#Work4U: Document Checklist for Fresh Grads

Lesson 6: Document Checklist for Fresh Grads

Congratulations, you have been hired for the job! Now onto processing your requirements for work. Thanks to our technology today, the processing of documents has been made easier. I know you are worried about where to process your documents, but don’t worry because we got your backs.

In this cheat sheet, you will learn where you can get your requirements to be work ready.

New Hire Requirements

Here is the list of the standard pre-employment requirements:

Birth Certificate

When processing documents, a birth certificate is one of the most required documents as this contains essential information about the individual, including their full name, date of birth, place of birth, and name of parents. Securing at least 2-3 copies of your birth certificate ensures you have enough copies to apply for the different job requirements.

Thanks to our modern technology, the processing of documents have been made easier. Securing a copy of your birth certificate can now be done through their website at PSA Website, and you can have the option to have it delivered to your doorstep.

Social Security System (SSS)

Employed citizens in the Philippines should register in the Social Security System. Securing an SSS can give you benefits such as insurance, retirement, and get sick leave benefits.

To make things easier for you, we have provided steps to follow to get an SSS number online successfully.

Prepare the necessary documents for the application, which include a valid ID and a birth certificate or any valid document that shows your date of birth, such as a baptismal certificate, driver’s license, passport, or a Professional Regulation Commission (PRC) card. If you don’t have any of these documents, you can see the list of supporting documents here.
Apply for an SSS number through their online facility at SSS online and fill out the necessary details and information. Make sure to double-check your information to ensure the correctness of your application.
After filling out the form, scan or take a clear picture of your document and upload it.
Submit your online application and check your email for updates on your application.

Note: If you did not submit your documents while filling up your application, you still have the chance to advance your documents in My.SSS account.

NBI Clearance

An NBI Clearance is a document issued by the National Bureau of Investigation as a clearance for an individual’s criminal record.

Here is a step-by-step guide on how to get your NBI Clearance online:

Visit the NBI Website and head over to their registration form. Select YES or NO if you have issued an NBI Clearance from 2014 to the present and fill up the necessary information asked.
Click the sign-up and check your messages for a One-Time Pin (OTP), then enter the OTP on the website.
After that, fill up the other necessary information and upload your photo once finished filling up the form.
Click the “Apply for Clearance” button and enter the details of one of your valid IDs.
Schedule an appointment. Select an NBI branch and choose what date and time you wish to go there. Appointments are needed to scan your photo and thumbprint and claim the printed clearance.
Select a payment method, and a reference number will appear on your screen. Pay the Php 130 fee using the reference number. (First-time job seekers are free)
After paying for your NBI Clearance, you may check under their Menu panel, Transactions, to see the status of your reference number if it has been tagged as Paid.
Wait for your scheduled appointment and bring a copy of your reference number.

Note: Bring an original and photocopy of the document/ID you have submitted on the NBI website as a reference for your application.

Pagtutulungan sa Kinabukasan: Ikaw, Bangko, Industriya at Gobyerno (PAG-IBIG) Fund

Securing a Pag-Ibig membership is also a requirement for newly hired employees. This contribution is mandatory for all employees in the country, including Overseas Filipino Workers (OFWs), to save for their future and provide employees with retirement benefits.

To apply for a PAG-IBIG Fund, follow these steps:

Visit the PAG-IBIG website and fill up their online membership registration
After completing the form, your PAG-IBIG Registration Tracking Number (RTN) will be generated and shown on your screen.
Print or take a screenshot of your RTN for your reference.
After two working days, you can verify your permanent PAG-IBIG ID number by visiting the PAG-IBIG Membership ID (MID) Number Inquiry page.
Submit your MID to your employer.

PhilHealth

PhilHealth offers health aid to qualified beneficiaries and dependents, allowing them to receive reduced hospital fees and universal health care.

Unfortunately, Philhealth doesn’t have a dedicated page on its website for new enrollees. But we have a solution for you. To register for PhilHealth in a less hassle way, you can apply for PhilHealth via Email.

Prepare a copy of your valid ID and an active email address where they can send you the confirmation, transaction number, and other relevant information regarding your online registration.
Fill out the PhilHealth Member Registration Form or PMRF
Send your completed PMRF to actioncenter@philhealth.gov.ph.
Attach a copy or photo of your valid ID.
Follow this email subject format: Register<space>Name<space>City/Province, Region.
Wait for your PhilHealth Identification Number (PIN) in your email.

Note: Acceptable file formats are PDF and JPEG.

Taxpayer Identification Number (TIN)

Obtaining a TIN is necessary for new employees. This is a one-of-a-kind, system-generated number issued by the Bureau of Internal Revenue (BIR) to a registered individual. Each TIN issued is final and does not expire, and you can acquire a TIN number for free.

For First-Time employees, your employer will typically shoulder the TIN application. All you have to do is to submit the needed documents, and they will be the ones to relay your documents for your TIN application.

Note: Only employers are allowed to process them via BIR eRegistration (eReg) portal

As mentioned, here are the requirements needed for first-time employees:

Fully accomplished BIR Form 1902
A valid government-issued ID (driver’s license, Philippine passport, National ID, Unified Multi-Purpose (UMID) card, Social Security System (SSS), NBI Clearance)
Marriage Certificate (if married)

Note: You may also use your birth certificate as a valid ID in applying for a TIN number

Transcript of Records

A copy of your school records is one of the documents employers would want to see to get a glimpse of your performance in school. You may get your transcript of records from your school’s registrar and pay for the necessary documents you have requested.

Tip: During job fairs in your school, sometimes they would invite people from SSS, PhilHealth, and other government agencies to allow you to process your documents. Don’t miss these opportunities because this can make processing your job requirements easier.