Using Social Security and tax portals from outside Spain

Terms used

• TIE — The TIE is the residence card issued to non-EU foreigners.
• DNI — The DNI is the national identity card of Spanish citizens.
• Cl@ve — Cl@ve is the government login system for online procedures, in Permanente (password) or PIN (app or SMS) form.
• Vida laboral — The vida laboral is the official record of your Spanish Social Security registration and working periods.
• Bases de cotización — The bases de cotización are the earnings amounts on which your Social Security contributions were calculated.
• Referencia — The Referencia is a number from the tax agency that lets you access some procedures, such as draft returns, without a certificate.
• NIF — The NIF is your Spanish tax identification number.
• DEHú — DEHú is the single electronic mailbox where Spanish administrations put official notices for you.

Key rules

• Unopened notices: An electronic notice you do not open within 10 calendar days counts as rejected, and the procedure goes on as if you had been notified.
• Credential first: Get a certificate, electronic DNI or Cl@ve working before you need a portal, because most services depend on one.
• Non-residents: As a private individual abroad you are generally not obliged to use electronic notices unless you choose them or your activity requires them.
• Phone number: Keep a mobile number that receives messages abroad, as Cl@ve PIN, Referencia and alerts rely on it.

What you can do from abroad

You can get most records and run most tax procedures online without visiting Spain, as long as you hold a valid electronic credential. The three that work are an electronic certificate (including an FNMT certificate), the electronic DNI, and Cl@ve. Sort this out before you need it, because getting a first credential is the hardest step from abroad.

Social Security

Through the Seguridad Social online office you can request your vida laboral, your bases de cotización, a certificate of affiliation or of being up to date with payments, and pension forecasts. You can request the vida laboral with Cl@ve, or by SMS with identification. Some services also send a code by SMS, so keep a phone number that can receive messages abroad.

Tax agency (AEAT)

The tax agency's online office accepts the same credentials. Cl@ve PIN needs an app or SMS. For some procedures, such as draft returns, you can use a Referencia number instead. To get one you need your NIF and a past figure from a tax return, and a Spanish bank account sometimes helps. The mobile number linked to your Referencia must be one you can receive messages on from abroad.

Getting a credential without going to Spain

If you have none, you can register for Cl@ve by online video call with your ID, or with a certificate. Registration in person at an office is the other route. Check on the portal which routes are open to you now, as options change.

Electronic notices

If you are a private individual, you are generally not obliged to receive electronic notices. You become tied to them if you choose them, fall into a category set by regulation, or run a business activity that requires it. Companies and professionals who must register with a professional body are obliged by default.

If you do register, use DEHú, the single mailbox for official notices. Log in with your certificate, electronic DNI or Cl@ve, then subscribe to email or SMS alerts. Carpeta Ciudadana uses the same credentials and shows your files, notices and documents.

The risk is simple: a notice you leave unopened for 10 calendar days counts as rejected, and the procedure goes on without you. Your deadlines run from the end of that period. If a technical failure stopped you opening it, you must be able to show that. Some notices must still go on paper, and some tax and regional bodies have their own rules, so ask the body concerned.

What still needs you or a representative

Even with a credential, some things need a visit: fingerprints for a first NIE or TIE, DNI and passport issue, and notary signatures. For these you can use a representative with a power of attorney or a registered apoderamiento. A notarial power can be signed at a Spanish consulate abroad. Check the specific office before you travel.

The decision, documents, timeline and checklist below walk you through the choices and steps.

Choosing between options

How will you receive Spanish notices and handle procedures from abroad?

• Register for electronic notices: You are obliged (for example you have a business activity) or you want alerts.

• Stay off electronic notices: You are a non-resident individual with no business activity and in no category set by regulation. You are generally not obliged to receive them.

• Use a representative: A procedure needs you present, such as fingerprints for a NIE or TIE. A representative with a power of attorney, or a power signed at a Spanish consulate, can act for you where the procedure allows.

If you are obliged or you chose electronic notices, register and check them regularly. If not, you can stay off them. If a procedure needs you in person and you cannot travel, ask the office whether a representative can act for you.

Timeline and deadlines

• An electronic notice is put at your disposal: day 1, when the notice is made available

• If you open it, the notice is received and you can act on it: any time within the 10 calendar days

• If you do not open it, the notice counts as rejected and the procedure goes on: after 10 calendar days without opening it

• Your deadlines to respond start running: from the end of the 10 calendar days

• Show the technical failure if you could not open the notice: if a technical failure made access impossible

Documents you need

• An electronic certificate (including an FNMT certificate) or the electronic DNI, which opens the Social Security and tax agency websites from abroad.

• Cl@ve, either Permanente or PIN, as an alternative to the certificate. Cl@ve PIN needs an app or SMS, and first registration is by online video call with your ID, in person at an office, or with a certificate.

• A Referencia number for some tax procedures, such as draft returns. You need your NIF, a past figure from a tax return, and a mobile number you can receive messages on.

• A power of attorney or registered apoderamiento (authorisation for a representative) for procedures that need someone present in Spain. A notarial power can be signed at a Spanish consulate abroad.

Checklist

• Check that you hold a valid electronic certificate, electronic DNI or Cl@ve before you rely on any portal from abroad.

• Download your bases de cotización or your certificate of affiliation or of being up to date with payments from the Social Security website.

• Check which access method your tax procedure accepts on the tax agency (AEAT) website, and set up the app or SMS that Cl@ve PIN needs.

• Open DEHú or Carpeta Ciudadana regularly to see the status of your notifications.

• Arrange a representative with a power of attorney for any procedure that needs someone present in Spain.

What to watch out for

• An unopened electronic notice counts as received: A notice you do not open within 10 calendar days counts as rejected. The procedure goes on as if you had been notified, your deadlines run from the end of those days, and you cannot later say you did not know. Subscribe to email or SMS alerts on DEHú and open your notices regularly, especially when you are travelling.

• A technical failure does not protect you unless you show it: If a technical failure stopped you opening a notice, the rejection does not apply, but only if you show the problem. Tell the office that sent the notice as soon as you notice the problem, and explain what prevented access.

Frequently asked questions

Can I get my vida laboral from outside Spain without visiting?

Yes, you can request your vida laboral from abroad, as long as you hold a valid electronic certificate, electronic DNI or Cl@ve.

Can I register for Cl@ve without going to Spain?

Yes, you can register for Cl@ve from abroad by online video call with your ID, or by using an electronic certificate. Registering in person at an office is the other route. Once registered, Cl@ve PIN needs an app or an SMS to work.

Do I have to receive electronic notifications as a non-resident individual?

No, non-resident individuals are generally not obliged to receive electronic notifications. That changes if you chose electronic notification, belong to a category set by regulation, or run a business activity that requires it. Companies and professionals who must register are always obliged.

Which procedures still need me to be in Spain even with a certificate?

Several procedures still need you in person, such as the first NIE or TIE (fingerprints at a police office), most TIE renewals, and DNI and passport issue. Property purchases and powers of attorney need a notary, but a power of attorney can be signed at a Spanish consulate abroad. A representative with a power of attorney can handle some of these for you.