Shanghai work injury insurance for foreign employees

Start with emergency care, then create a dated Shanghai incident record

If the situation is urgent, seek emergency care or call Shanghai 120. Shanghai's work-injury rules allow emergency treatment at the nearest medical institution; treatment should not wait for an employer signature, a work-injury recognition decision, confirmation that the hospital is designated, passport correction or commercial-insurance preauthorization. Tell the clinical team what happened and when, but let clinicians decide examination and treatment. This guide cannot assess symptoms, choose an ambulance destination or recommend a treatment. When the worker is stable, the employer and treating institution can address transfer to the appropriate work-injury medical route.

Notify the onsite supervisor, employer HR or another responsible contact as soon as reasonably possible and use a channel that leaves a timestamp. Record the exact date, time, place, task, equipment, people present, who gave an instruction, when symptoms or injury appeared, how transport occurred and every institution visited. Preserve access-control, attendance, travel-order, dispatch, vehicle, safety, messaging and witness records before ordinary retention systems overwrite them. Keep the first medical record, triage note, diagnostic report, imaging, prescription, admission record, discharge summary, invoice and detailed charge list. Do not alter photographs, ask a witness to copy a script or exaggerate a fact.

Keep the internal employer incident report separate from the government application. A safety report, police traffic document, ambulance record, business-trip approval or hospital note can support the facts, but none is the Shanghai work-injury recognition decision. Ask HR in writing who will file, with which district, on what date and under which registered employer. If an accident involves a contractor, labour-dispatch company, overseas parent, host company or construction project, identify every entity and contract before assuming which one bears the formal filing duty.

• Emergency care first; insurance and recognition follow
• Write one factual chronology while memories and records are fresh
• Save original clinical and payment documents
• Identify the legal employer, host entity and dispatch arrangement
• Treat an internal report as evidence, not administrative recognition

Do not delay urgent care to reach a designated hospital. Once stable, ask the employer and hospital how to move into the correct Shanghai work-injury treatment route.

Verify that the foreign employee has the right Shanghai insurance relationship

National rules place legally employed foreign nationals hired by a China-registered employer within employee social insurance, including work injury insurance. They also cover a foreign employee hired overseas and sent to a China-registered branch or representative office through the China work unit. Shanghai's foreign-worker FAQ follows that national framework. Work injury insurance is an employer-funded branch: the employee does not pay a separate work-injury premium under Shanghai's implementation measure. A work permit, payslip or social-security card is useful evidence, but it is not proof that the correct employer registered the work-injury relationship before the event.

Ask HR or the Shanghai social-insurance service for a current record showing the foreign social-security number, registered employer, insured place, participation start date, contribution status and identity-document history. Compare the record with the employment contract, work permit, passport and employer's legal Chinese name and unified social credit code. If the worker serves several group entities, is paid offshore, works for a representative office, or is seconded to a client, do not infer the responsible employer from the email domain or workplace badge. The work-injury authority will examine the legal and factual relationship under the applicable rules.

A bilateral or multilateral social-security agreement may exempt specified branches for a qualifying certificate period. Never translate “social-security exemption” into “no work injury coverage” without reading the exact agreement, branch list and certificate. Ask the employer for the filed exemption certificate and a written agency answer showing whether work injury insurance was included. The absence of a payroll deduction also proves nothing because workers do not personally contribute to the work-injury branch. If the record is missing, preserve the event and apply within the statutory period while obtaining advice on the correct administrative route.

Foreign nationality is not a separate recognition category. The live employer, insured relationship, treaty certificate and event facts control different parts of the case.

Use the 30-day and one-year clocks without treating either as a promise

Shanghai's current June 2026 guidance states that the employer normally applies within 30 days after the accident injury. For an occupational disease, the clock is tied to diagnosis or appraisal under the governing rules. A district bureau may approve an appropriate extension for a special circumstance, but an employer should not assume that an extension will be granted. Ask for the actual One-Stop receipt or counter receipt, not a statement that HR has “opened a case.” An internal report, commercial-insurance notification or hospital registration does not stop the recognition clock.

If the employer does not file as required, the worker, a close relative or the trade union may generally apply directly within one year after the accident or occupational-disease diagnosis or appraisal. This is an alternative applicant route, not an extra year after an employer refusal and not a guarantee of acceptance. A person approaching the deadline should obtain the competent district's current filing instructions promptly. This guide does not advise how a court or agency would treat a particular delay, incapacity, overseas stay, missing document or disputed date.

The timing also affects payment responsibility. Shanghai's implementation measure places qualifying work-injury expenses incurred during the employer's unexcused late-filing period on the employer. That does not mean the worker should avoid treatment or that every invoice will qualify. Keep a ledger with the event date, employer-notification date, every filing attempt, missing-material notice, formal acceptance date, recognition decision date and each treatment date. The ledger helps separate a deadline issue from medical necessity, expense scope and benefit responsibility.

• Employer route: normally within 30 days
• Worker, close-relative or trade-union fallback: generally within one year
• A special extension requires district approval
• The clock is not stopped by an internal HR or insurer notification
• Late employer filing can shift qualifying interim costs to the employer

Choose the competent Shanghai district and responsible employer carefully

The ordinary Shanghai service answer directs an application to the district human-resources and social-security bureau for the employer's legal registration place. Use the employer's exact registered Chinese entity, not only the office address or English brand. Then test the case against the current exceptions. Shanghai's 2024 opinion says recognition should occur at the participation place when the employer's registration and operating place lie in different pooling areas. If neither place has participation and the operating place is in Shanghai, the operating-place district can be competent under the stated condition.

Construction-project participation, labour dispatch and cross-city entities have special routes. Current Shanghai guidance places a project worker's application with the project district during the construction period. For a dispatched worker at a Shanghai host, the dispatch employer or its Shanghai branch normally applies, while the host assists; if an out-of-Shanghai dispatch employer has no Shanghai branch, the Shanghai host can have the filing role under the local guidance. These are administrative responsibility rules, not a conclusion that every person called a contractor or secondee has an employment relationship.

Before filing, create a one-page entity map: contractual employer, payroll entity, social-insurance registered employer, work-permit sponsor, host workplace, dispatch agency, project and accident location. Give each entity's legal Chinese name and registration number. Ask the district to confirm jurisdiction when those rows differ. Filing with the wrong district near a deadline creates avoidable risk; however, this guide cannot select a forum or provide legal strategy for a contested arrangement.

The office where the accident happened is not automatically the filing district. Match the registered employer, participation place and any dispatch or project rule.

Build the recognition application around the statutory core and event-specific proof

Shanghai's statutory core is concise: the work injury recognition application form, proof of an employment relationship including a factual relationship, and a medical diagnosis certificate or formal occupational-disease diagnosis certificate or appraisal document. The form records the time, place, cause and degree of injury. The district can ask for documents tied to the claimed category, such as traffic responsibility, police, emergency-rescue, business-trip, witness, attendance or other authority records. Use the current district One-Stop checklist rather than copying an old blog or another city's form.

For a foreign employee, prepare the current passport, prior passport if the number changed, work permit or accepted employment evidence, residence document, social-security number and a consistent bilingual name table. Shanghai service pages state that application material is in Chinese and foreign-language material should be accompanied by the original. Ask the district whether a translation, translator statement, seal or other form is required for each foreign document; do not invent a Chinese name or alter a medical record. Confirm how the worker's date of birth and nationality appear in the employer, hospital and social-insurance systems.

Submit before the applicable deadline even when the file needs supplementation, following the district's instructions. Shanghai rules provide a one-time written notice of missing materials after an incomplete timely application and a period to supplement, but an upload failure or draft screen is not necessarily a submitted application. Save the full uploaded package, delivery proof, receipt, missing-material notice and supplemental delivery. Ask whether information available through government sharing should be retrieved rather than submitted again, while retaining your own copy for continuity.

• Recognition application form
• Employment or factual-employment evidence
• Medical diagnosis or formal occupational-disease diagnosis evidence
• Category-specific public-authority or event evidence when applicable
• Passport history and consistent bilingual identity table
• Chinese application material plus the original foreign-language document
• Submission, acceptance and supplementation receipts

Separate an employment-relationship dispute from the recognition decision

A signed current employment contract is the clearest starting point, but Shanghai recognizes that a factual relationship may require other evidence. Preserve payroll and bank records, tax and social-insurance records, work permit sponsorship, attendance, access logs, duty rosters, work orders, email, enterprise chat, training, equipment issue, witness information and supervision evidence. These items can show work and control, but no single item guarantees a legal relationship. Do not fabricate a backdated contract or ask the employer to relabel the event.

When the authority cannot confirm a disputed employment relationship, the issue may need labour arbitration or another adjudicative route, and the recognition timetable can be suspended while the necessary conclusion is pending. Shanghai's arbitration service lists confirmation of an employment relationship and certain work-injury medical-cost or compensation disputes within arbitration scope, while social-insurance contribution disputes follow the inspection or social-insurance administration route. Recognition, contribution collection, employment status and benefit calculation are therefore not one complaint.

Ask the recognition authority to state in writing what issue is missing and whether the procedure has been accepted, suspended, resumed or refused. Ask a qualified labour professional about case-specific limitation periods, evidence and remedies if the employer denies the relationship, proposes a settlement or asks the worker to resign. This guide provides an administrative map only; it cannot evaluate contract law, choose arbitration claims or predict how a tribunal will treat an overseas assignment or independent-contractor label.

A social-insurance contribution problem does not automatically decide employment status, and employment status does not automatically decide whether the accident meets a work-injury category.

Treat formal recognition as an administrative decision, not a medical conclusion

The district authority examines whether the proven event fits the national and Shanghai work-injury or deemed-work-injury categories and whether an exclusion applies. The employer, worker, trade union, medical institution and relevant authorities may be asked to assist with investigation. When the worker or close relative claims work injury and the employer disagrees, Shanghai's measure places the stated evidentiary burden on the employer, but that rule does not eliminate the applicant's need to identify the event and provide the required file.

A doctor diagnoses and treats injury or disease; the district authority decides administrative recognition. A diagnosis saying “injury at work,” an employer letter saying “industrial accident,” or a commercial insurer accepting a claim does not bind the recognition authority. Conversely, recognition does not instruct a clinician which treatment to use or approve every charge. Read the decision for the recognized injury location, occupational-disease name, event account, employer and legal basis because later medical review and labour-capacity assessment are limited by that scope.

Current Shanghai guidance gives an ordinary 60-day period after formal acceptance and a ten-working-day service period, while factually clear cases may have a shorter local service commitment. A dependency on another administrative or judicial conclusion can suspend the clock. Keep the envelope or electronic service record because review or litigation periods can run from service. Obtain professional advice if contesting a decision; this guide does not recommend an appeal or interpret the merits.

Move from emergency care to the Shanghai designated treatment route

For planned treatment of a recognized work injury, Shanghai requires a local designated medical institution or, for an occupational disease, an appropriate occupational-disease designated institution. In an emergency, the worker may first use the nearest institution and should transfer to the designated route after the condition is stable. Confirm the exact hospital legal entity, campus and work-injury billing capability. A hospital can be a basic-medical-insurance designated provider without every department or campus handling the same work-injury workflow.

At registration or admission, present the worker's own accepted identity document and social-security credential and state that the visit concerns a pending or recognized work injury. Ask the hospital medical-insurance or work-injury desk how it records the status before recognition, what document it needs after recognition and whether an earlier self-paid transaction can be reviewed. Do not use another person's card or ask staff to code a non-work condition as the recognized injury. Keep work-injury and unrelated-disease charges separated in the clinical and billing record.

The fund pays only treatment expenses that satisfy the applicable work-injury diagnostic projects, drug catalogue and inpatient-service standards and relate to the recognized injury. Treatment of an unrelated disease does not enter the work-injury fund. Even when the underlying treatment is clinically necessary, an item outside the administrative scope can remain payable by the patient, employer, basic medical insurance or commercial insurance depending on the facts. Ask for the settlement statement and itemized charge list rather than describing the entire invoice as “fully covered.”

• Nearest appropriate institution for an emergency
• Designated or occupational-disease designated route after stabilisation
• Exact institution and campus check
• Recognized injury and unrelated disease billed separately
• Payment scope checked item by item

Understand direct settlement, advance payment and expense review

Shanghai's local model routes work-injury medical and rehabilitation expenses through medical-insurance review and social-insurance payment or institutional settlement. A recognized status does not remove the review. Direct settlement at a local designated institution can still leave out-of-scope charges, and a system failure does not prove rejection. Ask the hospital to record the exact reason: recognition not synchronized, employer record mismatch, identity mismatch, non-work diagnosis, noncovered item, wrong institution, third-party issue or technical outage.

Emergency treatment at a non-designated institution and properly approved treatment outside Shanghai can require the worker or employer to pay first and claim reimbursement. Preserve original invoices, detailed charges, medical records, prescriptions, admission and discharge documents, transfer or filing approval, recognition decision, employer information and payment proof. Ask the Shanghai social-insurance service for a current case-specific list before surrendering originals. Self-payment is a cash-flow event, not evidence that reimbursement is owed.

Use a responsibility ledger with separate rows for the work-injury fund, employer, employee basic medical insurance, commercial insurer, third party and patient. Shanghai assigns suspension-with-pay salary and certain employment-related payments to the employer, while the fund handles specified medical, rehabilitation, disability and survivor items under the conditions. A commercial policy can have its own preauthorization or reimbursement rules but cannot issue Shanghai recognition. Avoid duplicate recovery or inconsistent descriptions across public, employer, third-party and commercial claims.

Recognition answers whether the event enters the work-injury system. Expense review answers whether this provider, service and charge are payable through a particular route.

Complete transfer or cross-province filing before relying on direct settlement

Shanghai's local rule allows transfer outside the city when a Shanghai designated institution issues the required evidence and the social-insurance agency agrees. Since April 2025, national rules also support cross-province direct settlement for qualifying workers after recognition or the relevant recurrence, rehabilitation or assistive-device confirmation. The qualifying groups are people living or working outside the insured province for at least six months under the insured-place rule and people whose Shanghai providers cannot supply the necessary technology or equipment and who meet transfer criteria.

The current national direct-settlement scope is narrower than all care: no-third-party-liability inpatient work-injury medical expenses, inpatient work-injury rehabilitation and assistive-device configuration at connected agreement institutions. Ordinary outpatient care is not automatically within that national direct-settlement promise. Complete the Shanghai filing, confirm its dates and selected destination, then use the National Social Insurance Public Service Platform to verify the exact connected institution. A famous tertiary hospital or basic-medical-insurance network listing is not enough.

At the out-of-province admission, present the social-security card or electronic card and ask the institution to retrieve the filing before treatment is coded. If direct settlement fails, obtain the error message and ask Shanghai whether the care can proceed through an approved advance-payment and reimbursement route. Preserve the transfer opinion, filing result, provider query, admission record, expense statement and settlement sheet. Do not assume that retrospective filing, an emergency abroad or treatment outside mainland China follows the same national route.

• Recognition or the relevant confirmation first
• Shanghai transfer or long-term-outside filing
• Connected work-injury agreement institution
• Current scope focused on inpatient care, inpatient rehabilitation and devices
• Social-security card identity match
• Fallback evidence if direct settlement fails

Use Shanghai's separate confirmation for inpatient work-injury rehabilitation

Shanghai inpatient work-injury rehabilitation is not ordinary rehabilitation booked after discharge. The current local measures apply to a person already recognized as having a work injury or deemed work injury, with disability or functional impairment, during the suspension-with-pay period, when inpatient rehabilitation is separately confirmed. The system includes medical, occupational and social rehabilitation, but admission must be through a contracted Shanghai work-injury rehabilitation institution and an approved plan.

The employer, worker or close relative applies to the district labour-capacity assessment committee with the completed inpatient rehabilitation application form and a diagnosis certificate from the treating institution. The municipal committee's medical experts evaluate the request and ordinarily issue a confirmation within 15 days, with a possible 15-day extension in a special case. After receiving a positive confirmation, the worker must normally enter the contracted institution within 30 days or the confirmation expires. Ask the institution to verify identity, recognition, participation and the approved plan.

If the approved plan needs extension, apply through the rehabilitation institution before the plan ends under the local procedure. Shanghai continues the hospital meal subsidy and suspension-with-pay treatment during qualifying inpatient rehabilitation; when the ordinary suspension period ends before the approved rehabilitation plan, the local rule continues that treatment to plan completion. These are administrative benefits, not a clinical recommendation to enter, continue or stop rehabilitation. The responsible clinical and assessment teams make those decisions.

A discharge referral, private-insurance approval or outpatient physiotherapy appointment is not Shanghai inpatient work-injury rehabilitation confirmation.

Apply for labour-capacity assessment only at the correct stage

A Shanghai labour-capacity assessment becomes relevant when treatment has made the injury relatively stable but disability remains and affects work capacity, or when the suspension-with-pay period including an approved extension has ended. The worker or employer applies to the district committee that made the recognition decision; a close relative can act when the person cannot apply. The application uses the form and complete copies of diagnosis, examination and test records under the medical-record rules. Keep the recognition decision and confirm the assessment is confined to its injury scope.

The current rules classify work-related functional impairment into ten disability grades and self-care impairment into three levels. A randomly selected expert panel provides the technical opinion, and the committee ordinarily issues its conclusion within 60 days after a complete application, with a possible 30-day extension for complex conditions. The worker must attend identity checks, examinations and tests when notified unless an approved adjustment applies. Failure to participate can terminate the current assessment procedure.

A party dissatisfied with an initial conclusion can apply to the municipal committee for a second assessment within 15 days after receipt; that second conclusion is final within the assessment system. One year after the conclusion, the worker, employer or social-insurance agency may seek review if the disability condition has changed. These deadlines are not a substitute for legal advice. The assessment grades impairment; it does not decide medical causation beyond the recognized scope, determine employment misconduct or automatically deposit every benefit.

Track suspension-with-pay separately from sick leave and disability benefits

When a worker pauses work to receive treatment for an accident injury or occupational disease, Shanghai's suspension-with-pay period preserves the original wage and welfare benefits, paid monthly by the employer. The current 2024 opinion sets the local wage basis at the worker's average wage income during the 12 months before injury, or the actual worked months when employment was shorter, with a floor at Shanghai's monthly minimum wage. Do not substitute a commercial-insurer daily payment, statutory sick-pay calculation or the fund's later disability allowance.

The period generally does not exceed 12 months and is tied to the diagnosis opinion of a designated medical institution. For a serious or special case, the worker seeking extension should apply to the employer in writing with diagnosis evidence at least 15 days before expiry. If the employer objects, it should apply to the district labour-capacity committee within seven days after receiving the request; failure to do so in the stated time is treated by the current Shanghai opinion as agreement to the extension. The confirmed extension cannot exceed another 12 months under the implementation measure.

Shanghai's current opinion states that the employer may not terminate or end the employment relationship while the worker is still in the suspension-with-pay period or before the labour-capacity conclusion is issued. After grading, different employment and benefit rules can apply. Do not sign a resignation, settlement, mutual termination or benefit waiver based only on this summary. Obtain case-specific advice and a written benefits calculation, especially when a work permit or residence status depends on the employer.

• Employer pays original wage and welfare benefits monthly
• Shanghai uses the pre-injury 12-month average or actual shorter period
• Ordinary maximum is generally 12 months
• Extension request: before expiry with designated-institution evidence
• Disability benefits begin under a separate post-assessment route

Map which payments belong to the fund and which remain with the employer

Do not describe work injury insurance as one reimbursement percentage. Under the national and Shanghai structure, the fund can pay qualifying work-injury medical and rehabilitation costs, hospital meal support, approved out-of-area transport and accommodation, assistive devices, labour-capacity assessment, specified disability lump sums and allowances, care expenses, medical subsidy on qualifying separation and survivor benefits. Each item has its own recognition, grade, contribution, evidence and current-standard conditions. Some amounts change over time, so obtain a dated Shanghai calculation instead of copying an old table.

The employer separately bears the suspension-with-pay wage and welfare benefits, necessary care during that period, certain grade-five or grade-six employment arrangements or allowances, the one-time disability employment subsidy on a qualifying separation and other statutory responsibilities. If a third party caused the injury, the work-injury system and third-party payment interact under special recovery rules. Do not sign a receipt saying “all work injury benefits settled” without identifying each item, payer, period and legal basis.

For every payment, record the responsible payer, application body, trigger, evidence, amount or formula, application date and decision. Ask the social-insurance agency for the written benefit determination and ask the employer for a payroll reconciliation. A lower-than-expected deposit can reflect contribution wage, recognized grade, period, another benefit, a missing application or an error; it cannot be diagnosed from the bank amount alone. Use the dispute route stated in the decision and obtain professional help where needed.

Handle no insurance, employer change, departure and passport renewal as separate events

Shanghai's current opinion says the work-injury relationship begins when the employer completes work-injury participation registration. If the employer did not participate or did not pay as required when the injury occurred, the employer pays the work-injury benefit items and standards that would otherwise apply. After the employer joins and pays contributions plus late charges, the fund can assume specified newly incurred items, but correction does not erase every earlier employer liability. If underpayment reduced benefits, the employer bears the stated difference responsibility.

A merger, division or transfer generally moves responsibility to the successor under the implementation measure. Shanghai also permits a three-party agreed transfer of a recognized worker to a new employer after a division, merger or transfer, with the new employer taking the contract and explanation to the municipal social-insurance centre to transfer the work-injury relationship. Labour dispatch has separate responsibility rules. Leaving voluntarily or ending employment after a disability grade can trigger one-time medical and employment subsidies and terminate parts of the work-injury relationship, depending on the grade and route.

For a foreign employee, leaving the employer can also affect work authorization and residence. Before signing or departing China, obtain copies of the recognition decision, complete medical file, assessment conclusion, benefit determinations, contribution record, work-injury relationship status and contact route for continuing claims. A renewed passport does not create a new foreign social-security number: national rules keep the initial number as the unique lifelong identifier and record later document changes. Update the employer, social-insurance and hospital records so a new passport does not produce a second patient or failed benefit match.

Do not treat resignation, employer transfer and passport renewal as one “account update.” Each can affect a different legal, insurance, medical-record or immigration system.

Separate occupational-health examination, diagnosis and recognition

An occupational-health examination is preventive surveillance for a worker exposed to occupational-disease hazards. National rules define pre-placement, on-the-job and leaving-post examinations and require a filed institution to work only within its filed hazard categories and projects. The employer normally commissions and organises the examination or gives the worker an introduction letter, supplies the workplace hazard and exposure roster, and pays the examination cost. A routine executive check-up, visa physical, annual general check-up or specialist visit is not automatically a statutory occupational-health examination.

An abnormal result or suspected occupational disease is not the formal diagnosis. Formal diagnosis must occur at an occupational-disease diagnosis institution filed for the exact disease project. A worker may use an appropriate institution at the employer location, household-registration place or habitual residence under national rules. The institution considers occupational history, hazard exposure, workplace monitoring, clinical manifestations and tests; it notifies the employer to supply required material within ten days. A qualified institution cannot refuse a lawful diagnosis request merely because the worker lacks employer cooperation, although evidence investigation can still take time.

From 1 August 2025, the national catalogue contains 12 categories and 135 occupational diseases. A disease name in that catalogue is only the legal classification starting point. Shanghai separately files diagnosis institutions and qualifies diagnosis physicians; verify the live institution, address and exact project rather than relying on an older list or a hospital's general occupational-medicine department. After a formal diagnosis certificate or appraisal document, file the separate Shanghai work-injury recognition application. Diagnosis does not itself open medical settlement, rehabilitation, assessment or benefits.

• Occupational-health examination: preventive surveillance
• Suspected occupational disease: a finding requiring follow-up
• Occupational-disease diagnosis: formal qualified-institution procedure
• Diagnosis dispute: separate occupational-disease appraisal route
• Work-injury recognition: separate human-resources and social-security decision

Use online services, but keep an assisted and offline fallback

Shanghai One-Stop provides the work-injury recognition service with a district selector, online intake, district addresses and consultation information. Current Shanghai assessment rules require online development and One-Stop access, and Shanghai has enabled employer-side online applications for labour-capacity assessment and inpatient rehabilitation. Benefit claims use the municipal service entry and social-insurance subcentres. Service depth differs by item and district, so “online available” can mean consultation, receipt, pre-review or full completion depending on the page.

Foreign passport holders should test real-name authentication before a deadline. If the service expects a Chinese identity-card field, an old passport or a name order that does not match the social-security record, call 12333 or the district counter and ask for the current assisted route. Bring the current and prior passports, social-security number, work permit, employer legal name, Chinese phone number and the full application package. Do not create a false identity number or open a second social-security record to satisfy a screen.

For cross-province work-injury filing, national online routes include the national human-resources and social-security portal, National Social Insurance Public Service Platform, 12333 channels and electronic social-security-card services. Use the national live agreement-institution query before admission. For occupational disease, verify the Shanghai health authority's filed institution and project; a diagnosis dispute has a separate Shanghai One-Stop appraisal item. Save screenshots or PDFs of submitted data and formal receipts, but treat the government's returned status—not the screen you completed—as authoritative.

A successful login is not a submitted application, and a submitted application is not formal acceptance, recognition, confirmation or payment.

Close the case with a bilingual administrative file and dated confirmations

Create one bilingual case index with the foreign employee's passport name, any Chinese name, date of birth, current and prior passport numbers, foreign social-security number, work-permit number, employer legal Chinese name and every government case number. Divide the file into event evidence, clinical records, recognition, treatment settlement, rehabilitation, assessment, employment and payments. Keep originals in a controlled envelope and scanned copies with clear file names. Record who holds each original because reimbursement, appraisal and commercial claims can compete for the same documents.

At every transition, obtain a dated answer: whether the application is received and accepted; which injury or occupational disease is recognized; which institution and campus can settle; whether an out-of-area filing is active; whether rehabilitation is confirmed; whether labour-capacity assessment is due; which payer owes each benefit; and whether a passport or employer change has synchronized. Ask staff to identify the responsible authority rather than relying on oral shorthand such as “insurance approved.”

Set review reminders for the 30-day employer period, one-year alternative application period, supplementation deadline, suspension-with-pay expiry, rehabilitation confirmation entry period, assessment appointment, 15-day second-assessment period and any benefit-claim request. This administrative checklist reduces lost evidence and mismatched records, but it cannot replace a treating clinician, qualified occupational-disease institution, district recognition authority, labour-capacity committee, social-insurance agency or lawyer where individual advice is required.