Legally Required Document

Applicable to: All business entities employing workers

Holder of Document: Business entity (forest business entity) meeting specific social security contributions of its workers that has applied to the SSNIT for this clearance for a specific purpose. 

Signature required by:
The SSNIT Branch Manager for the SSNIT Director General (from the SSNIT office serving the locality of the forest entity).

Key considerations when checking the doc:
1. Does the certificate bear the SSNIT logo?
2. Was the certificate valid in terms of the expiry date indicated on it?
 Does the number of workers on the certificate consistent with what is declared by the business entity in other transactions?
 Does the name on it correspond with the entity and the TIN on its Tax Clearance Certificate, as well as the business registration number on the business registration certificate?
 Is the certificate signed by the SSNIT branch manager or high officer?
 Check on the certificate to understand which of the three conditions (a, b and c) was the certificate issued.

Purpose and content of document:
The SSNIT clearance certificate is supposed to certify that the entity to whom it is issued has paid all social security contributions, including any penalties, has submitted all contribution reports, and fulfills all other obligations under the National Pensions ACT 2008 (Act 766) as at the date of issue of the certificate or as may be specified on the certificate. See item a, b and c on sample certificate. It is issued for a specific purpose and therefore should be issued for the purpose of proof of compliance with legal timber operations. It contains information on the certificate number, the name of the SSNIT branch office that issued the certificate, the dates of issue and expiry, the entity to which it is issued, the nature of business, business registration number, tax identification number, business address and location, telephone contact and the contact person, and the number of workers.

Evidence limitations and weaknesses:
This clearance certificate does not guarantee that that holder is up to date with payment of contributions and penalties and that all workers in the establishment are benefiting from social security contributions, as SSNIT audits of companies has not been effective. It is helpful to ask for the “Contribution payment advice” for the month preceding the date of issuance of the certificate to see the entity’s payment covers the through balance of contribution payments and penalties.
Also, the clearance certificate gives no indication as to whether the company has paid the Tier 2 contributions of its workers, which is outside the function of SSNIT but an important social security requirement being defaulted by many forest business entities.