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Federal payroll forms

BIR 2305 Exemption Cert

1601-C Salary taxes

1604-CF Salary taxes

1603 Fringe benefit

MSRF Pag-ibig contribution

Er2 Employee report

Philhealth RF-1

R-5 SSS summary

R3 SSS Report

SSS ML-2

R1-A new hire

MAT-1 maternity notification

MAT-2 benefit reimbursement

BIR 1902 TIN new reg.

SSS new reg.

Philhealth new reg.

Pagibig Registration

Federal employee forms

SSS Loan Payment ML-1

BIR 2316 ITR



 

Federal payroll forms

BIR 2305 Exemption Cert
BIR 2305 Exemption Cert Purpose:

For employees who have changes to their tax situation.

Interval: Nhe

Full name: Certificate of Update of Exemption and of Employer’s and Employee’s Information
Submission by mail:
  • The employee must submit this form to the employer with the necessary supporting documents.
  • The employer must submit this form along with the supporting documents to their respective BIR Office on or before the 10th day of the following month
Submission online:
  • Make sure to follow this filename format 999999999_99999_mmddyyyy_2305_username.csv
    • First nine digits should be the employer's TIN number.
    • Next 5 digits is the Withholding Agent's Branch Code.
    • The date should be the date of update of information.
    • 2305 is the form number.
    • The last section should be the encoder's name.
  • The employer may electronically file the form using any of the following formats through the Update of Exemption of Employees Data Entry Module.
    • Microsoft Excel CSV Format.
    • Taxpayer's own extract program.
  • Employers must obtain and validate the documentary requirements submitted by employees.
Notes - Postal:
  • Exemptions that are believed to be wrongfully claimed and submitted with errors will be considered as a non-filing of BIR Form 2305.

Documentary Requirements:

  • Change of Civil Status:
    • Marriage Contract.
    • Court Order (for declaration of nullity of marriage).
  • Qualified Dependent Children:
    • Photocopy of Birth Certificate of Dependent Children.
    • Waiver of husband on his right to claim additional exemption, if wife claims Court Order.
  • Qualified Dependent PWD:
    • Photocopy of PWD ID card issued by the Person's With Disability Affairs Office or the City/Municipal Social Welfare and Development Office where the PWD resides or the National Council on Disability Affairs.
    • Sworn Declaration/Identification of Qualified PWD-Dependent, Support and Relationship.
    • Birth Certificate of the PWD.
    • Medical Certificate attesting to dosability issued by in accordance with the implementing Rules and Regulations of Republic Act No. 10754.
    • Barangay Certification certifying that the PWD is living with the benefactor.
Notes - Online:
  • The software does not need to be installed.
  • Exemptions that are believed to be wrongfully claimed and submitted with errors will be considered as a non-filing of BIR Form 2305.

Documentary Requirements:

  • Change of Civil Status:
    • Marriage Contract.
    • Court Order (for declaration of nullity of marriage).
  • Qualified Dependent Children:
    • Photocopy of Birth Certificate of Dependent Children.
    • Waiver of husband on his right to claim additional exemption, if wife claims Court Order.
  • Qualified Dependent PWD:
    • Photocopy of PWD ID card issued by the Person's With Disability Affairs Office or the City/Municipal Social Welfare and Development Office where the PWD resides or the National Council on Disability Affairs.
    • Sworn Declaration/Identification of Qualified PWD-Dependent, Support and Relationship.
    • Birth Certificate of the PWD.
    • Medical Certificate attesting to dosability issued by in accordance with the implementing Rules and Regulations of Republic Act No. 10754.
    • Barangay Certification certifying that the PWD is living with the benefactor.

1601-C Salary taxes
1601-C Salary taxes Purpose:

To file withholding taxes that has been deducted from the employee's salary.

Interval: M

Full name: Monthly Remittance Return of Income Taxes Withheld on Compensations
Submission by mail:
  • Employers can pay and file through any Authorized Agent Banks of their respective Revenue District Office.
  • In places where there are no Authorized Agent Banks, the return shall be filed and paid with the Revenue Collection Officer or the duly Authorized City or Municipal Treasurer within the Revenue District.
  • Make sure all of the copies of the form are stamped upon payment.
  • Employers must keep one stamped copy of the form for their records.
Submission online:

For New Accounts:

  1. Submit the following applicable documents to the Revenue District Office (RDO) where you are registered:
    • Letter of Intent.
    • Board Resolution.
    • Certification of Authorized Users.
  2. After submission of the accomplished enrollment eFPS form online, the application is verified and processed by a BIR personnel.
  3. The enrollee will receive an e-mail notification (within 3 to 10 working days) indicating the status of the application: whether the application has been activated or rejected or on-hold.
  4. Only activated enrollees may begin to login to eFPS using the TIN, Username, Password and Answer to Challenge Question supplied in the Enrollment Form and proceed to eFiling/ePay.

For Existing Accounts:

  1. Login to eFPS.
  2. Choose the right form and fill in fields with the required details.
  3. A Filing Reference Number (FRN) page is generated and displayed after a successful online filing and submission of the tax return.
  4. If the taxpayer has tax due to be paid, click PROCEED TO PAYMENT button at the bottom of the FRN page.

Print: 3 copies on Folio paper

Notes - Online:
  • The system will store e-filed tax returns for future reference.
  • Print confirmation screen stating that the selected bank has successfully received and confirmed to eFPS receipt of the payment instruction only if his payment for his tax dues has successfully been debited electronically. This is equivalent to the bank-validation and Official Receipt issued by the AAB.
  • If paying late, you must go to the local RDO BIR branch and get your penalty computed by the Officer-In-Charge and pay at any accredited bank agent.
  • For NGA's, all returns must be electronically filed (e-filed) and payment of the tax due must also be made on the same day, on or before the due date of submission.

1604-CF Salary taxes
1604-CF Salary taxes Purpose:

To file the summary and adjustments of all the salaries paid to employees for the tax year. To be accompanied by an alphalist.

Interval: A

Full name: Annual Information Return of Income Taxes Withheld on Compensation and Final Withholding Taxes
Submission by mail:
  1. Use the eBIRForms application. Download here.
  2. Setup your employer profile by entering the required employer details from the fields on the generated tax form to the eBIRForm software.
    • Employers only have to do this once. Once saved, enter the TIN number for future use and the employer's details will automate in the eBIRForm software.
  3. To complete the amount fields, you may get the amount from the generated tax form.
  4. Click Validate then Save.
  5. Click 'Submit' to electronically submit tax form through the use of Online eBIRForms System.
  6. An email confirmation will be received after approximately 15 minutes.
  7. Print three (3) copies of the tax form, and (3 copies) of the e-mail confirmation.
  8. Proceed to manually pay through any Accredited Agent Bank.
  9. Get all copies stamped upon payment.
  10. Take one stamped copy back for your own records.

Generate employees summary using Alphalist Data Entry & Validation Module.

  • The following are the different schedules for the Alphalist
    • Employee terminated during the year.
    • Employees hired with no previous employer within the past year.
    • Employees hired with a previous employer within the year.
    • Employees who are minimum wage earners.
  • Submit the Alphalist to esubmission@bir.gov.ph with the following information:
Submission online:

For New Accounts:

  1. Submit the following applicable documents to the Revenue District Office (RDO) where you are registered:
    • Letter of Intent.
    • Board Resolution.
    • Certification of Authorized Users.
  2. After submission of the accomplished enrollment eFPS form online, the application is verified and processed by a BIR personnel.
  3. The enrollee will receive an e-mail notification (within 3 to 10 working days) indicating the status of the application: whether the application has been activated or rejected or on-hold.
  4. Only activated enrollees may begin to login to eFPS using the TIN, Username, Password and Answer to Challenge Question supplied in the Enrollment Form and proceed to eFiling/ePay.

For Existing Accounts:

  1. Login to eFPS.
  2. Choose the right form and fill in fields with the required details.
  3. A Filing Reference Number (FRN) page is generated and displayed after a successful online filing and submission of the tax return.
  4. If the taxpayer has tax due to be paid, click PROCEED TO PAYMENT button at the bottom of the FRN page.

Generate employees summary using Alphalist Data Entry & Validation Module.

  • The following are the different schedules for the Alphalist
    • Employee terminated during the year.
    • Employees hired with no previous employer within the past year.
    • Employees hired with a previous employer within the year.
    • Employees who are minimum wage earners.
  • Submit the Alphalist through the following options:
    • As an attachment in the Electronic Filing and Payment System.
    • Through email submission at dedicated BIR email addresses using the data entry module of the BIR.
    • Through email submission using the BIR's website address at esubmission@bir.gov.ph with the following information:

Print: 3 copies on Folio paper

Notes - Postal:
  • Download Alphalist Data Entry and Validation Module.
  • Create a username and password.
  • After successfully creating a username and password, select and open the icon for the appropriate BIR Forms to be accomplished.
  • Fill up all of the applicable fields and boxes for each of the different schedules of the alphalist.
  • Click the "Generate File" button. The "SAVE AS" screen shall be displayed on top of the menu.
  • Click the "Save" button to convert the data contained in the accomplished schedules into a CSV data file format("DAT" file) and to store the same in the "eAlpha" folder.
  • Check the information in the accomplished alphalist using the Alphalist Validation Module.
  • If there is no error detected, a "Validation Successful" message will appear.
Notes - Online:
  • Download Alphalist Data Entry and Validation Module.
  • Create a username and password.
  • After successfully creating a username and password, select and open the icon for the appropriate BIR Forms to be accomplished.
  • Fill up all of the applicable fields and boxes for each of the different schedules of the alphalist.
  • Click the "Generate File" button. The "SAVE AS" screen shall be displayed on top of the menu.
  • Click the "Save" button to convert the data contained in the accomplished schedules into a CSV data file format("DAT" file) and to store the same in the "eAlpha" folder.
  • Check the information in the accomplished alphalist using the Alphalist Validation Module.
  • If there is no error detected, a "Validation Successful" message will appear.

1603 Fringe benefit
1603 Fringe benefit Purpose:

To file quarterly withholding tax taken out on fringe benefits granted to higher ranking employees.

Interval: Q

Full name: Quarterly Remittance Return of Final Income Taxes Withheld
Submission by mail:
  1. Use the eBIRForms application. Download here.
  2. Setup your employer profile by entering the required employer details from the fields on the generated tax form to the eBIRForm software.
    • Employers only have to do this once. Once saved, enter the TIN number for future use and the employer's details will automate in the eBIRForm software.
  3. To complete the amount fields, you may get the amount from the generated tax form.
  4. Click Validate then Save.
  5. Click 'Submit' to electronically submit tax form through the use of Online eBIRForms System.
  6. An email confirmation will be received after approximately 15 minutes.
  7. Print three (3) copies of the tax form, and (3 copies) of the e-mail confirmation.
  8. Proceed to manually pay through any Accredited Agent Bank.
  9. Get all copies stamped upon payment.
  10. Take one stamped copy back for your own records.
Submission online:

For New Accounts:

  1. Submit the following applicable documents to the Revenue District Office (RDO) where you are registered:
    • Letter of Intent.
    • Board Resolution.
    • Certification of Authorized Users.
  2. After submission of the accomplished enrollment eFPS form online, the application is verified and processed by a BIR personnel.
  3. The enrollee will receive an e-mail notification (within 3 to 10 working days) indicating the status of the application: whether the application has been activated or rejected or on-hold.
  4. Only activated enrollees may begin to login to eFPS using the TIN, Username, Password and Answer to Challenge Question supplied in the Enrollment Form and proceed to eFiling/ePay.

For Existing Accounts:

  1. Login to eFPS.
  2. Choose the right form and fill in fields with the required details.
  3. A Filing Reference Number (FRN) page is generated and displayed after a successful online filing and submission of the tax return.
  4. If the taxpayer has tax due to be paid, click PROCEED TO PAYMENT button at the bottom of the FRN page.

Print: 3 copies on Folio paper

Notes - Postal:
  • Have the bank teller machine validate or stamp the form as evidence.
  • This form must be submitted even if no wages or tax are due. Submit a zero return and wait for the email confirmation. Keep copies for your own record.
  • If paying by check, the amount on the form must match the amount on the check. Do not submit multiple forms with a single check.
  • If paying late, you must go to the local RDO BIR branch and get your penalty computed by the Officer-In-Charge and pay at any accredited bank agents.

If the due date falls on a weekend:

  • Filing can be done during the weekend as long as it is confirmed before the closing of the due date.
  • Payment can be made the next working day.
Notes - Online:
  • The system will store e-filed tax returns for future reference.
  • Print confirmation screen stating that the selected bank has successfully received and confirmed to eFPS receipt of the payment instruction only if his payment for his tax dues has successfully been debited electronically. This is equivalent to the bank-validation and Official Receipt issued by the AAB.
  • If paying late, you must go to the local RDO BIR branch and get your penalty computed by the Officer-In-Charge and pay at any accredited bank agent.

If the due date falls on a weekend or holiday:

  • Filing can be done during the weekend as long as it is confirmed before the closing of the due date.
  • Payment can be made the next working day.

MSRF Pag-ibig contribution
Purpose:

To submit monthly contributions for housing fund.

Interval: M

Full name: Membership Savings Remittance Form (MSRF)
Submission by mail:
  • Employers with less than 10 employees may use XLS method or:
    • Fill up form using black ink.
    • Type and print all entries in capital letters.
    • Print and submit the form to the Pag-ibig office.
  • Do not round off or omit any decimal value.
  • Newly hired employees must also be reported on this form.
Submission online:
  • To submit this form.
    • Save the xls format of this form.
    • File name format should be "EMPLOYERID + DATE OF CONTRIBUTION(YYYYMM)" e.g. 123456789000201604.xls
    • Save in a flash drive.
    • Submit the flash drive to the Pag-ibig office.
  • Do not round off or omit any decimal value.
  • Newly hired employees must also be reported on this form.

Print: 2 copies on Folio paper

Notes - Postal:

Schedule of Payments depends on the first letter of employer/business name:

  • A-D: 10th to 14th of the month
  • E-L: 15th to 19th of the month
  • M-Q: 20th to 24th of the month
  • all others: 25th to last day of month
Notes - Online:

Schedule of Payments depends on the first letter of employer/business name:

  • A-D: 10th to 14th of the month
  • E-L: 15th to 19th of the month
  • M-Q: 20th to 24th of the month
  • all others: 25th to last day of month

Er2 Employee report
Er2 Employee report Purpose:

To report newly hired employees to Philhealth.

Interval: Nhe

Full name: Report of Employee-Members
Submission by mail:
  • Make sure to indicate the employee's Philhealth and SSS or GSIS number.
  • All columns should be filled correctly except for the Date of Coverage column.
  • Submit two copies to the agency.
  • Keep a stamped copy for your records.

Print: 2 copies on Folio paper

Notes - Postal:
  • Employers must submit this form within 30 days of the start date.
  • No payment due.
  • Newly hired employees must also be listed on the Philhealth RF-1.

Philhealth RF-1
Purpose:

To submit monthly contributions to the Philhealth insurance.

Interval: M

Full name: Employer's Remittance Report
Submission by mail:
  • RF-1 must now be generated online. No more manual submission.

  • Generate SPA via your own employer account using the Electronic Premium Remittance System (EPRS).

    1. Login to https://eprs01.philhealth.gov.ph/
    2. Payment Management > Payment posting.
    3. Check all details are correct.
    4. Click the printer icon.
    5. Click 'Generate SPA/PPPS'.
    6. Click Submit.
  • Once paid, you may then save or print out the RF-1.

    1. Go to 'Transaction Monitoring' > 'Transaction History'.
    2. Find the month covered.
    3. Click the Doc icon (Print eRF1) on the left of each month.
  • To report separated employees, indicate the names of separated employees on the form within 30 days from the date of separation from the office and attach a letter that lists all of the separated employees when submitting the form.
Submission online:
  • Employers must present the SPA together with cash or company check when paying to any accredited collecting partners.
  • To create SPA
    • Login:
      1. Remittance Management > Remittance Status.
      2. Update the month of coverage period.
      3. Update the employees.
        • To add new employees, go to "Employees Management" > "Add New Employee".
      4. Then go to Payment Management > Payment Posting.
      5. Click printer icon on the right.
      6. Click generate SPA, check details and click 'Submit'.
      7. Choose the payment option.
  • Once SPA has been generated, print in 2 copies. No need to print if paying online.
  • Once paid, all employers are required to generate form (RF-1) online using EPRS. There's normally a 3 to 5 working days wait for the payment to be posted.
    1. Login to https://eprs01.philhealth.gov.ph/
    2. Payment Management > Payment posting.
    3. Click the printer icon.
    4. Payment for posting.
    5. Choose payment option.
    6. Then enter the PAR OR number and date of payment.
    7. Submit.

Print: 2 copies on Folio paper

Notes - Online:
  • The amount of payments should only be the exact Total Amount Due indicated in the SPA. No under or overpayments.
  • Splitting of payments is not allowed.
  • The SPA shall not be deleted once paid.

Submission Schedule:

  • Employers with Philhealth number ending in 0-4 (every 11th-15th day of the month following the applicable period.)
  • Employers with Philhealth number ending in 5-9 (every 16th-20th day of the month following the applicable period.)
  • If the last day of the prescribed schedule falls on a weekend or on a holiday, deadline of payment or submission of report shall be on the next working day.

R-5 SSS summary
R-5 SSS summary Purpose:

To submit all employee and employer contributions to SSS.

Interval: M

Full name: Employer Contributions Payment Form
Submission by mail:
  • Print all information in capital letters and use black ink only.
  • First make payment and get your R-5 form and your receipt stamped.
  • Bring the stamped R-5 and the payment receipt to SSS office or accredited bank.
  • Get all copies received and stamped again at SSS.
  • Take one stamped copy back for your own records.
Submission online:
  1. First, remit monthly contributions through local SSS office, online, Bayad Center or at any selected bank.
  2. Log in to SSS as an Employer.
  3. Access 'E-Services', then 'Inquiry'.
  4. Select 'Payments History', then click 'Cash Col Posted Payments'.
  5. Verify if the Receipt reference number issued for your payment has already been posted.
  6. If payment has been posted, print a copy for your own record together with the Payment receipt.

Print: 3 copies on Letter paper

Notes - Postal:
  • R-5 is then attached to both R-3 employee list and R-3 transmittal report for submission of posting of each employee contribution.
Notes - Online:
  • If the reference receipt number is not yet posted in the SSS records, the SSS website will not accept the form being submitted.

R3 SSS Report
R3 SSS Report Purpose:

To submit a summary of the total amount paid and employee contribution list.

Interval: M

Full name: R3 Employee List
Submission by mail:
  1. Sign in black ink.
  2. Generate the two R3 reports using the R3 File Gen software from the SSS website.
    • Employee list and
    • Transmittal report
  3. Save the the above output files to a USB thumb drive
  4. Print two copies of transmittal report and the employee list each.
  5. Submit the stamped R5 and the two R3 files to SSS office along with the USB thumb drive.
  6. Get all copies stamped.
  7. Take one stamped copy back for your own records.
  8. Take your USB thumb drive back.
Submission online:
  • This form may also be submitted online through BancNet.
  • You may also generate the report using the R3 File Generator software.
  • Submit the stamped R5 along with two copies of the generated R3 form to your designated SSS office.
  • Get the documents stamped and take one stamped copy back for your own records.

Print: 2 copies on Letter paper

Notes - Postal:
  • Must be submitted within ten (10) days after payment of the applicable month.
  • If submitting online, no need to create LMS.
Notes - Online:
  • Must be submitted within ten (10) days after payment of the applicable month.
  • Print the confirmation message sent to your e-mail as proof of submission.

SSS ML-2
SSS ML-2 Purpose:

To submit employees list with loan payments to SSS.

Interval: M

Full name: SSS ML-2
Submission by mail:
  1. Generate the two ML-2 reports using the LMS File Generator from the SSS website.
    • Loan Repayments Collection List and
    • Transmittal Report
  2. Save the above output files to a flash drive.
  3. Print two copies of the transmittal report and the employee list.
  4. Submit the stamped ML-1 and the two ML-2 files to the designated SSS office along with the flash drive.
  5. Once all the documents have been stamped, keep one stamped copy for your own records.
Submission online:
  1. Log in to SSS as an Employer.
  2. Under E-Services, choose 'Submission of Loan Collection List (ML-2).
  3. Select 'Create Collection List Online' and fill in required employee contributions information.
  4. Fill in Payment details.
  5. Check the information and click 'Submit'.

Alternatively, you may upload the Collection List that was generated from the LMS.

Print: 2 copies on Folio paper

Notes - Postal:
  • Must be submitted within ten (10) days after payment of the applicable month.
  • If submitting online, no need to create LMS.
Notes - Online:
  • Must be submitted within ten (10) days after payment of the applicable month.
  • Print the confirmation message as proof of submission.
  • Make sure to retrieve the flash drive after submitting.
  • This form may be submitted online through BancNet.

R1-A new hire
R1-A new hire Purpose:

To report newly hired and re-hired employees to the agency.

Interval: Nhe

Full name: Employment Report
Submission by mail:

This form must be submitted to the designated SSS branch of the employer.

Submission online:

This form may be submitted electronically through the online portal for employers.

Print: 2 copies on Letter paper

Notes - Postal:
  • Employees must be reported within 30 days of the start date.
  • Employees that aren't registered with the SSS must file
  • No payment is submitted with this form.

MAT-1 maternity notification
MAT-1 maternity notification Purpose:

To determine whether an employee is eligible for a maternity benefit from the SSS.

Interval: Nhe

Full name: Maternity Notification
Submission by mail:
  • This form must be submitted by the employer to the nearest SSS branch.
  • This form must be submitted at least 60 days from the date of conception but not later than the date of delivery.
  • The benefit is only applicable to the first 4 pregnancies of the employee, including any miscarriage.
  • If filing this form manually, one of the following documents must also be submitted:
    • Social Security card
    • Two valid IDs both with signature and at least one with photo.
Submission online:
  • Online submmission of this form can only be done by the employer, complete this form and submit to the employer.

Print: 1 copies on Letter paper

Notes - Postal:
  • Receipt of this form does not guarantee payment of maternity benefit. The SSS will assess the form submitted by the employee.
  • The processing period for this form is at least 1 month.
  • The employee claiming the exemption must have at least three posted monthly contributions within the 12-month period immediately preceding the semester of expected delivery.

MAT-2 benefit reimbursement
MAT-2 benefit reimbursement Purpose:

To reimburse maternity benefit paid to employee from the SSS.

Interval: Nhe

Full name: Maternity Benefit Reimbursement Application
Submission by mail:
  • The SS number and name of the employee claiming the benefit must be written in all the supporting documents submitted.
  • This form must be submitted with any one of the Employer's primary documents or any two of the secondary documents both with signature and at least one with photo:

Primary documents:

  • Social Security card
  • Unified Multi-Purpose ID card
  • Passport
  • Professional Regulation Commission card

Secondary documents:

  • Company ID card
  • ATM card (with cardholder's name)
  • Driver's license
  • Postal ID card
  • TIN card
  • Pag-IBIG card
  • Voter's ID

Print: 2 copies on Letter paper

Notes - Postal:

This form must be submitted with the following documents:

  • Maternity Notification duly received by SSS prior to the procedure
  • And the following documents depending on the situation:
    • For normal delivery, child's birth or fetal death certificate duly registered with the Local Civil Registrar
    • For caesarean delivery, child's birth or fetal death certificate and any document issued by the hospital indicating the type of delivery.(Operating Room Record, Delivery Report, Detailed invoice showing delivery charges)
    • See guidebook for additional requirements for miscarriage, ectopic and hydatidiform

The full amount of the maternity benefit shall be given in advance by the employer, within thirty days from the date of filing maternity leave.


BIR 1902 TIN new reg.
BIR 1902 TIN new reg. Purpose:

To register for a TIN number for employees who do not possess a TIN number. Also used to report newly hired employees to the designated RDO of the employer.

Interval: Nhe

Full name: TIN number request
Submission by mail:
  • Newly hired employees must fill up and submit to their employer.
  • Employers must fill in required fields and submit to designated RDO.
Submission online:

Employees may secure their TINs from their respective employers who in turn must be enrolled with eTIN. Click here.

Print: 3 copies on Folio paper

Notes - Postal:
  • Document requirement for employees registering for a Taxpayer Identification Number:
    • Birth certificate or any valid identification card of applicant showing complete name, address, date of birth and signature (Driver's license, PRC ID or passport)
    • Marriage contract, if applicable
    • Waiver of husband to claim additional exemption, if applicable.
    • Birth certificate/s of dependent/s, if applicable.
    • Employment certificate or valid company ID with picture and signature, if available.
  • Possession of more than one Taxpayer Identification Number is punishable by law.

SSS new reg.
SSS new reg. Purpose:

To furnish an SS number for employees who do not have one.

Interval: Nhe

Full name: SSS number request
Submission by mail:
  • Fill in and sign in black ink only.
  • Print all information in capital letters.
  • Submit this form together with the original/certified true copy or photocopy of any of the primary or any two (2) of the secondary documents:

    Primary Documents:

    • Birth Certificate
    • Baptismal Certificate
    • Passport
    • Professional Regulation Commission (PRC) Card
    • Driver's License

    Secondary Documents:

    • Record of Employment/Employer ID
    • GSIS Member’s Record
    • Certification from National Archives
    • Alien Certificate of Registration
    • School/Voter's Identification Card
    • Driver’s License
    • School ID
    • NBI Clearance
    • TIN card
    • Voter's ID
Submission online:
  • Employees may register for their SS number online.
  • The employee will receive a set of instructions through e-mail and will need to submit an original/certified true copy or photocopy of any of the primary or any two (2) of the secondary documents:

    Primary Documents:

    • Birth Certificate
    • Baptismal Certificate
    • Passport
    • Professional Regulation Commission (PRC) Card
    • Driver's License

    Secondary Documents:

    • Record of Employment/Employer ID
    • GSIS Member’s Record
    • Certification from National Archives
    • Alien Certificate of Registration
    • School/Voter's Identification Card
    • Driver’s License
    • School ID
    • NBI Clearance
    • TIN card
    • Voter's ID
  • If married, bring a copy of your Marriage Contract.

Print: 2 copies on Letter paper

Notes - Postal:
  • No payment needed.
  • This form is not needed if new hire already has an SSS number.
  • No one should have more than one SS number.
Notes - Online:
  • The link sent to the employee's email will within 5 days and once it expires, the employee will have to furnish a new application.
  • The employee's membership status with SSS will remain temporary until they submit the required documents. This means that the SS Number can only be used for:
    • Contribution payment and employee reporting by the employer.
    • Submission of required documents for conversion of Membership Status from temporary to permanent.
  • Availment of SSS loans and benefits (subject to qualifying conditions) and UMID Card Application (provided applicant has one (1) posted contribution) is only allowed for permanenet membership status.

Philhealth new reg.
Philhealth new reg. Purpose:

To furnish a PhilHealth number for employees that do not have one. Also used to update or correct previously submitted information.

Interval: Nhe

Full name: PhilHealth number request
Submission by mail:
  • Type or fill all entries in capital letters.
  • All fields in Item 1 are mandatory. Employee must fill in all fields that apply.
  • This form must be submitted to the nearest PhilHealth office by the employer or employee.
Submission online:
  • Employees may register online.
  • The employee will receive an e-mail with a set of instructions.
  • The employee will be given a transaction number that will be used as a reference for their application.
  • An e-mail will be sent containing the PhilHealth number once the application is successful.

Print: 2 copies on Letter paper

Notes - Postal:
  • No payment is needed for this form.
  • Employees do not need to submit this form if they already possess a PhilHealth number.
  • Employees may submit this form if they need to udate or correct any information previously submitted.
Notes - Online:
  • No payment is needed for this form.
  • Employees do not need to submit a paper form if they are applying online.

Pagibig Registration
Pagibig Registration Purpose:

To register newly hired employees without a Pag-IBIG MID number.

Interval: Nhe

Full name: Pag-IBIG number request
Submission by mail:
  • Type or print all entries in block or capital letters.
  • Fill-in and submit the form at any Pag-IBIG branch or field office.
Submission online:
  • Employees may register for their MID number online.
  • Employees will be issued a temporary tracking number which they will use to retrieve their permanent MID number.

Print: 2 copies on Letter paper

Notes - Postal:
  • If the employee supplied a cellphone number, they will receive a text message containing the Registration Tracking Number (RTN).
  • Once the MID number is available, the newly registered employees will receive instructions through text on how to get their permanent Pag-IBIG MID number.
  • Employees that registered without a cellphone number may login to the Pag-IBIG website 2 days after the registration and may print the MDF form containing their permanent MID number.
  • Newly hired employees do not need to complete this form if they already possess a Pag-IBIG MID number.
Notes - Online:
  • If the employee supplied a cellphone number, they will receive a text message containing the Registration Tracking Number (RTN).
  • Once the MID number is available, the newly registered employees will receive instructions through text on how to get their permanent Pag-IBIG MID number.
  • Employees that registered without a cellphone number may login to the Pag-IBIG website 2 days after the registration and may print the MDF form containing their permanent MID number.
  • Newly hired employees do not need to complete this form if they already possess a Pag-IBIG MID number.

 

Federal employee forms

SSS Loan Payment ML-1
SSS Loan Payment ML-1 Purpose:

To submit loan payments collected from employees to SSS.

Interval: M

Full name: Monthly-Salary/Calamity/Educational/Emergency/Stock Investment Loan Payment Return
Submission by mail:
  • Sign in black ink.
  • Make payment first and get ML-1 form and your receipt stamped.
  • Bring the stamped ML-1 and the payment receipt to SSS office.
  • Get all copies received and stamped again at SSS.
  • Take one stamped copy back for your own records.
Submission online:
  1. First, remit monthly contributions through local SSS office, online, Bayad Center or at any selected bank.
  2. Log in to SSS as an Employer.
  3. Access 'E-Services', then 'Inquiry'.
  4. Select 'Payments History', then click 'Cash Col Posted Payments'.
  5. Verify if the Receipt reference number issued for your payment has already been posted.
  6. If payment has been posted, print a copy for your own record together with the Payment receipt.

Print: 4 copies on Letter paper

Notes - Postal:
  • This form is then attached to form ML-2 for submission of employee payment details.
  • Paper filing is only for employers with 10 or below employees.
Notes - Online:
  • This form may be submitted online through BancNet.
  • If the Reference Receipt Number is not uploaded in the SSS records, the SSS website will not accept the form.";

BIR 2316 ITR
BIR 2316 ITR Purpose:

A certificate given to employees annually showing income, benefits and withholding taxes paid by the employee for the previous year.

Interval: A

Full name: Certificate of Compensation Payment / Tax Withheld For Compensation Payment With or Without Tax Withheld
Submission by mail:
  • Employers must issue the form to each employee on or before the 31st of January of the succeeding year in which payment was made.
  • File/submit to the BIR the duplicate copy, duly signed by both the employer and employee, not later than February 28 following the close of the calendar year.
  • Keep one copy for your own records.

Print: 2 copies on Folio paper

Notes - Postal:

Substituted Filing: when the employer's annual return (Form 1604CF) may be considered as the “substitute” Income Tax Return (ITR, Form 1700) of employee if the employee signs the substitution filing.

Qualifications for Substituted Filing:

  • Employee receives purely compensation income (regardless of amount) during the taxable year.
  • Employee receives income from a single employer in the Philippines during the taxable year.
  • The amount of tax due from the employee at the end of the year equals the amount of tax withheld by the employer.
  • If married, the employee's spouse also complies with all three (3) aforementioned conditions, or otherwise no income.
  • The employer files BIR Form No. 1604-CF.
  • Employee has BIR Form 2316 or BIR Form 2306 issued by his employer.

Employers of (Minimum Wage Earner) MWEs are still required to issue BIR Form No. 2316 to the MWEs on or before January 31 of the following year.


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