A Guide to the 10 Pre-Employment Requirements Of Your New Company

A Guide to the 10 Pre-Employment Requirements Of Your New Company
Jobstreet content teamupdated on 20 May, 2022

Congratulations on your new job! It’s not an easy feat to pass the entrance exam, primary, and final job interviews. Still, you surpassed them all, and here you are, about to enter a new phase in your career.

Whether you’re a seasoned employee or a fresh graduate, your new company will usually give you a list of pre-employment requirements. Typically, the purpose of these documents are the following:

  • Verify the details you put in your resume
  • Help them run a background check
  • Confirms or applies your membership in government programs
  • Fulfills employment requirements mandated by the government

10 Pre-Employment Requirements for Your New Job

To help you fulfill your requirements easier and faster, JobStreet prepared a list of common pre-employment documents. We’ve also included tips on how you can secure them and what you need to prepare.

1. Philippine Statistics Authority (PSA) Birth Certificate

This is the official document that verifies your birth. It includes information such as your full name, gender, birthplace, the date and time of your birth, and your parents’ basic details.

Why it’s important: Your PSA birth certificate confirms your identity, nationality, and ancestry. Often, this is required in legal transactions and contracts, getting your passport, marriage, job and school applications, and in acquiring loans, benefits, and claims.

How to get it: You can directly get this from PSA CRS outlets in Metro Manila, or PSA Serbilis outlets nationwide. For now, you need to first secure an appointment via the online Civil Registration Service Appointment System before visiting the outlet. However, if you prefer contactless service, visit PSAHelpline.ph to order a copy of your PSA birth certificate online. After filling in your details and paying online or over the counter, expect your document to arrive after three to four working days in Metro Manila. If you live outside the metro, expect a waiting time of three to eight working days.

Pro Tip: If your company also requires a marriage certificate, you only need to go through the same process. Additionally, be prepared to shell out about 100 to 200 pesos more when ordering online compared to directly going to the PSA outlet.

2. Social Security System (SSS) Form E-1

All employees are required by law to be a member of SSS. According to the agency’s website, social security lets society equip its members against “hardships caused by life’s contingencies such as sickness, maternity, disability, old age, and death.”

Why it’s important: SSS gives you cash assistance, pensions or loans during emergencies. However, you and your employer should regularly pay contributions to ensure that you get full benefits. The law mandates employers to pay 70% of the contribution, while employees pay the remaining 30%.

How to get it: To get your SSS number, visit sss.gov.ph to register an account. After filling out the form and submitting it online, you will still need to visit an SSS branch to surrender additional requirements. Completing these required documents will cement your status as a permanent SSS member.

Pro Tip: If you already have an SSS number, and are merely transferring companies, prepare the SSS E-4 document. If you still don’t have your Unified Multi-Purpose ID (UMID), apply for it in your next SSS branch visit.

3. NBI Clearance

The National Bureau of Investigation (NBI) provides this document to verify that you don’t have a criminal record in the country.

Why it’s important: This clearance tells your company that you’re an honest and trustworthy individual. Moreover, you can also use this document as proof of identity, in traveling abroad, and to fix errors in your details in other legal documents.

How to get it: Visit clearance.nbi.gov.ph to register, then log in and fill out the application form. Once you’ve submitted the form and a valid ID, select an appointment schedule in your preferred NBI branch. Pay the online handling fee through the available options. NBI will give you a reference number and QR code which you can print out or take a photo of. Bring this to your appointment.

Pro Tip: First-time jobseekers can avail of a free NBI clearance by bringing valid IDsanda barangay certificate.

4. Police Clearance

The Philippine National Police (PNP) clearance proves that you have no records or complaints received in the police department.

Why it’s important: Like the NBI clearance, this document validates your status as a law-abiding citizen. You can also use this clearance to apply for a National ID or credit card.

How to get it: Go to pnpclearance.ph and register for an account. Once you’ve inputted your details, set an appointment in the nearest police station. Once you’ve received a reference number, pay the online fee. Bring the official receipt and reference number to your appointment.

Pro Tip: The PNP clearance is valid only for six months. You cannot renew it; once it expires, you have to apply for a new one.

5. Pag-IBIG Membership

The Pag-IBIG Fund is mandatory for SSS-covered employees. It is also called the Home Development Mutual (HDMF) Fund.

Why it’s important: Through monthly contributions from you and your employer, you can get financial assistance when buying or renovating your home. These loans have low interest rates.

How to get it: Head on to pagibigfundservices.com/pubreg/ to register. Provide the required information and submit the form. Expect to receive an SMS stating your Registration Tracking Number (RTN). After two working days, you will receive your permanent Membership ID (MID) number through your online account.

Pro Tip: Your employer will most probably accomplish the paperwork for your application. You will only need to provide information and your IDs.

6. PhilHealth Membership

The Philippine Health Insurance Corporation (PhilHealth) is another mandatory requirement for employees. Attached to the Department of Health, PhilHealth implements the country’s health insurance program for its citizens.

Why it’s important: PhilHealth membership gives you access to cash assistance and affordable health programs. It also helps cover doctor’s fees, medication, and hospital costs.

How to get it: Fill out two copies of the PhilHealth Member Registration Form. Submit these to your HR department. They will give you your Data Record and PhilHealth ID card.

Pro Tip: PhilHealth contributions are divided equally among the employer and employee. To get the total cost, multiply your monthly salary by 3%. For example, if you receive P20,000 as monthly pay, your monthly PhilHealth contribution is P600. This means you will be contributing P300 monthly.

Also read: Health Insurance vs. HMO in the Philippines: What are the Benefits for You

7. BIR Tax Forms

Now that you’re employed, you are required to pay taxes to the Bureau of Internal Revenue (BIR). In fact, new employees must complete and submit their BIR application within 10 days from their date of employment.

Why it’s important: The government uses your paid taxes to fund public services and infrastructure development. Also, failure to pay taxes is a crime, subjecting tax evaders to penalties and even imprisonment.

How to get it: Your employer may provide you with the BIR Form 1902, which is the Application for Registration for Individuals Earning Purely Compensation Income. You can also download this form from bir.gov.ph. Valid IDs and a marriage certificate (if applicable) are documentary requirements. You or your employer should submit these to the Revenue District Office (RDO) which has jurisdiction over your workplace.

Pro Tip: If you’re changing employers, you don’t need to apply for a new Tax Identification Number (TIN). You just need to submit your BIR Form 2316 or Certificate of Compensation Payment/Tax Withheld from your previous employer. You also need a Transfer of RDO, if you’re working in a different location.

8. Transcript of Records

This confirms your attained level of education and the school you mentioned in your resume.

Why it’s important: Your transcript of records (TOR) shows employers your past academic performance. Sometimes, companies skip this document and ask for your diploma copy instead to verify that you completed tertiary education.

How to get it: Contact your college or university to get your diploma and transcript of records.

Pro Tip: Because original copies of your TOR and diploma cost money, make several copies of them. Submit the photocopied documents to employers instead of the original ones.

Also read: Can a Master’s Degree in the Philippines Help? Here’s What Real Employers Say!

9. Certificate of Employment

According to the Department of Labor and Employment (DOLE) website, a Certificate of Employment specifies “the dates of an employee’s engagement and termination of his/her employment and the type or types of work in which he/she is employed.”

Why it’s important: This verifies your past work experience stated in your resume. With this document, your present employer can easily conduct a background check.

How to get it: Request this certificate from HR. The law mandates companies to release the Certificate of Employment within three days from the date of request.

Pro Tip: You can request for a Certificate of Employment even if you have not been terminated. You can use this as part of your travel documents to show foreign embassies your employment status.

10. Physical or Medical Exam

Ideally, the employer should pay for the pre-employment physical or medical exam. However, if you’re still a candidate and haven’t signed an employment contract, the company may ask you to pay for the medical fee.

Why it’s important: This determines your physical capacity to carry out company duties. On a personal note, this can pinpoint underlying health issues you may not be aware of.

How to get it: Companies may have a preferred health provider to conduct the tests. Your employer can schedule an appointment for you. You may also be given the freedom to choose your medical facility.

Pro Tip: Be transparent when the health care worker asks about your medical condition. This lets them know if they need to conduct further tests, and if they should make recommendations to your employer.

List of Valid IDs

To secure these documents, you need one or two government-issued IDs. Here is a list of valid identification IDs accepted by the government and private agencies:

  • Philippine Passport issued by the Department of Foreign Affairs (DFA)
  • Philippine National ID issued by the PSA
  • UMID Card issued by SSS
  • Driver’s License issued by Land Transportation Office (LTO)
  • PhilHealth ID
  • TIN ID (issued by BIR)
  • Postal ID (issued by the postal office)

Excited to join the exciting world of employment? Then #LetsGetToWork! Update your profile then search jobs on our website or download the JobStreet app on the App Store or Google Play.

Lastly, for more tips and news, check out our Career Resources.

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