How Employers Can Update Data Records at SSS

Not all employees remain with one employer until they retire. Some of them resign and find work under another employer, others get dismissed from their jobs or the company ceases to operate.

The same is true with the status of the employer, as an SSS member, it is its duty to provide SSS with accurate information. So if there are changes in its previously entered information such as phone number, operating address or name of company, a notification to SSS must be made at once.

Using the form SS Form R-8 or Employer Data Change Request, employer details of change and effectivity date should appear in the form.

For Termination/Dissolution

Single Proprietorship (SP)
- Approved Application for Business Retirement from the Municipal/City Treasurer’s OfficeIn the absence of the above, any two (2) of the following:
  - Certification of Non-Operation of Business from the Municipal/City Treasurer’s Office or Bureau of Internal Revenue (BIR)
  - Lease Contract/Joint Affidavit of Termination of Lease Contract
  - Contribution Collection List (SS Form R-3) showing the separation of its employee/s, duly received by the SSS within the first ten (10) days of the month after the applicable quarter
  - Certification of Cancellation of Registration from the Department of Trade & Industry (DTI)
  - Certification of Cancellation of Franchise from the Land Transportation & Franchising Regulatory Board (LTFRB)
  - Certification from the Philippine Contractors Accreditation Board (PCAB)
  - Death Certificate registered with the Local Civil Registrar or issued by the Philippine Consul, in case of death of the owner
Partnership/Corporation/Cooperative
- Certificate of Filing of Articles of Dissolution/Cancellation of Registration issued by the Securities & Exchange Commission (SEC)/Cooperative Development Authority (CDA)In the absence of the above, any two (2) of the following:
  - Audited Financial Statements and Income Tax Return (ITR) showing non-operation/no earnings for the applicable period/s filed with the SEC or the BIR within the prescribed period
  - Board Resolution approving the termination of business operation adopted immediately after the date of termination/dissolution and duly acknowledged received by regulatory agencies (e.g. BIR, SEC, etc.)
  - SS Form R-3 showing the separation of its employee/s, duly received by the SSS within the first ten (10) days of the month after the applicable quarter
  - Notification of business termination duly received by the SEC or the BIR within the prescribed period

For Temporary Suspension
Any two (2) of the following documents, whichever is applicable:

Notification of suspension of operation duly received by the BIR within the prescribed period
Audited Financial Statements and ITR showing non-operation/no earnings for the applicable period/s filed with the SEC or the BIR within the prescribed period
Board Resolution approving the suspension of business operation adopted within the prescribed period and duly acknowledged received by regulatory agencies (e.g. BIR, SEC, etc.)
SS Form R-3 showing the separation of its employee/s, duly received by the SSS within the first ten (10) days of the month after the applicable quarter
Certification from the Fire Department/concerned unit of the municipality/city, in case of destruction of corporate facilities due to fire/fortuitous event
Notice of Strike duly received by the Department of Labor & Employment (DOLE) with a Certification that there was no operation/employees during the strike
Lease Contract/Joint Affidavit of Termination of Lease Contract
Certificate of Non-Renewal of Business License from the Municipal/City Treasurer’s Office

For Resumption of Operation

Newly accomplished Employment Report (SS Form R-1A) reporting for coverage newly hired/re-hired employee/s

For Merger

Certificate of Filing of Articles of Merger issued by the SEC

For Amendment of Date of Coverage (DOC)
All of the following:

SS Forms R-1/R-1A (superseding initial submission)
Affidavit of employee/s attesting to the actual date of his/their employment, if still employed with the employer
Certification from the following government agencies:
- Municipal/City Treasurer’s Office
- BIR

For Change of Ownership/Corporate Officers
Any of the following, whichever is applicable

Deed of Sale/Assignment duly signed by concerned parties with the new Owner’s DTI Registration or
Business License
Deed of Donation, subject to compliance with the requirements thereto
General Information Sheet duly received by the SEC
Minutes of General Assembly (for cooperatives)

For Change of Legal Personality

Certificate of Filing of Articles or Amended Articles of Partnership/Incorporation/Cooperation issued by
the SEC/CDA

For Change of Business Name/Nature of Business
Any of the following, whichever is applicable:

Certificate of Registration of Business Name from the DTI
Certificate of Filing of Amended Articles of Partnership/Incorporation/Cooperation issued by the SEC/CDA

For Change of Business Address

Proof of billing;
Deed of Sale of Property/lease contract; or
Barangay certificate evidencing transfer to the new address

The SSS Form R-8 should be duly notarized except for changes in business address, e-mail address and telephone or fax number, and should be signed by the following officers:

Single Proprietorship – Owner or, in his absence, the legal spouse
Partnership – Managing Partner
Corporation – President/General Manager or Chairman or Corporate Secretary
Cooperative – Chairman or Corporate Secretary

In case of resumption of operation, the employer should accomplish and submit SS Form R-1A reporting newly hired or rehired employee/s within thirty (30) calendar days from date of hiring/re-hiring.

Related: SSS offices in the Philippines