Replacement and Online Retrieval of a Lost UMID Card
Everything Philippine residents, workers, and lawyers need to know (as of 29 May 2025).
1. What the UMID Is—And Why It Matters
The Unified Multi-Purpose ID (UMID) is a single smart-card issued by four government agencies—the Social Security System (SSS), Government Service Insurance System (GSIS), Philippine Health Insurance Corporation (PhilHealth) and Home Development Mutual Fund (Pag-IBIG). Its legal foundation is Executive Order 420 (2005), as amended by EO 700 (2008), which mandates a shared, biometrics-based ID for all covered members. Because the chip stores fingerprint templates, demographic data, and links to social-security and pension records, a lost UMID is both an identity-security and benefits-access issue.
2. Governing Laws, Rules, and Circulars
| Instrument | Key Provisions for Loss/Replacement | Notes |
|---|---|---|
| EO 420 & EO 700 | Authorize data capture, card personalisation and inter-agency use | Sets high bar for data protection |
| Republic Act 10173 (Data Privacy Act 2012) | Obliges agencies to safeguard biometric/demographic data; breach notification duties | A lost card = potential data breach |
| SSS Circular No. 2015-009 | ₱200 replacement fee; requires Affidavit of Loss | Still the operative SSS fee order |
| GSIS UMID Guidelines 2016 | One free card per member; ₱200 for replacements; Affidavit of Loss mandatory | Applies to all national & local gov’t employees |
| PhilSys Act (RA 11055, 2018) | Does not repeal UMID, but eventual integration planned | National ID is separate; UMID remains valid |
3. Immediate Legal Duties When Your UMID Is Lost
Execute an Affidavit of Loss
- Sworn before a notary public or the barangay captain.
- Narrate date, place, and circumstances of loss, and pledge to surrender the card if found later.
Report to Issuing Agency (SSS or GSIS) “without unreasonable delay.”
- Under the Data Privacy Act, you must help the agency mitigate risks of identity theft.
Deactivate Linked Services
- If your UMID doubles as an ATM payroll card (e.g., UnionBank, DBP, PNB), call the bank’s hotline to block withdrawals.
Failure to notify promptly may expose you to liability for fraudulent use downstream (e.g., Social Security fraud, falsified loan applications) and may slow down re-issuance.
4. Replacement Through the SSS (Private-Sector & Voluntary Members)
| Step | Action | Practical Tips |
|---|---|---|
| 1. Prepare Documents | a) UMID Card Replacement Form (SSS Form E-6 Rev 2022) b) Valid photo ID (passport, driver’s license, PhilSys) c) Original Affidavit of Loss | Photocopy everything; bring the original affidavit for sighting. |
| 2. Pay the Fee | ₱200 at the SSS branch cashier or via My.SSS > E-Services > UMID Replacement using GCash, PayMaya, or BancNet. | Keep the electronic payment reference; you’ll enter it in the online application. |
| 3. Biometrics Capture | Usually not required if your fingerprints/photo on file are < 5 years old; branch will advise. | Dress in dark-colored top, remove accessories; the camera rejects flash glare. |
| 4. Receive Acknowledgment Stub | Contains the 14-digit UMID Application Reference Number (ARN). | You’ll need the ARN to track status online. |
| 5. Track & Claim | Log in to My.SSS → “Inquiry” → “Document Delivery” or call SSS Hotline 1455. Cards are printed in batches at the main ID Center in Quezon City. | As of April 2025, average turnaround is 25–30 working days for NCR members, 35–45 days provincial. Bring the stub and one valid ID when claiming. |
Online-only Pilot (2024 →)
During 2024 the SSS soft-launched a fully online renewal path for members whose biometrics are less than three years old: file the form and affidavit PDF in My.SSS, pay the fee, choose courier delivery (₱70 NCR / ₱120 outside NCR). The branch visit is skipped entirely. Expect wider rollout in late 2025.
5. Replacement Through the GSIS (Government Employees & Pensioners)
- Book an Appointment via eGSISmo or GSIS Touch app → “UMID Card Replacement.”
- Upload a scanned Affidavit of Loss and government office ID; wait for approval.
- Appear at the selected GSIS Wireless Automated Processing System (GW@PS) kiosk only if fingerprint recapture is prompted.
- Pay the ₱200 fee over-the-counter or charge to the member’s GSIS eCard bank (LANDBANK/UnionBank).
- Claim at the GSIS branch or bank partner within 20–30 working days.
Pensioners abroad may execute the affidavit at the Philippine Embassy/Consulate and mail it to GSIS Foreign Service Unit; the new card is released through a designated representative under Special Power of Attorney.
6. What If the Card Is Later Found?
Return it to the agency for physical destruction—even if damaged—because duplicate UMIDs cannot coexist. Using a “found” UMID when a replacement has been issued is a criminal offense under the Revised Penal Code (falsification of documents) and violates EO 420 data-integrity rules.
7. Online Retrieval of UMID Information (When You Only Need the Number)
Sometimes you just need your UMID Common Reference Number (CRN) or SS Number, not the physical card.
| Scenario | Where to Retrieve | Requirements |
|---|---|---|
| Need CRN for Pag-IBIG loan | My.SSS dashboard (for SSS-issued cards) | Active My.SSS account |
| Need GSIS BP Number | eGSISmo → Profile | Active eGSISmo |
| Verify card print status | My.SSS → E-Services → UMID Status Inquiry | ARN + My.SSS |
| Bank needs UMID for KYC | Print your My.SSS generated certificate showing SS number & CRN | Bank may still insist on physical ID within 90 days |
Important: Philippine law does not (yet) recognise “digital UMID” as a full-fledged ID for AML/KYC. Only physical cards satisfy BSP Circular 706 minimum two-photo ID rule. Expect policy shifts once PhilSys digital ID gains inter-operability.
8. Data-Privacy and Security Checklist
- Notify the National Privacy Commission (NPC) only if you suspect personal data was compromised (e.g., the UMID was linked to a payroll account with PIN).
- Reset PINs on any ATM-enabled UMID through the issuing bank.
- Block Stale Biometrics: replacement automatically invalidates the lost card’s chip certificate, rendering the fingerprints useless in SSS kiosks.
- Shred photocopies of the old card once the replacement arrives.
Administrative fines under the Data Privacy Act range from ₱500,000 to ₱5 million for reckless handling of personal data.
9. Frequently-Asked Questions
| Question | Short Answer |
|---|---|
| Is the Affidavit of Loss always needed? | Yes. SSS & GSIS will refuse to process without it. Police blotter is optional unless the loss involved theft. |
| Can I expedite the card? | No express lane exists; production queue is centralised. Beware of fixers. |
| Will PhilSys replace UMID? | Not in 2025. A convergence roadmap is being drafted, but the UMID remains valid indefinitely. |
| What if my married name changed? | File both a replacement (for loss) and a data-change request; processing time resets. |
| Can my representative claim the card? | Yes, with an SPA and the representative’s two valid IDs. |
10. Best-Practice Tips for Lawyers & HR Officers
- Attach sample Affidavit-of-Loss templates to your employee handbook.
- Keep a secure list of ARN/CRN numbers (encrypted) for emergency verification.
- When terminating employees, confirm receipt or proper surrender of UMID to avoid benefit-claim disputes.
- Cite EO 420 and NPC Advisory 2020-04 when drafting data-loss incident reports.
11. Conclusion
Replacing a lost UMID card is procedural, inexpensive, but legally rigorous. The combination of sworn affidavit, modest ₱200 fee, and 3–6-week production pipeline remains the national standard. Online retrieval of status and certain data points (CRN, ARN) is already live through My.SSS and eGSISmo, with full end-to-end online replacement slated for broader rollout by late 2025. Until then, physical presence—even for a quick identity-verification photo—anchors the legal validity of the card.
For clients and HR practitioners, the key takeaway is speed and completeness: secure the affidavit, file the replacement immediately, monitor status online, and practice diligent data-protection protocols.
This article is for general informational purposes and is not a substitute for formal legal advice. For case-specific concerns, consult qualified Philippine counsel or the issuing agency.