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Submit quarterly referral and placement

As an employment agency, you must submit referral and placement information to MOM on a quarterly basis.

At a glance

Who should submit
When to submit

You must submit within the 20-day period after each quarter:

  • 3-20 January
  • 1-20 April
  • 1-20 July
  • 1-20 October
Related form

Referral and placement returns template

Who should submit

Only the following are allowed to submit returns:

You will need your UEN and EA licence number as verification.

What is it

Employment agencies play a key role in the employment and job matching landscape, and are in a good position to support fair consideration of locals and to enable a strong Singaporean core in the workforce. In this regard, information from employment agencies is important to the MOM in understanding industry practices.

According to the Employment Agency Licence Condition 5(b), all EAs must provide referral and placement information for certain positions to MOM. These positions have all of the following attributes:

  • Permanent or contract positions of at least 6 months.
  • Where the fixed monthly salary is at least $3,300.
As a registered EA, you must comply with the licence condition. If you do not comply, you will be investigated for breach of licence conditions and may be subjected to prevailing penalties.

For more information, read the FAQs.

What to submit each quarter

You must submit the corresponding referral and placement information for successfully hired employees who start work in the stated quarter of each data submission.

Example 1Show

Example 1

Date of referrals Date started work What to submit When to submit
  • 10 Aug
  • 15 Aug
  • 2 Sep
26 Sep Include all referrals and successful placements 1-20 Oct

Example 2Show

Example 2

Date of referrals Date started work What to submit When to submit
  • 3 Aug
  • 10 Aug
  • 2 Sep
13 Oct Include all referrals and successful placements 3-20 Jan of the following year
If you have not placed any candidates in the relevant quarter, you still need to submit nil returns for the quarter.

You should keep the relevant supporting documents for referral and placement information for one year after the date the hired employee starts work.

When to submit

You must submit the completed excel template to MOM by the 20th day after the end of every quarter.

You will receive reminders sent to your email that was updated in LicenceOne.

For this quarter You must submit within
January to March (Q1) 1-20 April
April to June (Q2) 1-20 July
July to September (Q3) 1-20 October
October to December (Q4) 3-20 January of the following year

How to fill up the template

Check out the sample returns to see how you can fill up the referral and placement returns template for various scenarios.

You need to fill in the template and provide referral and placement information only for positions where the client hired an employee through you.

Job placements – Columns A, B, C

Fill up this part for positions where the successfully hired employee started work in the relevant quarter. This information should be repeated for every candidate referred to the employer for consideration for the same job order.

Potential employee referred for job placement – Columns D, E, F, G

Fill up this part for all candidates that were referred to the employer for consideration, through which the employer would shortlist prospective employees for the hiring process.

Even if the candidate was not selected for interviews, the candidate is considered referred if the employer had access to the candidate’s information through EA.

If you received a job order that secured placements in more than one quarter, you need to repeat the list of referrals made for subsequent submissions.

Under Job Order 123, Client A was looking for 2 “Public Policy Managers”. You referred Candidates P, Q, R and S, and placed Candidate P who will start work on 31 December. You need to submit these records for Q4 2016.

On 5 January, also under Job Order 123, you referred Candidates X and Y, and placed Candidate Q. You need to indicate Candidates P, Q, R, S, X and Y for Q1 2017.

Hired employees – Columns H, I, J

Fill up this part only for successfully placed employees, as indicated as ‘Yes’ in column G. You must leave it blank for other potential employees.

Items to fill in

Column Item Description
A Job order

Unique label for each position filled.

Can be basic numbering or your invoice number if it is unique to the position filled.

If you placed an “Information technology auditor” for Client A and Client B, these are 2 unique job orders.

If you placed an “Information technology auditor” and an “Information technology security specialist” for Client A, these are also 2 unique job orders.

B Occupation of position filled

SSOC 2015 5 digit code.

If you placed a foreigner, this should be aligned to the SSOC indicated on the work pass application.

C Industry

SSIC 2015 5 digit code.

If you placed a foreigner, this should be aligned to the SSIC indicated on the work pass application.

Otherwise, this should be aligned with your client’s registration on ACRA.

D Employment status at point of referral

One of the following:

  • In-employment
  • Not in-employment
E Residential status

One of the following:

  • SC
  • PR
  • FW
F Nationality

Country name for FW.

Use “N.A.” for SCs and PRs.

G Successful placement Yes or no.
H Monthly salary of placement as stated in employment contract Fill in the hired employee’s monthly salary for that job order, as stated in the employment contract.
I Work pass type

Fill in the pass type for the foreign employee, e.g. EP, S Pass.

Use “N.A.” for SCs and PRs.

J Time taken to start work from date referred (weeks)

Number of full weeks between referral date and date employee started work.

You referred the candidate on Wednesday, 3 August. The employee starts work on Monday, 12 September. The time taken is 5 weeks.

How to submit

  1. Download and fill up the referral and placement returns template.
    See sample returns.
  2. Log in to LicenceOne to submit the completed returns.
  3. When you’ve successfully submitted, you will receive an email sent to the email registered in LicenceOne.

If you have any questions, please email mom_ea_data@mom.gov.sg.

Read the LicenceOne user guide for details on how to submit the completed returns using LicenceOne.
Last Updated: 19 January 2017