(Legal and procedural guide in Philippine context)
I. Overview: What the UMID–SSS Card Is
The Unified Multi-Purpose ID (UMID) is a government-issued identification card that, for Social Security System (SSS) members, serves as a primary proof of identity for many SSS transactions and is widely accepted by banks and other institutions for identity verification. UMID is implemented through an inter-agency arrangement among participating government agencies, with SSS acting as one of the issuing agencies for its members.
In recent years, SSS has also offered variants linked to disbursement or banking features (commonly known as an UMID ATM/Pay Card through a partner bank), depending on the SSS program in effect at the time of application and the availability of card production. Because issuance models and availability can change, the replacement process should be understood as a two-part requirement:
- SSS identity and membership verification, and
- Card re-issuance (and, where applicable, banking/disbursement re-linking).
This article addresses the legal and practical steps when a UMID issued through SSS is lost, misplaced, or stolen.
II. Legal Character of a Lost UMID and Why “Affidavit of Loss” Matters
When an ID is lost in the Philippines, the common legal document required by government offices and private institutions is an Affidavit of Loss—a sworn statement executed before a notary public. While not always expressly mandated by statute for every scenario, it is routinely required as an evidentiary safeguard to:
- document the circumstances of loss,
- reduce risk of identity fraud, and
- establish that the holder is acting in good faith in requesting replacement.
Because a UMID typically bears personal identifiers (and may reflect a CRN/SSS reference data), an affidavit of loss functions as a formal record that can be used to contest unauthorized use and support corrective actions.
Important caution: If the lost UMID is an ATM/Pay Card variant, treat it like a lost bank card as well—loss has potential financial and identity implications.
III. Immediate Steps After Loss (Best Practice)
Even before filing for replacement, the following steps reduce risk:
Record the details you still have
- approximate date/time and place last seen,
- whether it may be stolen or merely misplaced,
- any suspicious circumstances.
Secure your SSS online account (My.SSS)
- change password and recovery options if you suspect compromise,
- review recent activity where possible.
If the UMID is an ATM/Pay Card variant:
- report and block the card through the partner bank’s customer channels as soon as possible,
- request instructions on replacement and any required documentation,
- monitor transactions and balances.
Consider a police blotter (optional but sometimes helpful) A police report is not always required, but it may be useful if:
- you suspect theft,
- you anticipate identity fraud, or
- an institution specifically asks for it in addition to an affidavit of loss.
IV. Who May Apply for Replacement
Generally, a replacement may be requested by:
- an SSS member with an established membership record, or
- an SSS benefit claimant/pensioner whose identity must be re-validated for continuing transactions.
Replacement usually requires the applicant to appear in person because UMID issuance relies on biometrics (photo, fingerprints, signature) and identity matching. If personal appearance is not possible due to illness, disability, or similar circumstances, SSS may allow an alternative procedure under specific conditions (typically stricter documentary requirements).
V. Common Grounds for Replacement and Their Documentary Consequences
Replacement is not one-size-fits-all. The ground affects the required documents:
A. Lost / Misplaced
Typical requirement:
- Affidavit of Loss
- valid IDs for identity verification
- SSS forms required for card replacement and/or data verification
B. Stolen (or suspected theft)
Typical requirement:
- Affidavit of Loss
- optionally, police blotter (especially if requested)
- valid IDs
- additional precautions for bank-linked cards
C. Damaged or Defective Card
Typical requirement:
- surrender the damaged card (if still available)
- valid IDs
- replacement request form A “defective” card may be treated differently from a “lost” card depending on the issuing policy at the time.
D. Replacement Due to Change/Correction of Personal Data
If replacement is tied to changes such as name (marriage/annulment), date of birth correction, or clerical error corrections, documentary support usually includes:
- PSA-issued civil registry documents (e.g., PSA Birth Certificate, PSA Marriage Certificate)
- court order, annotated civil registry documents, or other competent proof when applicable
- SSS data change request documentation in addition to the UMID request
VI. Documentary Requirements (Practical Checklist)
Requirements can vary by branch policy and by the active UMID program, but the following are commonly needed:
Affidavit of Loss (for lost/stolen) A typical affidavit includes:
- full name, address, and personal circumstances,
- statement that the UMID was lost, date/place of loss (or last known possession),
- declaration of diligent efforts to locate it,
- statement that it has not been pledged/sold/transferred,
- request for replacement,
- undertaking to surrender the card if found.
Valid IDs (originals, plus photocopies as requested) Bring at least two (2) government-issued IDs when possible. In the Philippines, identity verification often follows a “two-ID” standard when the primary ID is missing.
SSS membership details You may be asked to provide/confirm:
- SSS number and personal record details,
- employer history (for employed members),
- contribution/payment history (for voluntary/self-employed/OFW members).
SSS application/replacement forms SSS typically requires completion of the appropriate UMID application/replacement form and, if any personal data needs updating, the corresponding member data change request documentation.
Payment for replacement (where applicable) Replacement commonly involves a fee, particularly for loss due to member’s fault (lost/misplaced). The exact amount and payment channels can change depending on SSS policy and whether a bank-linked card is involved.
For UMID ATM/Pay Card variants Additional steps may include:
- bank replacement process,
- re-linking to benefit disbursement arrangements,
- separate replacement fee or bank requirements.
VII. The Replacement Procedure (Step-by-Step)
Step 1: Prepare and notarize the Affidavit of Loss
Have the affidavit notarized. Ensure details are consistent with your SSS records (name spelling, birthdate, etc.). Inconsistencies often cause delays.
Step 2: Set an SSS branch visit (appointment where implemented)
SSS frequently manages UMID transactions by controlled intake (often by appointment or limited slots) because biometrics capture and card processing are capacity-limited. Where an appointment system is used, secure a schedule before going to the branch to avoid being turned away due to slot limits.
Step 3: Go to the SSS branch for identity verification and biometrics
At the branch, the typical flow is:
- document screening (IDs + affidavit),
- membership record validation,
- biometrics capture (photo, fingerprint scan, signature),
- encoding/confirmation of delivery details or pickup arrangement.
Step 4: Pay the replacement fee (if assessed)
Payment may be done at the branch cashier or through authorized channels depending on current SSS arrangements. Keep the official receipt or proof of payment.
Step 5: Processing, printing, and delivery/pickup
Processing time depends on:
- card production capacity,
- whether the UMID program is actively issuing cards,
- whether it is a standard UMID or a UMID ATM/Pay Card variant,
- delivery method (courier vs pickup).
VIII. Where the Process Often Fails (and How to Avoid Delays)
Mismatch in personal data If your name, birthdate, or civil status in SSS differs from your PSA documents, replacement becomes a data correction case first. Resolve discrepancies before expecting smooth UMID re-issuance.
Insufficient ID support When the UMID is lost, SSS may require stronger ID proof. Bring more than the minimum if available.
Unclear affidavit An affidavit that omits material details (date/place of loss, statement of non-transfer, etc.) may be rejected.
Bank-linked card complications If your lost UMID was also used for benefit disbursement or ATM functions, you may have to coordinate two tracks: SSS identity and bank card replacement/re-linking.
IX. Special Situations
A. Found the UMID After Filing for Replacement
If you recover the lost card after executing an affidavit of loss or after the replacement request is filed, standard practice is not to continue using the recovered card. Inform the issuing office and follow instructions—especially if a new card has already been generated or if the recovered card might be considered compromised.
B. Loss With Suspected Identity Theft
If you suspect someone is using your identity:
- document incidents (messages, attempts to open accounts, etc.),
- notify relevant institutions where attempts occurred,
- secure your online accounts,
- consider reporting to authorities where appropriate, and
- keep copies of your affidavit/police report to support disputes.
C. Loss Abroad (OFW Scenario)
For OFWs, the challenge is personal appearance. Common practical approach is:
- execute affidavit of loss through the nearest Philippine consulate (if allowed) or via legally acceptable notarization procedures recognized for Philippine transactions, and
- complete the replacement upon return or through any procedure SSS permits for overseas members under existing rules.
X. Fees: What to Expect
In Philippine government practice, replacement of IDs often involves fees, especially when replacement is due to loss attributable to the holder. For UMID replacement, SSS has historically imposed a replacement charge, and bank-linked card variants may involve additional fees set by the partner bank.
Because fee schedules and waiver rules may be adjusted by policy issuances, treat the fee as a variable that will be assessed at the time of filing, and keep proof of payment.
XI. Using Alternative IDs While Waiting
While awaiting UMID replacement, SSS transactions are generally possible using:
- other government-issued IDs, and/or
- SSS online channels where identity is already established.
For private transactions (banks, remittances, telecom SIM registration contexts, etc.), acceptance depends on the institution’s KYC policy. Prepare a combination of IDs and supporting documents (PSA certificates, passport, driver’s license, PRC ID, postal ID where accepted, etc.) to maintain continuity of transactions.
XII. Legal Notes on Misuse of a Lost UMID
A lost UMID can be used for impersonation, loan fraud, or account takeover attempts. Various Philippine laws may be implicated depending on the act, such as:
- falsification and use of falsified documents (Revised Penal Code provisions),
- fraud-related offenses (depending on conduct and harm), and
- Data Privacy Act of 2012 (Republic Act No. 10173) considerations when personal data is unlawfully obtained, processed, or misused.
The practical takeaway is that the cardholder should promptly create a paper trail (affidavit, optional blotter) and secure accounts to reduce exposure.
XIII. Practical Template: What an Affidavit of Loss Commonly States
Although formats vary, the affidavit typically includes:
- identity of affiant (full name, age, civil status, citizenship, address),
- statement of ownership of the UMID and circumstances of loss,
- date/place when lost or last in possession,
- steps taken to locate it,
- declaration of non-transfer/non-pledge,
- purpose: replacement request,
- signature and notarial acknowledgment.
Accuracy matters. A sworn statement that is materially false can create legal exposure, aside from delaying processing.
XIV. Key Takeaways
- Replacing a lost UMID–SSS card is primarily an identity re-verification and biometrics process, often requiring personal appearance.
- An Affidavit of Loss is the central document for lost/stolen cases and serves as formal evidence of the incident.
- Bring multiple valid IDs and ensure your SSS record matches PSA civil registry documents to avoid conversion into a data correction case.
- If your UMID is also an ATM/Pay Card, treat the loss as both an ID loss and a bank card loss—block and replace through the relevant channels.
- Fees and issuance availability can change with policy and production capacity; the controlling requirements are those applied at the time of filing.