SOP Spain Immigration Process Spain Work Permit, Work Permit Extension, Dependent Permit Extension : GLOBAL IMMIGRATION MANAGEMENT SERVICES

Transcription

1 SOP mmigration Process Work Permit, Work Permit Extension, Dependent Permit Extension Effective date Function Name : 29-May-2017 : GLOBAL MMGATON MANAGEMENT SEVCES

2 Wipro T Business Confidential eviewer Name Designation Comments Date Venkatesh amu Gajjala Senior Manager 29/May/2017 Approver Name Designation Comments Date Anuj Sarin Senior Manager 29/May/2017 Page 2 of 20

3 Wipro T Business Confidential Contents 1. Scope Entry Criteria/ nputs Process Flow oles and esponsibility Activity Details... 9 Sub Process 1:...9 Sub Process 2:...12 Sub Process 3: Exit Criteria/Output Process Measures Summary Glossary evision History Page 3 of 20

4 Wipro T Business Confidential 1. Scope The complete process and procedures involved in processing Work Permit, Work Permit Extension and extension of the Dependent Permit applications. The Work Permit allows foreign professionals to work in. The applications are processed & filed to the Spanish mmigration authority in ; through Attorneys (PWC) in. WOK PEMT Eligibility: Employees with BE/B. Tech/PG and minimum 2 years of experience are eligible for Netherland Work Permit. Employees with any other Degree and minimum 5 years of experience are eligible for Netherland Work Permit. Employees with Diploma and minimum 10 years of experience are eligible for Netherland work permit. The Fillings are done as per Wipro roles. Note: nitially the Work Permit will be granted for a year and can be further extended for 2 years. Allowing a total stay of 3 years in the country. Minimum Wage The immigration law requires the employer to pay certain minimum wage for a foreign national applying for work permit. The exact amount of minimum wage may differ for various positions. The executive is required to understand the present limit and validate it against the C&B team s benchmark to ensure the final wage paid to a foreign national is above the Page 4 of 20

5 Wipro T Business Confidential prescribed limit set by the law. n addition, the work permits are filed with the gross salary per annum. egistration & De- egistration For all employees who come to, a registration is necessary within 10 days of arrival in. The authority has to be informed of the residence address of the employee in. Once the employee is in the country, the he has to collect the "Empadronamiento" certificate and Social Security number and register at the Spanish Social Security and submit the biometrics. Once the biometrics are submitted, the employee will receives his NE cards in 4 weeks. De- registration is required within three days of the end of residence in. For Work Permit cancellation details the employee has to get in touch with the Europe team, post De-registration from the before departure from the country for cancelling the Work Permit as it is mandatory to cancel the work permit and confirm on the Planned departure date (confirm exact date ones you know) etention of Documents Employer need to verify the identity of each foreign worker (work permit holder) and to keep a copy of each foreign worker's identification documents in its administrative records. n addition, Employer need to retain a copy of each foreign worker's identification document and, where applicable, a copy of each foreign worker's residence Page 5 of 20

6 Wipro T Business Confidential permit, for at least five years after the calendar year during which the foreign worker's employment ended. Failure to comply with this directive will result in a fine. The Fine figures are not defined as they vary from one violation to another violation. Exception Approval Matrix /_layouts/15/start.aspx#/sitepages/homepage.aspx 2. Entry Criteria/ nputs nitiation mmigration request. equired Documentation. 3. Process Flow Adobe Acrobat Document Adobe Acrobat Document 4. oles and esponsibility = esponsible. (The person who is assigned to do the work. n general, this is needed one per row except when the responsibility is shared.) A = Accountable. (The person who is ultimately answerable for the activity or decision and has the ownership) S = Support. esources allocated to esponsible. Unlike Consulted, who may provide input to the task, Support will assist in completing the task. C = Consult. (Have information and/or capability necessary to complete the work and hence must be consulted) = nform. (Must be notified of the results of the work or a decision or action is taken but need not be consulted) Page 6 of 20

7 Employee / Manager approval Verification Team. Processing Team. Dispatching Team Attorneys / Service Provider mmigration Authorities Wipro T Business Confidential Process oles Process Steps Work Permit Process: Application nitiation & Approval Application Acceptance (soft copies of documents). Verification of Application & Documents. Sent back for clarification on documents., A, A, Application Acceptance sent to employee & update accepted date in system. ntimation sent to processing team to process the application. Documents review & check. A Check Salary Calculator & Prepare Deputation letter & send it to Employee for signature. Employee sends the signed Deputation letter to team. Prepare Visa Template. Consolidate and send all the documents to Attorneys. System updates with documents sent date. Attorneys in file the Application & documents to Spanish mmigration Authorities in and sends intimation to team. System updates with comments & Documents filing date. Spanish mmigration Authorities in issue Work Permit Approval / Denial Letter and informs Attorneys in. S Attorneys in will collect the Original Work Permit Approval / Denial letter from Spanish mmigration Authorities and sends it to team. S Page 7 of 20

8 Employee / Manager approval Verification Team. Processing Team. Dispatching Team Attorneys / Service Provider mmigration Authorities Wipro T Business Confidential Process oles Process Steps Dispatching Team hands over the copy of Work Permit Approval / Denial letter to processing team. Work Permit Approval / Denial details will be updated in system & auto mailer sent to Employee. n case of Approval received intimation sent to employee to proceed with stamping. Approval copy will be sent to stamping team for further processing. A, Work Permit/Dependent Permit Extension Process: Extension Application nitiation & Approval., A, Application Acceptance (soft copies of documents). A, Verification of Application & Documents. Sent back for clarification on documents. Application Acceptance sent to employee & update accepted date in system. ntimation sent to processing team to process the application. Documents review & check. A processing agent sends an to Attorney in with a copy to employee instructing the employee to submit the documents to the Attorney. Employee contacts & submits required documents, applications to Attorneys in. Attorneys in file the Extension documents to Spanish mmigration Authorities in and intimates and employee. Page 8 of 20

9 Employee / Manager approval Verification Team. Processing Team. Dispatching Team Attorneys / Service Provider mmigration Authorities Wipro T Business Confidential Process oles Process Steps Update MS with the filed date Spanish mmigration Authorities in issue Work Permit Extension Approval / Denial Letter and informs Attorneys in. S Attorneys in will collect the Extension of esidence Permit and revert to employee. S Employee scans & sends the Work Permit Extension to team. Work Permit Extension Approval / Denial letter details will be updated in MS system. 5. Activity Details Sub Process 1: WOK PEMT POCESSNG nitiation Process: n order to initiate Work Permit request the Supervisor or Manager should ensure that the mmigration Diary of the employee is up-to-date. a. The immigration request should be initiated only by the Manager if the employee meets all the requirements as per the rules & regulations of the country intended to travel. b. Once the immigration request is initiated a unique application is generated in the MS system. c. The Employee completes the application with the Questionnaire, uploads all the documents. Page 9 of 20

10 Wipro T Business Confidential d. The application moves to different approving authorities like TM, VH, BU Head, BFM, etc. e. Upon approval from all the necessary oles, the application moves to for further processing. Once the online application is approved and all the documents are received (soft copies) at ; the allocating manager assigns the application to the concerned Verification agent Verification Process: The verification SPOC/agent responsible should validate the information and would have to follow the below mentioned verification process: 1. Check and ensure whether the necessary documents & forms mentioned are submitted by the employee with specified requirements. 2. Passport Copies: Clear color scanned copy of Employee Passport all pages (New Passport only) & previous visa stamped pages (if applicable in New & Old). Verify the Passport copy with D page and Address page of the Passport. Check Validity of the passport, First & Last Name. The Passport should be valid for minimum 18 months (Passport issued for more than 10 years are not acceptable). 3. esume: esume completed should be containing details of starting and ending month and year along with the employer's name, right from employee s first job. esume should be as per the Template/format as available on Portal Checklist. Please refer Annexure-1 for Wipro esume format. 4. Appointment Letter: Copy of Wipro Appointment letter till acceptance page with Signature, Date, Place and Name filled. 5. Degree Certificates: Scanned copy of highest degree certificate. Check the University Certificates or Degree Certificates & PG if applicable and Page 10 of 20

11 Wipro T Business Confidential verify the Employee Name and details provided as per the information. Only Convocation certificates are accepted and not provisional degree. Please note: - Legalized degree certificate is mandatory to proceed with the request. Any deviation or mismatch of information the application would be sent back to the employee asking for further clarification. Note: The applications must be completed and submitted within 3 working days failing to which the system will auto reject the application and the auto rejected application cannot be reopened. n case of any issues or delays the same can be escalated by referring to Escalation Matrix. f the application satisfies all the necessary parameters; verification agent will duly approve the request and will update the formal application acceptance date in the MS system & send all the documents to the processing team Application Processing: 1. The applications will reflect under the section Under Process Application. 2. Then the processing agent prepares Visa Template; consolidates all the documents along with certificate letter and sends it to Attorneys. Please refer Annexure-4 for Visa Template Format and Annexture-5 for Attorney s details. 3. The processing agent will update the MS system with the sent dates the documents were dispatched. 4. Then the Attorneys in will file the application & documents with Spanish mmigration Authorities; and would send confirmation to team about the application filing date. Page 11 of 20

12 Wipro T Business Confidential 5. The processing agent will update the system with application filed date; which would send an auto mailer to employee regarding the status of the application. 6. f the application request is complete & as per the Norms, the Spanish mmigration Authorities will duly approve / deny the request and would inform the Attorneys in to collect the Work Permit Approval / Denial Letter. 7. The Attorneys in will collect the Original Work Permit Approval / Denial Letter from mmigration authorities and send the same to Team. Please refer Annexure-6 for a sample Work Permit Approval letter. 8. As there is no hard copy approval for 9. The processing agent will verify details and update the received date/approved date/validity/duration of Stay Granted/Denial information in MS system and an auto mailer is sent to the employee. 10. n case of Approval received Employee needs to proceed with stamping and the processing agent will the Approval copy to stamping team for further processing. mportant Note: Employee has to complete stamping process for Work Permit Visa within 30 days from the date of the approval or else the Work permit will get expired. This is applicable in certain consulates, few do not hold the 30 days timeline clause. Sub Process 2: WOK PEMT & DEPENDENT PEMT EXTENSON POCESSNG nitiation Process: n order to initiate Work Permit Extension, Employee should ensure that the mmigration Diary of the Employee is up-to-date. Page 12 of 20

13 Wipro T Business Confidential a. Once the Extension application is initiated a unique application is generated in the MS system. b. The Employee completes the application with the Questionnaire, uploads all the documents. c. The application moves to different approving authorities like TM, VH, BU Head, BFM, etc. d. Upon approval from all the necessary oles, the application moves to for further processing. Once the online application is approved and all the documents are received (soft copies) at ; the allocating manager assigns the application to the concerned Verification agent Verification Process: The verification SPOC/agent responsible should validate the information and would have to follow the below mentioned verification process: 1. Passport Copies (Dependent passport if applicable): Copies of Employee valid Passport all pages showing current Spanish immigration stamp. f the Employee has renewed his / her passport since last work permit application; Employee has to provide a copy of the identification page from the new passport. Verify the Passport copy with D page and Address page of the Passport. Check Validity of the passport, First & Last Name. The Passport should be valid for minimum 12 months (Passport issued for more than 10 years are not acceptable). 2. esidence Permit: Copies of Employee s current Spanish esident Permit. 3. esidence Address: Copies of Employee Spanish residence address. 4. Marriage Certificate of spouse: Name on Marriage certificate and on passport should be the same. Else, an affidavit from Notary is required. The Marriage certificate should be in English and if it is in regional Page 13 of 20

14 Wipro T Business Confidential language; Notarized English translation is required.( t should be issued by egistrar of Marriage) 5. Birth Certificate of Children: Name of the Spouse & kid on the certificate is mandatory & the Name mentioned on the certificate and on passport should be the same. Else, an affidavit from Notary is required. The Birth certificate should be in English and if it is in regional language; Notarized English translation is required. Any deviation or mismatch of information the application would be sent back to the employee asking for further clarification. Note: The applications must be completed and submitted within 3 working days failing to which the system will auto reject the application and the auto rejected application cannot be reopened. n case of any issues or delays the same can be escalated by referring to Escalation Matrix. f the application satisfies all the necessary parameters; verification agent will duly approve the request and will update the formal application acceptance date in the MS system & send all the documents to the processing team Extension Application Processing: 1. The respective applications will reflect under the section Under Process Application. 2. The processing agent sends a mail to Attorneys in and instructing the employee to submit all the documents to Attorneys in. 3. Then the Employee in contacts & submits the documents required for Work Permit Extension to Attorneys in. Page 14 of 20

15 Wipro T Business Confidential 4. Attorneys in will file the Work Permit Extension application & documents with Spanish mmigration Authorities; and would send confirmation to Employee and about the application filing date. 5. updates the system with the filed date of extension. 6. f the application request is complete & as per the Norms, the Spanish mmigration Authorities will duly approve / deny the request and would inform the Attorneys in to collect the Extended esidence Permit. 7. The Attorneys in will collect the Original Extended esidence Permit from Spanish mmigration Authorities and sends to Employee and updates. 8. Then the Employee scans & sends the Extended esidence Permit copy to. 9. The processing agent updates the Extended esidence Permit details in MS system & closes the respective application. Kindly Note, initially the Work Permit will be granted for a year and can be further extended for 2 years. Allowing a total stay of 3 years in the country as the Work permit type we file under is ntra- Company Transfer. Please note: Staff Augmentation is not allowed in. DEPENDENT PEMT POCESSNG mportant Note: There is no separate process for Dependent Permit processing; we recommend employee to apply for accompanying dependents as the unification process is prolong and complicated. Please note: Legalized marriage certificate (Spouse) and birth certificate (kid) is a mandatory required to proceed with the dependent process. Along with legalized PCC for the employee and the spouse. PCC for the kid is applicable if they are Page 15 of 20

16 Wipro T Business Confidential above the age of 18 in certain consulates PCC for the kid with their age being 16 is also been asked sometimes. Sub Process 3: WOK PEMT TANSFE / AMENDMENT POCESSNG nitiation Process: n order to initiate Work Permit Transfer / Amendment request; Employee should ensure that the mmigration Profile of the Employee is up-to-date. a. Once the Extension application is initiated a unique application is generated in the system. b. The Employee completes the application with the Questionnaire, uploads all the documents. c. The application moves to different approving authorities like TM, VH, BU Head. d. Upon approval from all the necessary oles, the application moves to for further processing. Once the online application is approved and all the documents are received (soft copies) at ; the respective allocating manager assigns the application to the concerned Verification agent. Verification Process: The verification agent responsible should validate the information, check and ensure whether the necessary documents & forms are submitted with specified requirements: Please refer Annexure-1 for Netherlands document requirements. Page 16 of 20

17 Wipro T Business Confidential Any deviation or mismatch of information the application would be sent back to the employee asking for further clarification. Note: The applications must be completed and submitted within 3 working days failing to which the system will auto reject the application and the auto rejected application cannot be reopened. n case of any issues or delays the same can be escalated by referring to Escalation Matrix. f the application satisfies all the necessary parameters; verification agent will duly approve the request and will update the formal application acceptance date in the MS system & send all the documents to the processing team. Application Processing: 1. The respective applications will reflect under the section Under Process Application. 2. processing agent updates the MS system with the notification details an auto mailer would be sent to the respective the employee. 3. Once the request is in the system, the agent will inform the attorneys of the changes, post their confirmation the request will be closed as valid. 4. Then the respective Employee can start working with new client in on the same Work Permit. 5. Exit Criteria/Output a. Work Permit: The Spanish mmigration Authorities will duly approve / deny the request and would inform the Attorneys in to collect the Work Permit Approval / Denial Letter. Page 17 of 20

18 Wipro T Business Confidential The Attorneys in will collect the Original Work Permit Approval / Denial Letter from Spanish mmigration Authorities and send the same to the Team. The processing agent will verify all the details and update the received date/approved date/validity/duration of Stay Granted/Denial information in MS system & an auto mailer sent to Employee. n case of Approval received Employee needs to proceed with stamping and the processing agent will send the Approval copy to stamping team for further processing. b. Work Permit / Dependent permit Extension: The Spanish mmigration Authorities will duly approve / deny the request and would inform the Attorneys in to collect the Work Permit Extension Approval / Denial Letter. The Attorneys in will collect the Extended esidence Permit and sends the same to the Employee and intimation to. Then the Employee scans & sends the copy of Extended esidence Permit to team. The processing agent updates the Extended esidence Permit details in MS system & closes the respective application. 6. Process Measures No Description Definition Page 18 of 20

19 Wipro T Business Confidential 7. Summary Tasks esponsibility Templates/Checklists Verification/ Validation Mechanism Annexure-1 (esume Format) Verification Team Adobe Acrobat Document eview Check Lists eview checklists Adobe Acrobat Document Annexure-2 (Deputation Letter Format) Processing Team Adobe Acrobat Document eview Check Lists Adobe Acrobat Document Annexure-3 () Annexure-4 (Visa Template Format) Processing Team Adobe Acrobat Document eview Check Lists Adobe Acrobat Document Annexure-5 (Attorney Details) Processing Team Adobe Acrobat Document N.A. N.A. Annexure-6 (Work Permit Approval Sample) Processing Team Adobe Acrobat Document N.A. N.A. 8. Glossary Terms / Acronyms P WP MS SPOC PG UG TM BU Head Detail Description esidence Permit Work Permit mmigration Management System Single Point of Contact Global mmigration Management Services Post Graduate (Masters) Under Graduate(Bachelors) Technical Manager Business Unit Head Page 19 of 20

20 Wipro T Business Confidential 9. evision History Version (x.yy) Date of evision Description of Change eason for Change /Jan/2014 OOC to Global Change in mmigration Department Name Management Services /April/2016 Process review Change in Exception Approval Matrix /July/2016 Process review Change in Dependent Permit Processing /Sep/2016 Process review Change in Exception Approval Matrix /May2017 Process review Change in Exception Approval Matrix /May2017 Process review Change in 1.Eligibility 2. Minimum Wage 3. egistration and De- egistration 4. Work Permit Transfer / Amendment Process Affected Sections Entire SOP Entire SOP Entire SOP Entire SOP Entire SOP Entire SOP Approved By Nagarjuna Sadineni Nagarjuna Sadineni Anuj Sarin Anuj Sarin Anuj Sarin Anuj Sarin Page 20 of 20