A Practical and Legal Guide

I. What Is the UMID Card?

The Unified Multi-Purpose ID (UMID) Card is a government-issued identification card intended to streamline and unify the identification systems of several key government agencies, particularly:

Social Security System (SSS) – for private sector workers and voluntary members
Government Service Insurance System (GSIS) – for government employees
PhilHealth – for health insurance
Pag-IBIG Fund (HDMF) – for housing and savings programs

The UMID card is tied to a Common Reference Number (CRN) or, for SSS members, the SSS number, and is widely accepted as a primary valid ID by both public and private entities (banks, government agencies, some private employers, etc.).

Although rooted in executive issuances (such as EO No. 420, standardizing government IDs) and internal rules of SSS/GSIS and related agencies, the UMID operates within the broader framework of:

The SSS Law (Republic Act No. 8282, as amended)
The GSIS Act of 1997 (Republic Act No. 8291)
The Data Privacy Act of 2012 (Republic Act No. 10173), which governs the handling of personal data and biometrics
Related administrative issuances and circulars of SSS, GSIS, PhilHealth, and Pag-IBIG

The card itself is not usually mandatory to enjoy membership benefits, but it is a highly convenient and recognized proof of identity and membership.

II. Legal and Practical Implications of Losing a UMID Card

1. Loss Does Not Terminate Membership

Losing a UMID card does not cancel or affect your membership in SSS, GSIS, PhilHealth, or Pag-IBIG. The card is a physical token of your account; your records and entitlements are stored in each agency’s database.

2. Risk of Identity Theft and Fraud

Because the UMID card is a primary ID that contains your photo, signature, and identifying numbers, its loss raises concerns such as:

Possible use in opening bank accounts or loans if a bank or lender does not exercise strict verification
Use in SIM registration or other transactions where an ID is required
Use in fraudulent claims involving government agencies or private transactions

From a legal risk standpoint, identity theft and fraud may be punishable under:

The Revised Penal Code (e.g., estafa, falsification)
Special laws such as the Cybercrime Prevention Act in certain contexts

Because of these risks, it is strongly advisable to:

Report the loss to SSS (or GSIS, as the case may be)
Inform your banks and financial institutions if the card is used as a primary ID there
Consider executing an Affidavit of Loss as a formal record

III. Who Handles Replacement: SSS vs. GSIS

Most Filipinos encounter the UMID card via SSS, especially private sector workers, OFWs, self-employed and voluntary members. Government employees often obtain their UMID through GSIS.

A. SSS-Issued UMID Cards

For SSS members, the primary point of contact is the SSS Branch where the member is registered or any branch with UMID enrollment capability. Replacement rules and fees are typically governed by SSS circulars and internal policies.

B. GSIS-Issued UMID Cards

For GSIS members (often government employees), the UMID card may also serve as an eCard or ATM card for receiving benefits. Replacement of a lost UMID/eCard is usually handled by GSIS, sometimes in partnership with a bank if the card has ATM functionality.

The general principles and documents (affidavit of loss, valid IDs, fees) are similar, but exact procedures and venues differ. This article focuses more on the SSS side, with notes where GSIS-specific issues may arise.

IV. Grounds for Replacement of a UMID Card

The rules on replacement often mention several grounds:

Lost UMID Card – accidentally misplaced, lost in transit, stolen, etc.
Damaged or Defective Card – cracked, unreadable chip/magnetic stripe (where applicable), defaced photo or signature.
Change in Member Information – change of name due to marriage/annulment, correction of date of birth or name, etc.
Biometrics Issues – poor-quality photo, signature, or fingerprint scan that needs updating.

This article focuses on lost UMID cards, with the understanding that many steps overlap with other replacement scenarios.

V. Requirements for Replacement of Lost UMID Card (SSS Context)

While exact requirements can vary slightly per branch or updated circular, the core requirements for SSS replacement typically include:

1. Duly Accomplished UMID Card Application Form (Replacement)

The same UMID Card Application is usually used, but you must tick or select the option for “Replacement” and indicate the reason (e.g., “Lost Card”).
The form will require personal details, SSS number, contact details, and information on the loss.

2. Valid Identification Documents

You will typically be required to present:

At least one (1) primary valid ID, or
In some cases, if no primary ID is available, two (2) secondary IDs/documents

Common primary IDs accepted by SSS include (examples):

Philippine passport
Driver’s license
PRC ID
Postal ID
PhilHealth ID with photo
Other government-issued IDs with photo and signature

If primary IDs are unavailable, SSS may accept combinations of:

Birth Certificate
Marriage Certificate
NBI clearance, Police clearance
Company ID
School ID (for student-members, where allowed)

Exact lists are set by SSS and may be updated periodically, but the legal standard is that SSS must reasonably verify your identity to prevent fraud, consistent with its duty of care and the Data Privacy Act.

3. Affidavit of Loss

An Affidavit of Loss is usually required for lost UMID card replacement. It is a sworn statement, typically:

Executed by the cardholder,
Notarized by a notary public,
Stating the facts and circumstances surrounding the loss of the card.

It usually contains:

Your complete name, civil status, address, and SSS number
A brief description of the UMID card (issued by SSS/GSIS, approximate date of issuance)
The date and place where you believe it was lost or stolen
The circumstances of the loss (e.g., wallet stolen, card misplaced and cannot be found despite diligent search)
A statement that the card has not been used for any unlawful purpose and that you will hold the agency free and harmless from any liability arising from fraudulent use of the lost card
A request that the agency treat the lost card as invalid and issue a replacement

Some branches may have in-house or template affidavits. However, a privately-drafted, notarized affidavit is generally accepted as long as it contains the essential declarations.

4. Payment of Replacement Fee

SSS and GSIS normally charge a replacement fee for lost UMID cards. The amount is generally modest (a few hundred pesos) but is subject to change by administrative issuances.

Key points:

The fee is usually paid at the SSS/GSIS branch teller or through authorized payment partners.
The official receipt should be kept as proof of payment and may be attached or referenced in the application.
Replacement fees may differ from fees for first-time issuance, or for damaged but surrendered cards.

Because fees change over time, it is prudent to verify the current rate through SSS/GSIS communications or branch information materials.

VI. Step-by-Step Procedure for SSS Members (Lost UMID Card)

Below is a typical flow, which may be adjusted by future SSS policies but reflects common practice:

Step 1: Report the Loss

As soon as you discover the loss, notify SSS via:
- Branch visit
- Hotline or email (if available)
- Online inquiry channels (My.SSS, etc., as systems evolve)

Although not always strictly required before filing a replacement application, prompt reporting helps:

Put SSS on notice that your card is missing
Support your later affidavit or application
Potentially flag your account for unusual activity, if any

Step 2: Prepare Documents

Prepare the following:

Completed UMID Card Application Form (with “Replacement/Lost” indicated)
Valid IDs (originals and photocopies as required)
Notarized Affidavit of Loss
Payment for replacement fee (or proof of payment if already paid)

If any personal details have changed (e.g., change of name due to marriage):

You may be required to update your SSS records first using separate forms (e.g., Member Data Change Request) and supporting documents (Marriage Certificate, Court Decree, etc.) before the UMID card is processed, so that the replacement card reflects updated data.

Step 3: Set an Appointment (if required)

SSS has increasingly used online appointment systems for transactions, including UMID capture and card replacement. While walk-in policies have existed historically, more recent practice often requires:

Booking an online appointment via the SSS website or My.SSS portal,
Selecting the branch, date, and time of visit, and
Printing or saving the confirmation slip.

Failure to secure an appointment where required may result in not being accommodated on the same day.

Step 4: Branch Visit and Biometrics Capture

During your appointment:

Submit all documents to the SSS personnel.
Pay the replacement fee if not yet paid.
Undergo biometrics capture, which may include:
- Photograph
- Signature (digitally captured)
- Fingerprint scans

Even for replacements, SSS may recapture biometrics for improved accuracy and to comply with evolving standards.

Step 5: Wait for Card Production and Release

After successful processing, the card will be sent for personalization and printing.
Delivery may be:
- Mailed to your registered address, or
- Picked up at the branch, depending on the system and your selection.

Processing can take a number of weeks, especially if there is a backlog or centralized printing.

Step 6: Receiving the New UMID Card

Upon release:

Present your claim stub, valid ID, or other proof as instructed.
Inspect the card for:
- Correct spelling of name
- Correct date of birth
- Correct SSS/CRN number
- Clear photo and signature

If there are any printing errors that are not your fault, you should raise them immediately. Often, there is a different procedure for correction of SSS error versus replacement due to member’s fault.

VII. GSIS Members and UMID/eCard Replacement

For GSIS members, particularly government employees:

The UMID may be integrated with a GSIS eCard used for loans and benefit payments.
In case of loss:
- The member should immediately report the loss to GSIS;
- If the card has ATM functionality, request that the card be blocked to prevent withdrawal or misuse;
- File a replacement request following GSIS procedures, which may involve the partner bank.

Requirements parallel those of SSS:

Affidavit of Loss
Valid IDs
Replacement fee
Possible new PIN upon issuance of the new card

Because of the financial nature of many GSIS cards, immediate reporting is particularly important to reduce risk of unauthorized withdrawals.

VIII. Interaction with the Data Privacy Act and Security Considerations

1. Data Privacy Act Obligations

Under the Data Privacy Act of 2012, government agencies such as SSS and GSIS are considered personal information controllers. They must:

Implement reasonable and appropriate security measures to safeguard personal data and biometrics;
Notify and assist data subjects in case of data breaches.

However, when you physically lose your UMID card, that is usually not a system data breach but a loss of a personal token. Still:

Agencies may provide guidance on risk mitigation;
Members are encouraged to immediately report the loss so that the card can be treated as invalid.

2. Member’s Duty of Care

Though the law imposes obligations on agencies, cardholders also have a duty of care over their IDs. Negligent handling of IDs, while not necessarily a criminal offense, can:

Complicate matters if identity theft occurs;
Affect the credibility of the cardholder’s statements in future disputes or investigations.

Timely execution of an Affidavit of Loss and prompt reporting to agencies and banks are practical ways of exercising due care.

IX. Frequently Asked Legal and Practical Questions

1. Can I still transact with SSS or GSIS if my UMID card is lost?

Yes. You can usually transact using other primary/secondary IDs, as long as the agency can verify your identity. Your membership records remain in their system.

However:

Some specific transactions or partner-institution processes may prefer or require UMID (e.g., certain bank linkages). In such cases, you may need to provide alternative IDs or wait for the replacement card.

2. Will I get a new SSS number or CRN?

No. The SSS number and CRN are permanent identifiers. Losing the card does not change your number; the replacement card should contain the same identifier.

3. Do I need a Police Report?

In ordinary cases of loss (e.g., misplacing your wallet), an Affidavit of Loss is often sufficient. A police blotter/report may be advisable if:

The card was stolen;
It was part of a robbery or similar crime;
Your bank or another institution specifically requires a police report.

While not always mandatory, a police report strengthens your evidence that the card was taken without your consent.

4. What if I find my UMID card after a replacement was issued?

As a matter of good practice and security:

Treat the old card as invalid, especially if you have already requested a replacement.
Do not use the old card anymore, to prevent confusion and potential disputes.
You may:
- Cut or physically destroy the old card, or
- Inquire with SSS/GSIS if they wish it surrendered.

5. Can I combine a name change or correction with card replacement?

Usually yes, but there is an order of steps:

Update your member records first (e.g., file a Member Data Change Request with SSS, attaching marriage certificate, court decrees, etc.).
Once your records are updated, apply for UMID replacement so that the new card reflects the correct and updated information.

Skipping the data correction step would result in a new card that still carries old or wrong information.

6. Is the UMID card being phased out in favor of the National ID (PhilSys)?

The Philippine Identification System (PhilSys) and the National ID have been rolled out to serve as a unified national identification system. Over time, this may influence how agencies use or prioritize UMID.

However, as long as SSS, GSIS, PhilHealth, and Pag-IBIG continue to issue and recognize UMID cards, the rules on loss and replacement remain relevant. In practice, many institutions accept both UMID and the National ID as primary IDs, depending on their internal policies.

X. Practical Tips and Best Practices

Photocopy or Scan Your UMID Card
- Keep a photocopy or digital image in a secure place.
- This can help in drafting the Affidavit of Loss and verifying card details, but should also be protected to avoid further privacy risks.
Record Your SSS Number and CRN Safely
- Memorize your SSS number or keep it in a secure record.
- This makes it easier to transact even when the physical card is lost.
Act Quickly When You Lose the Card
- Report the loss, especially if the card is tied to financial benefits or ATM functions.
- Delays can increase the risk of unauthorized use.
Use Banks and Agencies That Practice Strong KYC
- Choose financial institutions and service providers that properly verify identities, reducing the chance that your lost card can be misused.
Keep Updated With Agency Announcements
- Procedures, forms, and fees are subject to change via circulars and advisories.
- Before visiting a branch, it is wise to check the latest requirements through official channels or customer service.

XI. Conclusion

The replacement of a lost UMID card in the Philippines is both a legal and practical matter. Legally, the card is a key instrument in identity verification and the enjoyment of social security and government service benefits. Practically, it is one of the most widely accepted government IDs.

Losing a UMID card does not affect your membership or entitlements, but it exposes you to risks of identity misuse, which the law seeks to mitigate through careful verification, affidavits, and agency procedures. The core steps—reporting the loss, preparing an Affidavit of Loss, presenting valid IDs, paying the replacement fee, and undergoing biometrics capture—are designed to balance convenience with the need to prevent fraud and protect personal data.

Anyone who loses a UMID card should act promptly, carefully, and in coordination with SSS or GSIS, as well as with any institutions where the card has been used. By understanding both the legal framework and the practical process, cardholders can navigate the replacement procedure efficiently while minimizing risks.