Providing SSS E-1 Retrieval Guide

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The guide must include the legal framework surrounding the SSS (Social Security System), the relevant laws, such as the SSS Act of 1997 (Republic Act No. 8282), and circulars about procedures for online retrieval. I'll incorporate required steps and provide a clear summary, though I can’t check for any more recent changes as per their request.

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SSS E-1 Number Online Retrieval Guide (Philippines) Comprehensive legal commentary and practical handbook Updated – 8 May 2025

1. Statutory and Regulatory Framework

Legal Source	Key Provisions Relevant to Online E-1 Retrieval
Republic Act No. 11199 (Social Security Act of 2018)	• §§ 8–14: membership, coverage, issuance of SSS numbers. • § 24(f): duty of the Social Security System (SSS) to computerize its operations and offer digital access.
SSS Implementing Rules & Regulations (IRR, 2019)	Rule 5, §§ 1–3: electronic submission and authentication of registration records; recognition of the E-1 Personal Record.
SSS Circular No. 2019-006	Launch of the upgraded My.SSS web portal; mandates acceptance of electronic copies of the E-1 form bearing “Electronically Generated” annotation.
SSS Circular No. 2021-002	Authorizes the SSS Mobile App as an official channel for retrieving member information, including the E-1-generated SS Number.
Data Privacy Act of 2012 (RA 10173) & NPC Advisory Opinions	Personal data in the E-1 is “sensitive personal information”; SSS must apply strict authentication, encryption, and purpose limitation.
Supreme Court doctrine on administrative due process (e.g., Garcia v. SSS, G.R. 58049, Sept 6 1995)	While procedural, the case affirms that members have the right to “timely access” to their records; courts give wide latitude to SSS to adopt modern retrieval mechanisms so long as they are reasonable and secure.

2. Understanding the E-1 Form and the “E-1 Number”

Nature of the E-1. E-1 Personal Record is the foundational registration form for employees, self-employed, and voluntary members. Until 2015 the paper form was physically stamped with a “SS Number” in the upper-right corner. In 2015–2018 SSS informally began calling it the “E-1 number” in some guidance notes, but the legally recognized identifier remains the SS Number.
Legal Effect.
- Confers prima facie proof of coverage (§ 9, RA 11199).
- Prerequisite for contribution posting, benefit claims, and Unified Multi-Purpose ID (UMID) enrolment.
Digitization. From 2019 the E-1 is automatically generated (PDF) by the My.SSS and Mobile App platforms. The file includes a QR code linking to SSS’s registry; printouts are accepted by employers per Circular 2019-006.

3. Eligibility to Retrieve the E-1 / SS Number Online

Category	May Retrieve Online?	Additional Requirements
Registered My.SSS user	✔	Valid e-mail and password
First-time registrant with existing SS Number (paper E-1 issued years ago)	✔	Must create My.SSS account; one-time online verification via (a) UMID PIN, (b) mobile OTP, or (c) employer’s SSS-registered business number
Members with no SS Number	✘ (must first generate)	Use “Apply for an SS Number” wizard, then the E-1 PDF is auto-emailed
Deceased / incapacitated member’s heir	✘ (online)	File request at branch with SPA or heirship documents – privacy constraints
Employer retrieving employee’s E-1	✔ (limited)	Through My.SSS > Employer Login > “Employee Records”; requires employee consent under RA 10173

4. Step-by-Step Guide

(A) Via the My.SSS Web Portal)

Access https://member.sss.gov.ph.
Log in – two-factor authentication (2FA) mandatory since Jan 2024.
Go to: Member Info ➜ SS Number / Employer ID Retrieval.
Select “Generate E-1 (Personal Record)”.
System prompts for:
- Birthdate, mother’s maiden name (data consistency check).
- CAPTCHA + one-time PIN (OTP) sent to registered mobile/e-mail.
Automatic display of:
- Your SS Number in bold type.
- A download link for the E-1 PDF.
- A unique Transaction Reference Number (TRN) for audit.
Save the PDF to a secure local drive.
(Optional) Print on A4; QR code must remain scannable.

(B) Via the SSS Mobile App)

Install / update to version 5.3 (June 2024 or later).
Log in ➜ tap “Generate Documents”.
Choose E-1 Personal Record; confirm one-tap biometric authentication (Face ID / fingerprint).
App displays SS Number; PDF auto-saves to device and can be e-mailed.

5. Troubleshooting & Legal Remedies

Issue	Action	Legal/Regulatory Support
Forgot user ID / password	Use “Forgot Credentials” link; answer challenge questions or upload selfie-with-ID	NPC Advisory 2017-01 allows biometric verification for government IDs
Portal says “records not found”	Possible mismatched birthdate; file R-6 Request for Data Correction (branch)	RA 11199 § 24(k): SSS obliged to correct errors
OTPs not received	Verify updated mobile number via Member’s Data Change Request; alternative e-mail OTP option	SSS Circular 2022-009 mandated secondary e-mail for redundancy
Employer refuses to honor e-generated E-1	Cite Circular 2019-006; file report with SSS Employer Compliance Section	Non-acceptance is a violation; penalty up to ₱5,000 per employee under § 28(f), RA 11199
Suspected data breach	Notify SSS Data Protection Officer; file complaint with National Privacy Commission	RA 10173 §§ 20–21, NPC Rules of Procedure

6. Compliance Duties of Employers

Registration timeline. Within 30 days from first day of employment (§ 24(a), RA 11199).
Record-keeping. Employers must retain either the original paper E-1 or the electronic copy containing the QR code for at least 10 years (§ 24(c)).
Authentication. Employers may confirm the authenticity of an e-generated E-1 by scanning the QR code; the landing page will show a cryptographically signed hash and the notation “Valid – no alterations”.
Penalties. Failure to register or falsifying an E-1 is punishable by:
- Administrative fine up to twice the value of the contributions unpaid, and/or
- Criminal liability: imprisonment of 6 years and 1 day to 12 years (§ 28[h]).

7. Data Privacy & Cyber-Security Highlights

Lawful basis: Processing is necessary for the fulfillment of a statutory obligation (Art. IV, § 12[a][3], IRR of RA 10173).
Retention period: SSS retains electronic E-1 files for the lifetime of the member plus 10 years (SSS Privacy Notice, rev. 2023).
Best practice for members:
1. Never post screenshots of your SS Number on social media.
2. Use a strong, unique password and activate 2FA.
3. Delete cached copies of the E-1 from public computers.

8. Frequently Asked Questions

Question	Answer (legal + practical)
Is the “E-1 number” legally distinct from the SS Number?	No. “E-1 number” is merely colloquial; the controlling identifier is the SS Number assigned under § 8(h), RA 11199.
Can I have two E-1 records?	Prohibited. Multiple SS Numbers constitute fraudulent concealment and may result in merging of records plus penalties.
Does the e-generated E-1 need a wet signature?	Not anymore. Circular 2019-006 deems “digital issuance” equivalent to a signed original under the Philippines’ E-Commerce Act (RA 8792).
Is retrieval free?	Yes. All channels (portal, app, kiosk) are free pursuant to § 4[g], RA 11199 (services without additional charge).
Can foreign-based Filipinos retrieve online?	Yes, provided their mobile number can receive SMS abroad or they use an e-mail OTP.

9. Summary Checklist for Members

Have you created a My.SSS account?
Is your e-mail and mobile number up to date?
Do you know or have you reset your password recently?
Have you stored the PDF copy of your E-1 securely?
Have you informed your employer of your correct SS Number?

Completing all five steps ensures full compliance with RA 11199 and readiness to claim benefits or file loans without delay.

10. Final Notes

The SSS continuously refines its digital platforms; always check the latest circulars before relying on specific screen layouts or menu names.
No private third-party website is authorized to issue or retrieve E-1 documents.
Keep abreast of SSS advisories (posted on the official SSS Facebook page and portal banners) for any scheduled maintenance that may affect online retrieval.

Prepared by: [Your Name], Philippine attorney-at-law This article is issued for general informational purposes and does not constitute formal legal advice. For case-specific concerns, consult the SSS or a qualified practitioner.