “leave ID”

    • Don’t leave it with guards or at logbooks where others can access it unnecessarily.

  4. Use a protective card holder

    • Prevents bending, scratching, and damage to the chip or printed data.

  5. Immediately report suspicious transactions

    • If you suspect someone is using your ID, notify SSS/GSIS and relevant agencies.

XV. Summary

Replacing a lost UMID card in the Philippines is a formal administrative process governed by agency rules and general laws on identity, government IDs, and data privacy. In essence:

  • You report the loss, secure an Affidavit of Loss, and apply for a replacement with SSS or GSIS, depending on your membership.
  • You submit the UMID application form, valid IDs, pay any required replacement fee, and, if needed, have your biometrics recaptured.
  • After processing, your new UMID card is released or delivered, and you resume using it for government and private transactions.

By acting promptly and following the proper procedures, you protect both your benefits and your legal identity.

Disclaimer: This content is not legal advice and may involve AI assistance. Information may be inaccurate.

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