Common Mistakes in Preparing Social Insurance Dossiers by HR and How to Fix Them

Date: 2025.12.29

In enterprises, the Human Resources (HR) department serves as the central point for receiving, processing, and submitting social insurance (SI) dossiers for employees. Although these procedures are not unfamiliar, in practice HR teams still frequently encounter errors during the preparation and submission process—especially when handling electronic transactions. Such errors often lead to application rejections, wasted processing time, disruptions to employees’ benefits, and delays in overall business operations.

The article below provides a comprehensive overview of the most common mistakes HR professionals encounter, along with detailed solutions, helping HR teams save time and minimize the risk of dossiers being returned.

1. Incorrect Enterprise or Employee Information Entry

This is the most common error when handling electronic social insurance (SI) dossiers. Frequently incorrect information fields include:

• Incorrect tax code / unit code / managing social insurance authority code
(Error codes: SE003, SE004, SE005, CE010)

Causes:

– HR enters an incorrect tax code for electronic transaction registration.
– The unit code does not match the information issued by the Social Insurance Authority.
– The wrong managing Social Insurance Authority is selected.

How to fix:

– Go to Settings → Service Usage Information to recheck and verify the details.
– Compare the information with the confirmation email from Vietnam Social Insurance.
– Look up the information on the Social Insurance website:
https://baohiemxahoi.gov.vn/tracuu/Pages/don-vi-tham-gia-bhxh.aspx
– If incorrect → re-register or update the information immediately.

2. Incorrect Dossier Structure, Wrong File Format, or Exceeding the Allowed Number of Attachments

(CE006, CE030, CE031)

• Incorrect XML structure
– Often caused by system upgrades or changes in dossier structures by the Social Insurance Authority.
– Or the company’s software has not been updated in time.

• Uploading too many attached files
– The Social Insurance system allows a maximum of 6 files per dossier.

How to fix:

– Merge all supporting documents into one single file before uploading.
– Update the AMIS/MISA software or the IVAN system currently in use.
– Contact technical support if a system-related error is suspected.

3. Digital Signature Errors – The Most Common Issue HR Faces

(CE013, CE014, CE015, CE017, CE022, CE024)

Common issues include:

– Using a digital signature different from the one registered with the Social Insurance Authority.
– The digital signature has expired or been revoked.
– Attached files are signed before being uploaded → resulting in rejection.
– The digital signature does not comply with the standards set out in Circular No. 04.
Circular No. 04 reference:
https://thuvienphapluat.vn/van-ban/Cong-nghe-thong-tin/Thong-tu-04-2019-TT-BTTTT-quy-dinh-ve-lien-thong-cung-cap-dich-vu-chung-thuc-chu-ky-so-418372.aspx

How to fix:

– Update the new digital signature under Settings → Digital Signature.
– Use only the exact token that has been registered with the Social Insurance Authority.
– Regularly check the validity period of the digital signature.
– If the document does not require pre-signing → use a “clean” (unsigned) file and sign it directly on the system.

4. Errors Due to an Unclosed Previous IVAN Service or Duplicate Registration

(CE006, CE007, CE044, OE001)

Causes:

– The enterprise previously registered an IVAN service with another provider, but HR is not aware of it.
– The previous IVAN service has not been fully terminated → preventing registration of a new IVAN service.
– The system detects duplicate registrations with the same enterprise information.

How to fix:

– Terminate the old IVAN service and wait for the confirmation email.
– Recheck the service status in the software system.
– Contact the provider’s live chat support to quickly resolve duplicate registration issues.

5. Submitting the Wrong Procedure or Incorrect Declaration Code

(CE026, CE031, CE049)

Common issues include:

– Submitting procedures that are not supported for electronic filing.
– Using incorrect declaration codes due to changes in the Social Insurance system.
– For dossiers under codes 641a/642a, HR selects multiple employees → exceeding the allowed limit.

How to fix:

– Carefully verify the procedure before submission.
– Update the software to synchronize with the latest declaration codes.
– For 641a/642a dossiers → select only one employee.

6. Dossiers Rejected Due to Invalid Information

(Error codes: 005, 263)

Common reasons:

– Incomplete address information: missing house number, street name, or building name.
– Scanned business license files are unclear or cannot be opened.
– Incorrect selection of the social insurance contribution method.
– Declaration content does not meet the requirements specified by the Social Insurance officer.

How to fix:

– Review the email sent by the Social Insurance Authority, which clearly states the required corrections.
– Duplicate the rejected dossier and revise the information accordingly.
– Prepare clear, high-quality files in the correct PDF/JPEG format.

7. Social Insurance System Interruption Errors

(SE999, CE999)

Symptoms:

– Unable to submit dossiers due to system freezing or unresponsiveness.
– Dossiers remain in a “processing” status with no response.

How to fix:

– Wait for an official notice indicating that the system has resumed normal operation.
– Submit the dossier at a different time.

8. What Should HR Do to Minimize Social Insurance Dossier Errors?

✔ Carefully review information before submission
→ Helps reduce dossier errors by up to 70%.

✔ Provide internal training for new HR staff on e-social insurance procedures
→ Many errors arise because staff are not yet familiar with the processes.

✔ Monitor the validity of digital signatures and corporate legal documents
→ Avoid unnecessary rejections.

✔ Maintain a social insurance dossier checklist for each type of procedure
→ Enables HR to process dossiers quickly – accurately – completely.

✔ Choose a reputable IVAN service provider with fast support
→ Support response speed directly impacts dossier processing timelines.

9. Conclusion

In practice, most errors in preparing electronic social insurance dossiers do not stem from overly complex procedures, but rather from very common issues such as mismatched information, incorrect process handling, or technical disruptions during submission. If not identified early, these errors can cause dossiers to be returned multiple times, prolong processing timelines, and disrupt employees’ entitlements.

However, once HR professionals clearly understand why errors occur and know how to handle them correctly, the process becomes much simpler. Submitting dossiers is no longer a burden, but a proactive, fast, and accurate workflow. Beyond minimizing the risk of rejection, HR also helps ensure that employees’ rights are implemented in a timely manner—demonstrating the company’s professionalism in human resource management.