As part of the digital transformation process and data synchronization across public service systems, enterprises carrying out certain online administrative procedures, including procedures related to immigration, may be required to log in, perform actions, and submit applications using an organizational e-identification account. Registering an organizational e-identification account helps verify the legal status of the enterprise when carrying out online procedures, while reducing the use of personal accounts or previously issued accounts that may no longer be suitable under the updated regulations.
What Is an Enterprise E-Identification Account?
An enterprise e-identification account is an account issued to an agency or organization for use in electronic transactions, administrative procedures, and online public services.
Through this account, an enterprise can verify its organizational information, legal representative, authorized person, and carry out online procedures in accordance with the requirements of competent state authorities.
Why Does an Enterprise Need to Complete E-Identification?
Enterprises should proactively complete e-identification in order to:
- Ensure eligibility to log in and perform actions on online public service systems;
- Submit applications, monitor progress, and process the enterprise’s administrative procedures;
- Synchronize the enterprise’s legal information with the e-identification and authentication system;
- Minimize interruptions when carrying out procedures related to immigration, foreign labor, visas, work permits, and other administrative procedures.
For enterprises that frequently process applications for foreign nationals working in Vietnam, experts, managers, technical workers, or dependents, completing enterprise e-identification is an important step to avoid difficulties when the system requires login using an organizational e-identification account.
Who Can Register an Enterprise E-Identification Account?
The person registering an enterprise e-identification account may be:
- The legal representative of the enterprise; or
- A person authorized by the legal representative to carry out the procedure.
If an enterprise has more than one legal representative, the registration of the organizational e-identification account must be carried out with the consent of all other legal representatives in accordance with regulations.
Documents and Information the Enterprise Should Prepare
Before carrying out the enterprise e-identification procedure, the enterprise should check and prepare the following information:
- Enterprise code/tax code;
- Full legal name of the enterprise;
- Registered head office address;
- Information of the legal representative;
- Enterprise contact phone number and email address;
- Level 2 e-identification account of the legal representative or authorized person;
- Letter of authorization if the person carrying out the procedure is not the legal representative;
- Application form for issuance of an e-identification account for agencies and organizations, using Form TK02, if the procedure is carried out in person.
The enterprise should carefully verify the information stated on the Enterprise Registration Certificate and the information currently in use to minimize the risk of supplementation, verification, or reprocessing due to data inconsistencies.
Procedure for Enterprise E-Identification Registration
Step 1: Check the E-Identification Account of the Person Carrying Out the Registration
The legal representative or authorized person must have a Level 2 e-identification account in order to log in and register e-identification for the enterprise.
If the person carrying out the registration does not yet have a Level 2 e-identification account, they must complete the personal account registration procedure before proceeding with organizational e-identification.
Step 2: Log in to the VNeID Application
The person carrying out the registration logs in to the VNeID application using their Level 2 personal e-identification account.
After logging in, select the function related to organizational e-identification and follow the instructions shown on the application.
Step 3: Select the Organizational E-Identification Registration Method
In the organizational e-identification section, select the registration of an e-identification account for an agency, organization, or enterprise.
The system may require the declarant to identify their role, either as the legal representative or as an authorized person.
Step 4: Enter Enterprise Information
The person carrying out the procedure declares the enterprise’s information as instructed by the system, including organizational identification information, enterprise code/tax code, legal representative information, and contact information.
The enterprise must ensure that all information entered is accurate and consistent with enterprise registration data and relevant legal documents.
Step 5: Confirm and Submit the Registration Request
After completing the declaration, the person carrying out the procedure should review all information before submitting the request for an enterprise e-identification account.
If the enterprise has more than one legal representative, the registration should only be carried out after obtaining the consent of the remaining legal representatives in accordance with regulations.
Step 6: The Competent Authority Reviews and Verifies Information
After receiving the request, the e-identification and authentication management authority will review and verify the enterprise’s information against the National Enterprise Registration Database, national databases, and other specialized databases.
If the enterprise’s information is not available or is insufficient for verification, the competent authority may conduct further verification before issuing the account.
Step 7: Receive Notification of the Result
The result of the enterprise e-identification account registration will be notified to the person carrying out the registration via the VNeID application, the registered mobile phone number, or the registered email address.
If the application does not meet the requirements for account issuance, the competent authority will notify the applicant in writing, by message, or via the e-identification account of the person carrying out the registration.
Step 8: Activate the Enterprise E-Identification Account
After receiving notification that the account has been issued, the enterprise must activate the e-identification account according to the instructions on the VNeID application.
The account should be activated promptly so that the enterprise can use it when performing actions on online public service systems.
Processing Time for Enterprise E-Identification
According to regulations, the processing time for issuance of an e-identification account for an agency or organization is:
- No more than 03 working days if the information required for organizational verification is already available in the national database or specialized database;
- No more than 15 days if the organization’s information is not yet available in the national database or specialized database and further verification is required.
In practice, the actual completion time may depend on the status of the personal e-identification account of the person carrying out the registration, the accuracy of enterprise information, the data synchronization status, and the processing requirements of the competent authority.
Important Notes for Enterprises
Enterprises should proactively complete e-identification early, especially if they frequently carry out procedures related to foreign nationals, including:
- Vietnam visa procedures;
- Visa extension and temporary residence card procedures;
- Work permit procedures;
- Entry sponsorship procedures for foreign nationals;
- Procedures related to experts, managers, technical workers, and dependents.
Delays in completing an enterprise e-identification account may affect the enterprise’s ability to log in, submit applications, or monitor results on public service systems when an organizational e-identification account is required.
Case of Enterprises with a Foreign Legal Representative
For enterprises whose legal representative is a foreign national, the representative must first complete the procedure for registering a Level 2 e-identification account for foreign nationals. Only after that can the enterprise proceed with registering an organizational e-identification account in accordance with regulations.
This type of case may involve additional processing steps. Therefore, enterprises should check the representative’s residence status, immigration documents, and ability to complete e-identification in advance in order to determine a suitable approach.
How Can Nhi Gia Support Enterprises?
With experience in supporting enterprises with visa procedures, work permits, temporary residence cards, and applications for foreign nationals in Vietnam, Nhi Gia can assist enterprises in reviewing application status, preparing required information, and carrying out the necessary steps when public service systems require an organizational e-identification account.
The statutory processing time for issuance of an enterprise e-identification account is 03 working days or 15 days, depending on the data verification status. The actual service timeline will be advised by Nhi Gia after reviewing the application status, the personal e-identification account of the person carrying out the registration, the enterprise’s legal information, and the specific requirements of the competent authority.
Enterprises that need support in checking and completing enterprise e-identification procedures may contact Nhi Gia for case-specific consultation.
