Vietnam – Online Submission Now Required for Most Applications

What has changed

The  Vietnamese Ministry of Labor Invalids and Social Affairs (MOLISA) has announced that commencing 1 July 2017, companies must submit applications for new work permits, work permit renewals, job position approvals, and work permit exemption certificates online through a unique nationwide MOLISA portal (http://dvc.vieclamvietnam.gov.vn/). All documents need to be converted into soft copy and uploaded to the portal. The draft decree released in January this year introduces guidelines on the implementation of the electronic submission of work permit application documents.

The July 1, 2017 roll-out date affects applications in Hanoi, Vung Tau and Tra Vinh provinces. Departments of Labor in other provinces are likely to implement this new regulation in coming weeks or months, but no roll-out date has yet been released.

Who is affected?

  • All clients submitting applications for new work permits, work permit renewals, job position approvals, and work permit exemption certificates.

What to expect

To be able to file applications, employers must complete a one-time registration to create an online account (by registering with an email address and create a password). They must also set-up a digital / e-Signature (of the company’s authorized representative / signatory who will sign on work permit application forms) to authenticate the user when uploading an application through the portal.  For the initial registration and e-Signature, employers will need to complete the following steps:

  • Create an account online by registering their corporate information; and
  • Set up an e-Signature that allows the system to verify uploaded documents and their source through one of the assigned service providers.

Clients who have yet to register for an account with the government portal or obtain their e-signature for their company’s authorized signatory are required to do so as soon as possible in order to facilitate the transition before the system is implemented nationwide. Employers filing applications in Hanoi, Vung Tau and Tra Vinh provinces should register immediately for an online account.

Approvals will be granted based on the documents submitted online. However, original hard copies of all supporting documents must still be presented for verification at the last stage of issuance of related Work Permit document. Authorities will then compare hard copies with previously submitted soft copies.

According to authorities, it is expected that the processing time will be reduced as follows. Since this is new, it is yet to be seen if the authorities will be able to keep to their charter.

 

Application Process              Old Processing Time Expected New Processing   Time
Job Position Approval              Fifteen (15) business days Ten (10) business days
New Work Permit              Seven (7) business days Five (5) business days
Work Permit Renewal/Work Permit Exemption              Seven (7) business days Three (3) business days

 

Note that online services for the Vietnam labor authorities are still in early stages of implementation, and reliability, functionality, and overall security are still developing. We will continue to provide further updates as they become available.

What you need to do
Planning ahead
  • Companies must register online via the portal (link above) for the company username and create a password as soon as possible. We recommend that clients use a dedicated email address or alias under the sponsoring entity’s domain name (i.e. HNWP@ABCcompany.com) when creating the account.
  • Companies must also install their own e-signature to authenticate the user when uploading a new application. The e-signature is required, so we recommend all clients register for a digital signature of their local entity’s representative (who also signs on the Work permit application forms) as soon as possible.
  • Contact your Emigra Worldwide representative for further details on how these updates may impact you or your client.