This article is for general information only and does not constitute legal advice. Agency rules can change; always verify with the concerned agency (primarily the SSS) before acting.

I. Legal Framework of the UMID Card

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

Social Security System (SSS)
Government Service Insurance System (GSIS)
Philippine Health Insurance Corporation (PhilHealth)
Home Development Mutual Fund (Pag-IBIG Fund)

Key legal and policy bases include:

Executive Order No. 420 (2005)
- Standardizes and streamlines the government-issued ID system.
- Provides for the adoption of a common reference number and basic data set in government IDs.
Executive Order No. 700 (2008)
- Designates the SSS as the implementing agency for the unified multi-purpose ID system.
- Authorizes SSS to handle card production and personalization for participating agencies.
Social Security Act of 2018 (Republic Act No. 11199)
- Governs SSS operations, membership, records, and the identification of members and beneficiaries.
- UMID is a tool for identification and transaction authentication within the SSS system.
Government Service Insurance System Act (Republic Act No. 8291)
- Provides for identification of GSIS members and pensioners, for whom the UMID card is also used.
Data Privacy Act of 2012 (Republic Act No. 10173)
- Regulates the collection, processing, and storage of personal and biometric data contained in the UMID system.
- The SSS and other participating agencies act as “personal information controllers” and must comply with data privacy standards.
Agency Circulars and Memoranda (SSS, GSIS, etc.)
- SSS circulars and advisories set out the operational details, including the forms, fees, and procedures for replacement of UMID cards.
- These are administrative regulations that members must comply with in practice.

II. Nature and Uses of the UMID Card

The UMID card is:

A photo-bearing, biometric ID containing:
- Name, date of birth, sex
- UMID/Common Reference Number (CRN)
- Photo, signature, encoded fingerprints
A multi-purpose transaction card used for:
- SSS transactions (filing benefits, loans, pension inquiries)
- GSIS transactions (for GSIS members)
- Identification for PhilHealth and Pag-IBIG purposes
- General government and private sector identification (banks, employers, etc., subject to their policies)

The card is typically:

Free upon first issuance for eligible members.
Subject to a replacement fee for lost, damaged, or reprinted cards (with limited exceptions, e.g., agency-initiated re-carding programs).

III. When Is a Replacement UMID Card Needed?

A replacement UMID card may be requested in the following situations:

Loss or Theft
- Card is misplaced, stolen, or otherwise cannot be recovered.
- Member must request replacement to maintain a valid government ID and protect against possible misuse.
Damage or Defect
- Card is physically damaged (cracked, defaced, laminated or altered, burned, etc.).
- Card is no longer readable or has printing defects.
- Embedded chip (if any) becomes defective or unreadable.
Change or Correction of Member Data
- Change in civil status (e.g., single to married, married to widowed/legally separated).
- Change or correction in name, date of birth, or other personal details duly corrected in the member records.
- Corrections to encoding errors (e.g., misspelling, wrong date, etc.) once the core records at SSS/GSIS are corrected.
Biometric Recapture / Poor Quality Biometrics
- Previous biometric data (photo, signature, fingerprints) are of poor quality or unreadable.
- Agency may require recapture to ensure better matching and security.
Program-Based Recarding or Upgrading
- For example, upgrade from older ID formats to the current UMID card, or transition to a UMID card with additional functionalities (subject to special rules and promos).
- Where government/agency initiates re-carding, fees may be waived or modified.

IV. Who May Apply for a Replacement UMID Card?

SSS Members and Pensioners
- Employed, self-employed, voluntary, and OFW members with an existing UMID; and
- SSS pensioners who use the UMID as their primary SSS ID.
GSIS Members and Pensioners
- Government employees and pensioners whose UMID serves as GSIS eCard or similar.
PhilHealth/Pag-IBIG Use
- While PhilHealth and Pag-IBIG do not issue the UMID card themselves, members of these systems who also have UMID may use it for transactions with those agencies.

As a rule, the UMID card application and replacement process is coursed through SSS (or GSIS for some government workers), with SSS as the card producer.

V. Documentary Requirements for UMID Replacement

Exact requirements can vary slightly depending on whether the application is filed through SSS or GSIS, and the specific reason for replacement. Below is the general framework, particularly for SSS-based replacement.

A. Common Core Requirements

Duly Accomplished UMID Card Application Form
- There is a specific form for UMID application (and in later years, versions for replacement).
- Must be accurately and completely filled out and signed.
Valid Primary ID or Combination of Acceptable IDs
- Typically at least one (1) primary government-issued ID, such as:
  - Passport
  - Driver’s License
  - PRC ID
  - Postal ID (new)
  - Voter’s ID (where still recognized)
  - Other SSS-recognized valid IDs
- In the absence of a primary ID, a combination of secondary IDs may be accepted, subject to SSS rules (e.g., company ID + birth certificate, etc.).
Personal Appearance
- The applicant must appear in person at the branch or service office because:
  - Photo and signature are captured onsite.
  - Fingerprint/biometric scanning is conducted.
- Exceptions (such as for bedridden or physically incapable members) require special arrangements or documentary support.

B. Additional Requirements for Lost or Stolen UMID Card

For lost/stolen card:

Affidavit of Loss
- Notarized affidavit detailing:
  - Circumstances of loss/theft (when, where, how).
  - Declaration that the card has not been used or will not be used unlawfully.
- A police report may be advisable, especially in cases of theft or suspected identity theft, though not always mandatory.
Replacement Fee
- A fixed fee per SSS/GSIS schedule, payable at the time of application.
- Fees are subject to change; official receipts must be issued.
Report of Loss to Agency
- Prompt reporting is advised to reduce risks of fraudulent use.

C. Additional Requirements for Damaged or Defective Card

For damaged, mutilated, or worn-out card:

Surrender of the Old Card
- The damaged UMID card should be physically surrendered to the SSS/GSIS.
- This is often mandatory; the card is cancelled and destroyed to avoid misuse.
Replacement Fee
- Usually payable for member-caused damage.
- If the agency acknowledges that the card is defective due to production error (printing defect, chip malfunction not due to misuse), the fee may be waived or handled differently.

D. Additional Requirements for Change or Correction of Member Data

For change of name, civil status, or corrected records:

Updated Member Records
- The member must first update the SSS records via the appropriate data change form.
- Documents may include:
  - PSA/NSO Birth Certificate
  - PSA/NSO Marriage Certificate
  - PSA/NSO Certificate of No Marriage (CENOMAR) (if required)
  - Court orders or decisions (e.g., annulment, change of name)
  - Other supporting documents (adoption decree, recognition, legitimation, etc.).
Supporting Civil Registry Documents
- For name or civil status changes, certified copies from the Philippine Statistics Authority (PSA) or court documents are typically required.
Affidavits or Additional Docs (as may be required)
- Affidavit of discrepancy
- Deed of undertaking, if necessary
Replacement Fee
- As a rule, there is a fee for reprinting due to member-requested changes, except where the error is clearly attributable to agency encoding.

VI. Step-by-Step Process for Getting a Replacement UMID Card

Procedures evolve over time, especially with online appointment systems and digital platforms. The general flow is as follows (SSS context):

Step 1: Ensure Member Records Are Correct and Updated

Before applying for replacement:

Verify that all personal data (name, birthdate, civil status) stored in SSS records are correct.
If there are errors or changes, file a Member Data Change Request first, with supporting documents.
The UMID card will reflect the data recorded in SSS/GSIS, so the underlying records must be accurate.

Step 2: Secure and Accomplish the UMID Card Application Form (Replacement)

Obtain the latest UMID application form (for replacement/recarding) from:
- SSS branch/service office; or
- Official downloadable forms (if available).
Correctly fill in all required fields, including:
- Membership details (SSS Number, GSIS BP number, etc., as applicable)
- Personal information
- Reason for replacement (lost, damaged, change of data, etc.).
Do not sign the form if the signature must be done in the presence of an authorized SSS personnel (as sometimes required).

Step 3: Prepare Required Documents

Depending on your case:

Common: Valid ID(s), accomplished form
Lost: Notarized affidavit of loss
Damaged: Old UMID card to be surrendered
Change of Data: PSA and other supporting documents, plus confirmation that SSS records have been updated

Keep photocopies of all documents, as the branch may require them.

Step 4: Set an Appointment or Proceed to a Branch/Service Office

Many SSS branches have adopted an appointment system or scheduling through online portals.
Some branches may still allow walk-in transactions, especially in remote areas or depending on the latest policy.
For GSIS members, certain GSIS offices or kiosks may be designated for UMID processing.

Bring all original documents for verification.

Step 5: Screening and Evaluation at the Counter

Upon arrival:

Submit your form and supporting documents to the processing counter.
SSS personnel will:
- Validate your identity and membership record.
- Check completeness and authenticity of documentary requirements.
- Confirm that your data in the system matches what will be printed on the card.

If documentation is incomplete, you may be asked to return with additional requirements.

Step 6: Payment of Replacement Fee

If a replacement fee applies (lost, damaged, or member-initiated recarding), you will be directed to the cashier or payment facility.
Pay the prescribed amount and keep the official receipt.
The receipt may be required in case of follow-up inquiries.

Step 7: Biometric Capture and Enrollment

After payment and validation:

Proceed to the biometric capture station.
You will undergo:
- Taking of a digital photo.
- Scanning of fingerprints (typically index fingers, sometimes additional fingers).
- Capture of digital signature.
The operator will ask you to verify on-screen that your personal details are correct.

This step is crucial, as the biometric and data profile are used for identity verification across agencies.

Step 8: Acknowledgment and Claiming/Delivery Instructions

You will be informed of:
- Expected processing period (commonly several weeks).
- Whether the card will be mailed to your registered address or picked up at the branch.
Make sure your mailing address and contact details are updated and correct.

VII. Fees and Possible Penalties

A. Replacement Fees

Typical cases where fees apply:

Lost/stolen card (member’s fault).
Damaged card due to negligence or misuse.
Member-requested changes in data after the card has been issued, if not due to agency error.

Cases where fees may be waived or handled differently:

Card is defective as a result of production errors.
Agency-initiated recarding programs.
Special policy measures (subject to agency announcements).

Because specific rates can change, it is prudent to verify the current fee at the time of application.

B. Administrative and Legal Consequences

False Statements or Fraudulent Documents
- Submitting fake documents (e.g., spurious PSA certificates, falsified affidavits) may lead to:
  - Denial of application
  - Administrative sanctions by SSS/GSIS
  - Criminal liability (e.g., falsification of public documents, use of false certificates).
Misuse of UMID Card
- Lending or selling UMID cards, or using someone else’s UMID, may constitute:
  - Identity theft or fraud
  - Violation of agency rules and possibly penal laws.
Failure to Report Lost or Stolen Card
- While there may not always be a specific statutory penalty for late reporting, failure to report increases the risk of third-party misuse, which could complicate transactions and investigations later.

VIII. Processing Period and Follow-Up

A. Processing Time

Card production and delivery can take several weeks from the date of successful biometric capture.
Factors that affect processing time:
- Central printing queue volume
- Courier and postal service delays
- Data validation or technical issues

B. How to Follow Up

You may follow up:
- At the branch where you applied
- Through hotlines or contact centers
- Via available online systems/portals, where card status tracking is supported

You should keep:

Your transaction stub or acknowledgment slip
The official receipt of fees (if any)
Copies of your submitted documents (especially affidavit of loss)

IX. Special Situations and Practical Issues

A. Overseas Filipino Workers (OFWs)

For OFWs:

UMID application and replacement may be available through:
- Selected foreign-based SSS offices or representative offices
- Coordinated schedules for biometric capturing during outreach programs
Where processing abroad is not available:
- The member may apply when in the Philippines, or
- Authorize a representative to handle some aspects (e.g., submission of documents), but biometric capture generally requires the member’s presence.

B. Senior Citizens and Persons with Disabilities (PWDs)

Priority lanes are usually available for:
- Senior citizens (pursuant to RA 9994 and related laws)
- Persons with disabilities (per RA 7277, as amended)
For those unable to appear in person due to severe illness or disability:
- Special arrangements may be coordinated with the branch
- Supporting medical certificates or certifications may be required
- Actual biometric capture requirements remain, but the manner may be adjusted.

C. Minors and Dependents

UMID is generally for SSS/GSIS members rather than dependents or beneficiaries who are not members themselves.
For children or minors who are members in their own right (e.g., GSIS survivor pensioners), the agency may have special handling rules.

D. Death of Member

The UMID of a deceased member is normally no longer valid for transactions.
Survivors and beneficiaries should:
- Safely dispose of the card or surrender it to the agency when required.
- File appropriate death and survivor benefit claims.

X. Data Privacy and Security Considerations

Because the UMID card system handles biometric and sensitive personal information, the following principles apply:

Consent and Transparency
- Members should be informed about how their data will be used (e.g., identification, authentication, inter-agency verification).
Security Measures
- Agencies must secure personal data against unauthorized access, loss, or breaches.
- Biometric and personal data are subject to strict retention and access controls.
Rights of the Data Subject Under the Data Privacy Act, members have rights, including:
- Right to be informed
- Right to access
- Right to object (subject to limitations)
- Right to correct or rectify erroneous data
- Right to file a complaint with the National Privacy Commission
Misuse or Data Breach
- Unauthorized acquisition or misuse of UMID data may lead to:
  - Administrative penalties
  - Civil liability (damages)
  - Criminal penalties under RA 10173 and other laws.

XI. Practical Tips for Members Seeking UMID Replacement

Update Records First
- Before applying for replacement, ensure your SSS/GSIS data (name, birthdate, status) is accurate.
Prepare Complete Documents
- Bring both originals and photocopies.
- Have a notarized affidavit of loss ready if your card is lost.
Use Reliable Contact Information
- Ensure your address, mobile number, and email in SSS/GSIS records are up to date to avoid delivery problems.
Protect Your Existing Card
- Use a protective card holder.
- Do not punch holes, laminate, or alter the card.
Report Loss Immediately
- To reduce risk of identity fraud and facilitate replacement.
Check for Official Announcements
- Agencies sometimes adjust fees, forms, and procedures and may offer special programs (e.g., new card variants or partnerships).

XII. Summary Checklist

For a Lost UMID Card

Filled-out UMID replacement application form
Valid government ID(s)
Notarized Affidavit of Loss
Replacement fee (as prescribed)
Updated member records (if needed)
Personal appearance for biometrics

For a Damaged/Defective UMID Card

Filled-out UMID replacement application form
Valid government ID(s)
Original damaged UMID card (to surrender)
Replacement fee (unless waived for production defect)
Personal appearance for biometrics

For Change/Correction of Data

Updated member data with SSS/GSIS via Member Data Change form
Supporting civil registry or court documents (PSA birth, marriage, court order, etc.)
Filled-out UMID replacement application form
Valid government ID(s)
Replacement fee (if applicable)
Personal appearance for biometrics

Handled correctly, a replacement UMID card remains a powerful and convenient single government-issued ID that links multiple social insurance and benefit systems. Knowing the legal framework, requirements, and step-by-step process helps ensure that the replacement is processed smoothly and that the member’s identity and data remain secure.