How to Replace a Lost UMID ID in the Philippines: Requirements and Process

This guide explains the end-to-end process for replacing a lost Unified Multi-Purpose ID (UMID) card in the Philippines—who handles your case, what to bring, step-by-step filing, costs, timing, and practical tips. It’s written for both private-sector SSS members and government employees/pensioners covered by GSIS.

Quick context. The UMID is a government photo ID that carries your CRN (Common Reference Number) and is used across SSS, GSIS, PhilHealth, and Pag-IBIG. Losing it doesn’t cancel your membership in any agency, but you should replace it promptly to prevent misuse of your identity credentials.

Legal and Policy Background (Why the Process Looks This Way)

Executive Order No. 420 (2005) created the UMID system (standard data set and biometrics), later implemented via EO 700 (2008) with SSS as lead implementer for card production for SSS members and GSIS handling issuance to government sector members/pensioners.
Data Privacy Act of 2012 (RA 10173) governs how your personal and biometric data are processed—agencies will verify identity, require affidavits, and limit card reissuance to protect you.
PhilSys (National ID, RA 11055) exists alongside UMID. Your PhilID does not automatically replace your UMID. Agencies may accept PhilID for transactions while you wait for a replacement, but if you rely on UMID for benefits/services, you should still re-issue it.

Who Handles Your Replacement

SSS members (private sector, OFWs, voluntary, self-employed): Apply with SSS.
Government employees and GSIS pensioners: Apply with GSIS.
If you’re both an SSS and a GSIS member, file with the agency that issued your most recent UMID.

Immediate Steps After You Lose Your UMID

Write down when/where you lost it. You’ll need details for your Affidavit of Loss.
Prepare a notarized Affidavit of Loss. (Template below.)
Monitor your government accounts. If you see suspicious activity (e.g., loans or benefit claims), inform the relevant agency’s branch or hotline.
Update your contact details (mobile, email, mailing address) with SSS/GSIS before re-issuance to ensure successful delivery.

Requirements (Checklist)

For SSS-issued UMID (lost card)

UMID Card Application (Replacement) — form is available at SSS branches (and commonly downloadable).
Notarized Affidavit of Loss (or Affidavit of Mutilation if damaged card).
Valid ID(s) for identity verification. Bring one primary government-issued photo ID (e.g., Philippine Passport, Driver’s License, PRC ID, PhilID, Postal ID) or two secondary IDs if you don’t have a primary.
Official fee for card replacement (commonly around ₱200; amounts can change).
Supporting civil registry documents only if you also need to update data (e.g., PSA marriage certificate for surname change, court order for corrections). In SSS, data changes are done via Member Data Change Request (Form E-4) before the card request is finalized.

For GSIS-issued UMID (lost card)

UMID Replacement/Enrollment form from GSIS.
Notarized Affidavit of Loss.
Valid government-issued ID(s).
Replacement fee (GSIS-posted rates apply).
Supporting documents for any data changes (marital status/name, etc.).

Tip: If you don’t currently hold any valid government ID, consider securing a PhilID or Postal ID first. These also help you in other transactions while waiting for your UMID.

Step-by-Step: SSS Replacement

Book/confirm how your branch accepts clients. Many branches require a My.SSS appointment for ID/biometric services; some allow limited walk-ins.
Fill out the UMID Card Replacement application and check “Lost” as the reason.
Appear personally at the SSS branch for identity verification.
- If your biometrics are already on file, recapture may be optional; SSS may still take a fresh photo/signature/fingerprints to ensure card security.
Submit your notarized Affidavit of Loss and valid ID(s).
Pay the replacement fee at the cashier (keep your official receipt).
Get your acknowledgment/transaction stub (contains your control or transaction number).
Card production and delivery. The card is typically mailed to your registered address.
(Optional) UMID ATM Pay Card. Some members opt to upgrade their UMID via a partner bank to add ATM functionality (this may have bank-specific steps/fees). You can ask about doing this during your replacement request.

Processing time: Commonly 4–8 weeks from successful capture and fee payment, depending on location, printing backlogs, and delivery. (Rural/remote addresses can take longer.)

Step-by-Step: GSIS Replacement (Government Sector)

Go to a GSIS office (or designated UMID enrollment/replacement site).
Accomplish the replacement form and mark “Lost” as the reason.
Present your Affidavit of Loss and valid ID(s).
Verify identity & biometrics (photo/signature/fingerprints captured or confirmed).
Pay the replacement fee (keep the official receipt).
Wait for card printing and delivery to your mailing address or per GSIS instructions.
Activation/PIN: If your card is linked to kiosks or an ATM feature via a partner bank, follow activation instructions.

If You’re Overseas (OFW/Resident Abroad)

You still have options:

SSS: Check if there’s an SSS Foreign Office in your host country. If not, you can authorize a representative in the Philippines through a Special Power of Attorney (SPA) executed before a Philippine Embassy/Consulate.
- Your representative brings: SPA, their valid ID, your valid ID (copy), Affidavit of Loss, and the application.
- Where biometrics are required, SSS will use existing biometrics on file or advise you of options.
GSIS: Similar representation is generally possible—coordinate with GSIS for SPA and acceptable identity proof.
Delivery: Cards are usually delivered to a Philippine address. Some members opt to claim/activate on their next home leave.

Fees and When Replacements May Be Free

Lost or stolen card: You pay the replacement fee (often ~₱200 for SSS; GSIS posts its own rates).
Mutilated/defective card not due to your fault: Agencies sometimes waive fees if the defect is attributable to production errors; bring the damaged card.
Data changes (name, birthdate, etc.): Updating records is separate from the card replacement and may have its own documentation requirements (and occasionally a separate fee).

Government fees can change. Use the official receipt as proof of payment and keep a copy with your Affidavit of Loss and application.

Delivery, Tracking, and What to Do If It’s Late

Where it goes: Cards are commonly sent by post/courier to your recorded address.
Tracking:
- In SSS, you can check My.SSS for ID/UMID card status or contact the SSS hotline.
- For GSIS, use GSIS service channels/helplines.
Undelivered/returned cards: If mail returns to the agency due to address problems, you may need to update your address and request re-mailing (some scenarios may involve fees).

Security, CRN, and Your Other Government Benefits

Your CRN stays the same. A replacement card will not change your CRN.
If you later find the old card: It should be considered invalid once you receive the new one. Surrender the old card to the agency for proper disposal.
Notify other agencies only if needed. You don’t have to “cancel” the UMID with PhilHealth/Pag-IBIG/GSIS/SSS one by one. However, if you suspect misuse (e.g., someone attempting a loan), notify the relevant agency.

Common Problems (and How to Fix Them)

No valid ID to prove identity: Get a PhilID or Postal ID first, then re-apply.
Wrong name/date of birth in agency records:
- SSS: File a Member Data Change Request (E-4) with supporting civil registry documents (PSA).
- GSIS: File the counterpart data correction/update request with supporting documents.
- Only after the record is fixed should you request the replacement card.
Address changed after filing: Update address immediately with SSS/GSIS so your card isn’t mailed to the wrong place.
Multiple recent replacements (red flags): Expect stricter identity checks and possibly additional documentary requirements.

Using Other IDs While Waiting

You can transact using other primary government IDs accepted by the agency (e.g., PhilID, Passport, Driver’s License, PRC ID, Postal ID). For SSS, many in-person transactions accept these while your UMID is in process.

Frequently Asked Questions

Is UMID required to claim SSS benefits or loans? Not strictly, but UMID is the most convenient ID the agencies prefer. Other accepted IDs may suffice case-to-case.

Can I upgrade to a UMID ATM Pay Card when replacing? Often yes through a partner bank (with separate bank procedures/fees). Ask the branch during filing.

What if my UMID was used by someone else? Report immediately to the concerned agency (SSS/GSIS—and Pag-IBIG/PhilHealth if applicable). Consider filing a police blotter if there’s fraud, and keep copies of all documents.

Is there a deadline to file a replacement after loss? No statutory deadline, but earlier is safer to reduce identity-misuse risk.

Do seniors/PWDs get fee discounts? Government fees are generally not subject to the usual senior/PWD discounts (those cover goods/services under specific laws), but you can always ask the counter for current policy.

Affidavit of Loss (Simple Template)

AFFIDAVIT OF LOSS I, [Full Name], of legal age, [civil status], Filipino, with residence at [Address], after having been duly sworn, depose and state that:

I am the holder of a Unified Multi-Purpose ID (UMID) issued by [SSS/GSIS], bearing CRN/SSS/GSIS No.: [if known].

On or about [date], at [place], I discovered that said UMID card was lost and despite diligent efforts, I have been unable to locate it.

I undertake to inform the issuing agency if the card is later found and to surrender the old card should it come into my possession after replacement.

I am executing this Affidavit to attest to the loss and to request issuance of a replacement UMID card.

Affiant’s Signature over Printed Name ID Presented: [Type/No.] SUBSCRIBED AND SWORN before me this [date] at [city], affiant exhibiting the ID indicated above. Notary Public

Bring the notarized (signed and sealed) original when you file.

Practical Tips

Photocopy everything (Affidavit, IDs, receipt, application). Keep digital photos/scans too.
Use a stable mailing address where someone can receive the card during office hours.
Avoid posting your card online (your CRN is sensitive).
Check agency updates before visiting; branches sometimes adjust appointment rules and fees.

Final Notes

Procedures and fees can change over time and can vary by branch. The outline above reflects standard practice and policy logic used by SSS and GSIS. For the most accurate current fee, form version, and appointment rules, confirm directly with your SSS or GSIS branch or their official hotlines before you go.