SOP mmigration Process Work Permit, Dependent Permit, Family e-union, Work Permit Extension - Dependent Permit Extension Effective date Function Name : 02-MAY-2017 : GLOBAL MMGATON MANAGEMENT SEVCES
Wipro T Business Confidential eviewer Name Designation Comments Date Venkatesh amu Gajjala Senior Manager 02/MAY/2017 Approver Name Designation Comments Date Anuj Sarin Head of 02/MAY/2017 Page 2 of 45
Wipro T Business Confidential Contents 1. Scope... 4 2. Entry criteria / nputs... 6 3. Process Flow... 6 4. oles and esponsibility... 6 5. Activity Details... 18 Sub Process 1:... 18 Sub Process 2:... 26 Sub Process 3:... 32 6. Exit Criteria/Output... 39 7. Process Measures... 41 8. Summary... 41 9. Glossary... 44 10. evision History... 44 Page 3 of 45
Wipro T Business Confidential 1. Scope The complete process and procedures involved in processing Work Permit, Dependent Permit, Family e-union, Work Permit Extension and Dependent Permit Extension applications. The mmigration Department in is termed as mmigration A Service of the Department of Labour. The Work visa is the most commonly used program for employers to sponsor overseas workers to work in New Zealand on a temporary basis. The role of mmigration includes: Deciding Visa applications. Attracting Migrant Skills and Labour. Matching Migrant Skills with Employer needs. Managing Border Security with regard to the movement of people. Supporting Migrant Settlement and etention. mplementing the Government s efugee Quota Programmed. Enforcing Compliance with mmigration Law and Policy. WOK PEMT Eligibility BE/B.Tech/PG with 2 years of experience are eligible for work permit. Any other Bachelor Degree (Eg: Bsc, Bcom, BCA, BA etc) with 5 years of experience are eligible for work permit. Three Year Diploma holders with 10 years of experience are eligible for work permit. Page 4 of 45
Wipro T Business Confidential Valid Passport (validity of passport to be minimum of 12 months). Employees in Band below B1 are not eligible apply for work permits due to career band restriction WOK PEMT EXTENSON Employee needs to file the Work Permit Extension application well in advance; at least 6 weeks before expiry of current visa. 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 and types of work permit. 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 prescribed limit set by the law. etention of s All immigration records like visa stamp, passport copies, work permit approval letters, registration & deregistration certificates, entry and exit stamps and copies of supporting documents submitted for work permit and visa should be stored and maintained on file. etention of all immigration records for a foreign national is one of the fundamental and critical component to prove adherence to immigration compliance. has to maintain such records for a period of minimum of two years for countries where such specific legal requirement doesn t exist. For countries where the Page 5 of 45
Wipro T Business Confidential law specifically mandates record retention, then the duration will be in line with the legal requirements. Exception Approval Matrix https://wipro365.sharepoint.com/sites/w- /_layouts/15/start.aspx#/sitepages/homepage.aspx 2. Entry criteria / nputs nitiation mmigration request. equired ation. 3. Process Flow 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 45
Employee / Manager approval Verification Team. Processing Team. Dispatch Team Panel Doctors Service Providers High Commission, Delhi/Mumbai (Consulate) mmigration Wipro T Business Confidential Process oles Process Steps WOK PEMT / DEPENDENT PEMT POCESS: Only Application nitiation. Employee uploads required documents, A,, A Technical Manager Approval., A Employee needs to download & duly fill medical examination forms (including Dependents if applicable) mentioned on Portal. f the duration of stay is between 6 months to 12 months, employee needs to undergo medicals by using form 1096. f the duration of stay is more than 12 months, employee needs to undergo medicals by using form 1007. Employee needs to submit the respective filled forms (including Dependents if applicable) & complete medical examination with the Panel doctors as mentioned on the Portal. On completion of Medical examination; Employee needs to collect TB Screening eport issued by radiologist on their letterhead which needs to be attached along with respective Medical Forms & WP application. S S, A Page 7 of 45
Employee / Manager approval Verification Team. Processing Team. Dispatch Team Panel Doctors Service Providers High Commission, Delhi/Mumbai (Consulate) mmigration Wipro T Business Confidential Process oles Process Steps Employee submits the required (both hard) documents, applications with Original Passport (including Dependents if applicable) to nearest location or location Coordinators. Dispatching team hands over the documents, Original Passport (including Dependents if applicable) to Verification team. Application & documents acceptance (both hard & soft copies). Verification of Application & s (Dependents if applicable). A, Sent back for clarification on documents (if required) and update the status in the MS system. Employee provides the required clarification and sends it back to team (if applicable). Verify the documents & update Application accepted date in the MS system & an auto mailer sent to employee. Send intimation & move all the documents & application to processing team for further process. s review & check the eligibility. A Page 8 of 45
Employee / Manager approval Verification Team. Processing Team. Dispatch Team Panel Doctors Service Providers High Commission, Delhi/Mumbai (Consulate) mmigration Wipro T Business Confidential Process oles Process Steps processing team: Prepares Covering Letter for the employee (including Dependents if applicable). Generate nsurance for the employee (including Dependents if applicable). equest Air Travel Ticket booking details for the employee (including Dependents if applicable) from travel desk. Consult Wividus team for Employee salary and prepare the Deputation letter & sends it to the employee for signature. Travel desk sends Air Travel Ticket booking details for the employee to team. Employee sends back individually signed Deputation Letter Consolidate all the documents, applications and get signature from authorized signatory. processing team hand over s all the documents, applications with Original Passport to Dispatching team. Dispatching team sends all the documents, applications with Original Passport to Service Provider in ndia with courier tracking number. MS System updates with documents dispatched date & an auto mailer sent to Employee. Page 9 of 45
Employee / Manager approval Verification Team. Processing Team. Dispatch Team Panel Doctors Service Providers High Commission, Delhi/Mumbai (Consulate) mmigration Wipro T Business Confidential Process oles Process Steps Service provider in ndia scrutinizes & files all the documents, application with Original Passport to High Commission, Delhi/Mumbai & informs team about the filing date. MS System updates with application filed date & an auto mailer is sent to the Employee. S f any deviation or further information required; the High Commission, Delhi/Mumbai intimates Service Provider in ndia to submit the same. S Service Provider in ndia informs team to submit the details requested. team communicates to Employee & requests to provide the required details. Employee submits or provides the required information to team. Hand over the documents requested to dispatching team. Send the documents requested to Service Provider in ndia. Service Provider in ndia files the documents to High Commission, Delhi/Mumbai & sends intimation to. S Page 10 of 45
Employee / Manager approval Verification Team. Processing Team. Dispatch Team Panel Doctors Service Providers High Commission, Delhi/Mumbai (Consulate) mmigration Wipro T Business Confidential Process oles Process Steps High Commission, Delhi/Mumbai will duly approve / deny the request & the Work Permit / Dependent Permit Approval is stamped on the respective Passport & informs Service Provider in ndia. S The Service Provider in ndia collects the Work Permit / Dependent Permit approval or Denial stamped on the Passport & sends it to team. S Dispatching team collects & hands over the Work Permit / Dependent Permit Approval stamped with passport to respective location requested by the Employee while initiating application. The Work Permit / Dependent Permit Approval stamped details will be updated in the MS system & auto mailer sent to Employee. Employee attends the Travel Briefing session conducted at respective location. Only after the Travel Briefing is completed the Work Permit / Dependent Permit Approval stamped passport is handed over to Employee. FAMLY E-UNON POCESSNG: Only Application nitiation., A, A Page 11 of 45
Employee / Manager approval Verification Team. Processing Team. Dispatch Team Panel Doctors Service Providers High Commission, Delhi/Mumbai (Consulate) mmigration Wipro T Business Confidential Process oles Process Steps Employee / Dependent needs to download & duly fill medical examination forms mentioned on Portal. f the duration of stay is between 6 months to 12 months, Employee / Dependent needs to undergo medicals by using form 1096. f the duration of stay is more than 12 months, Employee / Dependent needs to undergo medicals by using form 1007. Employee / Dependent needs to submit the respective filled forms & complete medical examination with the Panel doctors as mentioned on the Portal. On completion of Medical examination; Employee / Dependent needs to collect TB Screening eport issued by radiologist on their letterhead which needs to be attached along with respective Medical Forms & application. S S, A Employee / Dependent submits the required (both hard & soft copies) documents, applications with Original Passport to nearest location or location Coordinators. Dispatching team hands over the documents, Original Passport to Verification team. Application & documents acceptance (both hard & soft copies). A, Page 12 of 45
Employee / Manager approval Verification Team. Processing Team. Dispatch Team Panel Doctors Service Providers High Commission, Delhi/Mumbai (Consulate) mmigration Wipro T Business Confidential Process oles Process Steps Verification of Application & s. Sent back for clarification on documents (if required) and update the status in the MS system. Employee / Dependent provide the required clarification & send it back to team (if applicable). Verify the documents & update Application accepted date in the MS system & an auto mailer sent to Employee / Dependent. Send intimation & move all the documents & application to processing team for further process. s review & check the eligibility. processing agent: Prepares Covering Letter for the Dependents. Generate nsurance for Dependents. equest Air Travel Ticket booking details for Dependents from travel desk. Travel desk sends Air Travel Ticket booking details to Team. Consolidate all the documents, applications and get signature from authorized signatory. A Page 13 of 45
Employee / Manager approval Verification Team. Processing Team. Dispatch Team Panel Doctors Service Providers High Commission, Delhi/Mumbai (Consulate) mmigration Wipro T Business Confidential Process oles Process Steps processing team hand over s all the documents, applications with Original Passport to Dispatching team. Dispatching team sends all the documents, applications with Original Passport to Service Provider in ndia with courier tracking number. MS System updates with documents dispatched date & an auto mailer sent to Employee / Dependent. Service provider in ndia scrutinizes & files all the document, application with Original Passport to High Commission, Delhi/Mumbai & informs team about the filing date. MS System updates with application filed date & an auto mailer is sent to the Employee / Dependent. S f any deviation or further information required; the High Commission, Delhi/Mumbai intimates Service Provider in ndia to submit the same. S Service Provider in ndia informs team to submit the details requested. team communicates to Employee / Dependent & requests to provide the required details. Employee / Dependent submit or provide the required information to team. Page 14 of 45
Employee / Manager approval Verification Team. Processing Team. Dispatch Team Panel Doctors Service Providers High Commission, Delhi/Mumbai (Consulate) mmigration Wipro T Business Confidential Process oles Process Steps Hand over the documents requested to dispatching team. Send the documents requested to Service Provider in ndia. Service Provider in ndia files the documents to High Commission, Delhi/Mumbai & sends intimation to team. S High Commission, Delhi/Mumbai will duly approve / deny the request & the Dependent Permit Approval stamped on the respective Passport & informs Service Provider in ndia. S The Service Provider in ndia collects the Dependent Permit approval stamped on the Passport & sends it to team. S Dispatching team collects & hands over the Dependent Permit Approval stamped with passport to respective location requested by the Employee / Dependent while initiating application. The Dependent Permit Approval stamped details will be updated in the MS system & auto mailer sent to Employee / Dependent. The Dependent Permit Approval stamped passport is handed over to Employee / Dependents. WOK PEMT / DEPENDENT PEMT EXTENSON POCESS: Page 15 of 45
Employee / Manager approval Verification Team. Processing Team. Dispatch Team Panel Doctors Service Providers High Commission, Delhi/Mumbai (Consulate) mmigration Wipro T Business Confidential Process oles Process Steps Only Application nitiation., A, A Employee uploads required documents, A Technical Manager Approval, A Employee needs to download & duly fill medical examination forms (including Dependents if applicable) mentioned on Portal. f the duration of stay is between 6 months to 12 months, employee needs to undergo medicals by using form 1096. f the duration of stay is more than 12 months, employee needs to undergo medicals by using form 1007. Employee needs to submit the respective filled forms (including Dependents if applicable) & complete medical examination with the Panel doctors as mentioned on the Portal. On completion of Medical examination; Employee needs to collect TB Screening eport issued by radiologist on their letterhead which needs to be attached along with respective Medical Forms & WP Extension application. Application & documents acceptance (soft copies). Verification of application and s (Dependents if applicable). A, S S, A Page 16 of 45
Employee / Manager approval Verification Team. Processing Team. Dispatch Team Panel Doctors Service Providers High Commission, Delhi/Mumbai (Consulate) mmigration Wipro T Business Confidential Process oles Process Steps Sent back for clarification on documents (if required) and update the status in the MS system. Employee provides the required clarification and sends back the application to team (if applicable). Accept application & update Application accepted date in the MS system & an auto mailer sent to employee. ntimation sent to processing team to process application. s review & check the eligibility. processing agent: Prepares Extension Experience Letter. Consult Wividus team for Employee salary and prepare the Deputation letter for the Employee & get signature of the authorized signatory. A processing agent sends the Extension Experience Letter and the Deputation letter to Employee Then Employee (with Dependents if applicable) needs to carry the Extension Experience letter, Deputation Letter, Medical Examination report, documents with Original Passport and & submits it to the nearest mmigration office. S Page 17 of 45
Employee / Manager approval Verification Team. Processing Team. Dispatch Team Panel Doctors Service Providers High Commission, Delhi/Mumbai (Consulate) mmigration Wipro T Business Confidential Process oles Process Steps Employee coordinates with Service Provider in and makes necessary visa payment fees for extension application. S mmigration office will duly approve / deny the request & the Work Permit Extension / Dependent Permit Extension Approval is stamped on the respective Passport. S Once Extension Visa is stamped; employee needs to scan & send the copy of Extension Visa stamped page of the passport (including Dependents if applicable) to team. processing agent verifies & updates the MS system with Extension Visa stamped details & closes the respective application. 5. Activity Details Sub Process 1: WOK PEMT / DEPENDENT PEMT POCESSNG: 5.1.1 nitiation Process: n order to initiate any request the Supervisor or Technical Manager should ensure that the mmigration Profile of the employee is up-to-date. Page 18 of 45
Wipro T Business Confidential 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. Once application is initiated Employee needs to download & duly fill medical examination forms (including Dependents if applicable) through portal or from visiting website: http://www.immigration.govt.nz/ f the duration of stay is between 6 months to 12 months, employee needs to undergo medicals by using form 1096. Please refer Annexure- 1 for Medical-1096 Form. f the duration of stay is more than 12 months, employee needs to undergo medicals by using form 1007. Please refer Annexure-2 for Medical-1007 Form. Employee needs to submit the respective filled forms (including Dependents if applicable) & complete medical examination only at the listed panel doctor s clinic mentioned on the website: http://www.immigration.govt.nz/paneldoctors/. Please refer Annexure-3 for Panel Doctors list. d. On finishing the Medical Examination; Employee completes the application initiated with the Questionnaire, then uploads & submits (both hard & soft copies) all the documents with Original Passport (including Dependent if applicable) & Medical eferral Letter with which the Medicals was completed, for processing to nearest location or coordinators. e. The coordinators or dispatching team collects the documents and hands it over to respective verification agent for further processing. f. The application moves to different approving authorities like TM, VH, BU Head, BFM, etc. g. Upon approval from all the necessary oles, the application moves to for further processing. Page 19 of 45
Wipro T Business Confidential Once all the documents are received (both hard & soft copies) at ; the respective allocating manager assigns the application to the concerned Verification agent. 5.1.2 Verification Process: The verification SPOC/agent responsible should validate the information, check and ensure whether the necessary documents & forms are submitted with specified requirements: 1. esume: Check & verify whether updated copy of Employee resume is available. The esume completed should be as per My Wipro format and include details on present & prior work experience. Please refer Annexure-4 for esume Template. 2. Degree Certificates: Scanned copies of Convocation certificates of both bachelor's & masters (if applicable) must be provided as a single file. Check the University Certificates or Degree Certificates (PG if applicable) and verify the Employee Name and details provided as per the information. Only Convocation certificates are accepted and not provisional degree. 3. Wipro Appointment Letter: Photocopies of Wipro appointment letter or Offer letter received at the time of joining Wipro with acceptance page signed by the employee & employer. Please refer Annexure-5 for Wipro appointment letter or Offer letter sample. 4. Experience Certificates: Experience Certificates of all employment prior to Wipro (only if the employee's work tenure is less than 2 years in Wipro) are available (if applicable). 5. Original Passport: Original Passport & photocopies of all the pages of valid passport of the Employee (with visa stamped pages if any). Verify the Passport copy with D page and Address page of the Passport. Check Validity of the Page 20 of 45
Wipro T Business Confidential passport, First & Last Name. Make sure the Passport should be valid for minimum of 18 months at the time of applying for Work Permit. n case Dependents Permit applied with Employee Work Permit application; Employee has to submit Original Passport & photocopies of all the pages of valid Dependents passport. 6. WP Supplementary nformation : Duly filled and individually signed copy of the WP Supplementary nformation from the Employee. The Employee has to sign the same and Original hard copies needs to be submitted to team. Please refer Annexure-7 for WP Supplementary nformation. 7. WP 1015 Application Form: Duly filled and individually signed copy of the WP 1015 Application Form from the Employee. The Employee has to sign the same and Original hard copies needs to be submitted to team. Please refer Annexure-8 for WP 1015 Application Form. 8. Employee Supplementary 1113 Application Form: Duly filled and individually signed copy of the Employee Supplementary 1113 Application Form from the Employee. The Employee has to sign the same and Original hard copies needs to be submitted to team. Please refer Annexure-9 for Employee Supplementary 1113 Application Form. 9. Dependent Permit 1017 Application Form (only if Dependents Permit applied with Employee Work Permit application): Employee has to submit duly filled & signed Dependent Permit 1017 Application Form for dependents separately. The Employee / Dependent have to sign the same and Original hard copies needs to be submitted to team. Please refer Annexure-10 for Dependent Permit 1017 Application Form. 10. Dependent Partnership Based 1146 Application Form (only if Dependents Permit applied with Employee Work Permit application): Employee has to submit duly filled & signed Dependent Partnership Based 1146 Application Form for dependents. The Employee / Dependent has to sign the same and Original hard Page 21 of 45
Wipro T Business Confidential copies needs to be submitted to team Please refer Annexure-11 for Dependent Partnership Based 1146 Application Form. 11. Dependents (Student Visa) 1012 Application Form: (only if Dependents Permit applied with Employee Work Permit application): Employee has to submit duly filled & signed Dependents (Student Visa) 1012 Application Form. The Employee / Dependent have to sign the same and Original hard copies needs to be submitted to team. Please refer Annexure-12 for Dependents (Student Visa) 1012 Application Form. 12. Family Supplementary nformation (only if Dependents Permit applied with Employee Work Permit application): Employee has to submit duly filled & signed Family Supplementary nformation. The Employee / Dependent has to sign the same and Original hard copies needs to be submitted to team Please refer Annexure-13 for Family Supplementary nformation. 13. Police Clearance Certificate (Only if the period of stay is more than 24 months, including any time applicant spent in ): Copy of Police Clearance Certificate for the Applicants. Police Clearance certificate must be attested by Ministry of External Affairs. Please refer Annexure-14 for Police Clearance Certificate Sample. 14. Photographs: Three color based passport size photographs of Employee (including Dependents if applicable) with white background; taken within last 2 months. The face should be front-facing, eyes should be clearly visible, and with no head gears (unless applicant habitually wears as religious customs and head gear should not affect features of face). 15. Marriage Certificate (only if Dependents Permit applied with Employee Work Permit application): Copy of Marriage Certificate of the Employee. The 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 language; Notarized English translation is required. The Marriage certificate has to be issued from egistrar of Marriage. Please refer Annexure-15 for Marriage Certificate. Page 22 of 45
Wipro T Business Confidential 16. Proof for Marriage (only if Dependents Permit applied with Employee Work Permit application): Copy of Proof for Marriage for newly wedded couples. This can be demonstrated with wedding photographs, wedding invites, joint bank account statements etc (f applicable). 17. Marriage photograph (only if Dependents Permit applied with Employee Work Permit application): Copy of Marriage photograph of the employee and only for couples married for less than 1 year (f applicable). 18. Birth Certificate (only if Dependents Permit applied with Employee Work Permit application): Copy of Birth Certificate of the child. The Name of the kid on the Birth 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. The Birth Certificate has to be issued from Chief registrar of births and deaths. Please refer Annexure-16 for Notarized Birth Certificate. Note: n case of any documents missing or clarification required for further processing; the processing agent sends intimation to employee to submit the same to nearest location. 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. Page 23 of 45
Wipro T Business Confidential 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. 5.1.3. Application Processing: 1. The applications will reflect under the section Under Process Application. 2. The processing agent will review all the application, documents & check the eligibility. 3. processing agent: Prepares Covering Letter for the respective Employee (including Dependents if applicable). Please refer Annexure-17 for Covering Letter Sample for Employee and Annexure-17A for Covering Letter Sample for Employee & Dependents. Salary Break-up details: Copy of Salary break-up details of the employee. Please refer Annexure-6A for Salary Break-up details sample. Generate nsurance Coverage for the respective Employee (including Dependents if applicable). Please refer Annexure-18 for procedures to generate nsurance Coverage for the employee and Annexure-18A for nsurance Generated Coverage Sample. equests Air Travel Ticket booking details for the respective Employee (including Dependents if applicable) from Wipro Travel Desk. Please refer Annexure-19 for Air Travel Ticket booking request email sample. Consults Wividus team for Employee Salary details and prepares Deputation Letter and send it to the respective employee: The Employee s needs to individually sign on each page; then scan & send the copy of Deputation Letter to processing team which for Work Page 24 of 45
Wipro T Business Confidential Permit initiation. Please refer Annexure-6 for Deputation Letter format. 4. Travel Desk sends the Air Travel Ticket booking details to processing team; which was requested for the respective Employee. Please refer Annexure-20 for Air Travel Ticket Booking details Sample. 5. Employee sends back signed Deputation Letter back to processing team. 6. processing agent consolidates all the documents, applications and get signature from authorized signatory. 7. Then the processing agent packs & hand over s all the documents, applications with Original Passport to Dispatching team. Please refer Annexure-21 for Courier Guidelines. 8. The Dispatching team sends all the documents, applications with Original Passport to Service Provider in ndia with courier tracking number. Please refer Annexure-22 Service Provider details in ndia. 9. Then the processing agent updates MS System with documents dispatched date & an auto mailer sent to Employee. 10. The Service provider in ndia scrutinizes & files all the documents, application with Original Passport to High Commission, Delhi/Mumbai & informs team about the filing date. 11. The processing agent updates MS System with application filed date & an auto mailer is sent to the Employee. 12. f any deviation or further information required; the High Commission, Delhi/Mumbai intimates Service Provider in ndia to submit the same. 13. The Service Provider in ndia informs team to submit the details requested. 14. processing team communicates to Employee & requests to provide the required details. 15. The Employee submits or provides the required information to processing team. Page 25 of 45
Wipro T Business Confidential 16. On receiving the required documents; processing team hands over the documents requested to dispatching team. 17. The dispatching team sends the documents requested to Service Provider in ndia. Please refer Annexure-21 for Courier Guidelines. 18. Then the Service Provider in ndia files the documents to High Commission, Delhi/Mumbai & sends intimation to team. 19. f the application request is complete & as per the Norms; High Commission, Delhi/Mumbai will duly approve / deny the request & the Work Permit / Dependent Permit Approval is stamped on the respective Passport & informs Service Provider in ndia. 20. The Service Provider in ndia collects the Work Permit / Dependent Permit approval stamped on the Passport & sends it to team. 21. Then the Dispatching team collects & hands over the Work Permit / Dependent Permit Approval stamped with passport to respective location requested by the Employee while initiating application. Please refer Annexure-23 for Work Permit approval sample. 22. The Work Permit / Dependent Permit Approval stamped details will be updated in the MS system & auto mailer sent to Employee. 23. Employee has to attend the Travel Briefing session conducted at respective location. 24. Only after the Travel Briefing is completed the Work Permit / Dependent Permit Approval stamped passport is handed over to Employee. mportant Note: Travel briefing session is mandatory and only after attending the session, the stamped passport will be handed over to the employee. Sub Process 2: FAMLY E-UNON POCESSNG. 5.2.1 nitiation Process: Page 26 of 45
Wipro T Business Confidential n order to initiate Family e-union request the Employee / Supervisor should ensure that the mmigration Profile of the employee is up-to-date. a. The immigration request can be initiated by the Employee / 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. Once application is initiated Employee / Dependents needs to download & duly fill medical examination forms through portal or from visiting website: http://www.immigration.govt.nz/ f the duration of stay is between 6 months to 12 months, Employee / Dependents needs to undergo medicals by using form 1096. Please refer Annexure-1 for Medical-1096 Form. f the duration of stay is more than 12 months, Employee / Dependents needs to undergo medicals by using form 1007. Please refer Annexure-2 for Medical-1007 Form. Employee / Dependents needs to submit the respective filled forms & complete medical examination only at the listed panel doctor s clinic mentioned on the website: http://www.immigration.govt.nz/paneldoctors/. Please refer Annexure-3 for Panel Doctors list. d. On finishing the Medical Examination; Employee / Dependents completes the application initiated with the Questionnaire, then uploads & submits (both hard & soft copies) all the documents with Original Passport (& Medical eferral Letter with which the Medicals was completed for processing to nearest location or coordinators. e. The coordinators or dispatching team collects the documents and hands it over to respective verification agent for further processing. Page 27 of 45
Wipro T Business Confidential Once all the documents are received (both hard & soft copies) at ; the respective allocating manager assigns the application to the concerned Verification agent. 5.2.2 Verification Process: The verification SPOC/agent responsible should validate the information, check and ensure whether the necessary documents & forms are submitted with specified requirements: 1. Original Passport: Original Passport of Dependents & photocopies of all the pages of valid passport of the Employee (with visa stamped pages if any). Verify the Passport copy with D page and Address page of the Passport. Check Validity of the passport, First & Last Name. Make sure the Passport should be valid for minimum of 18 months at the time of applying. 2. Employee Visa Copy: Employee / Dependent have to submit copy of current Visa of the Employee (Primary Applicants). 3. Dependent Permit 1017 Application Form: Employee / Dependent have to submit duly filled & signed Dependent Permit 1017 Application Form for dependents separately. The Employee / Dependent have to sign the same and Original hard copies needs to be submitted to team. Please refer Annexure- 10 for Dependent Permit 1017 Application Form. 4. Dependent Partnership Based 1146 Application Form: Employee / Dependent have to submit duly filled & signed Dependent Partnership Based 1146 Application Form for dependents. The Employee / Dependent have to sign the same and Original hard copies needs to be submitted to team. Please refer Annexure-11 for Dependent Partnership Based 1146 Application Form. 5. Dependents (Student Visa) 1012 Application Form: Employee / Dependent have to submit duly filled & signed Dependents (Student Visa) 1012 Application Form. The Employee / Dependent have to sign the same and Original hard Page 28 of 45
Wipro T Business Confidential copies needs to be submitted to team. Please refer Annexure-12 for Dependents (Student Visa) 1012 Application Form. 6. Family Supplementary nformation : Employee / Dependent have to submit duly filled & signed Family Supplementary nformation. The Employee / Dependent have to sign the same and Original hard copies needs to be submitted to team. Please refer Annexure-13 for Family Supplementary nformation. 7. Photographs: Two color based passport size photographs of Employee three photographs of Dependents with white background; taken within last 2 months. The face should be front-facing, eyes should be clearly visible, and with no head gears (unless applicant habitually wears as religious customs and head gear should not affect features of face). 8. Marriage Certificate: Copy of Marriage Certificate of the Employee. The 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 language; Notarized English translation is required. The Marriage certificate has to be issued from egistrar of Marriage. Please refer Annexure-15 for Marriage Certificate. 9. Proof for Marriage: Copy of Proof for Marriage if Employee / Dependent are newly wedded couples. This can be demonstrated with wedding photographs, wedding invites, joint bank account statements etc (f applicable). 10. Marriage photograph: Copy of Marriage photograph of the Employee / Dependent; only for couples married for less than 1 year (f applicable). 11. Birth Certificate: Copy of Birth Certificate of the child. The Name of the kid on the Birth 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. The Birth Certificate has to be issued from Chief registrar of births and deaths. Please refer Annexure-16 for Notarized Birth Certificate. Page 29 of 45
Wipro T Business Confidential 12. Police Clearance Certificate (Only if the period of stay is more than 24 months, including any time applicant spent in ): Copy of Police Clearance Certificate for the Applicants. Police Clearance certificate must be attested by Ministry of External Affairs. Please refer Annexure-14 for Police Clearance Certificate Sample. Note: n case of any documents missing or clarification required for further processing; the processing agent sends intimation to Employee / Dependents to submit the same to nearest location. 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. 5.3.3. Application Processing: 1. The applications will reflect under the section Under Process Application. 2. The processing agent will review all the application, documents & check the eligibility. Page 30 of 45
Wipro T Business Confidential 3. processing agent: Prepares Covering Letter for the respective Dependents. Please refer Annexure-17A for Covering Letter Sample for Employee / Dependent. Generate nsurance Coverage for the respective Dependents. Please refer Annexure-18 for procedures to generate nsurance Coverage for the employee and Annexure-18A for nsurance Generated Coverage Sample. equests Air Travel Ticket booking details for the respective Dependents from Wipro Travel Desk. Please refer Annexure-19 for Air Travel Ticket booking request email sample. 4. Travel Desk sends the Air Travel Ticket booking details to processing team; which was requested for the respective Dependent. Please refer Annexure-20 for Air Travel Ticket Booking details Sample. 5. processing agent consolidates all the documents, applications and get signature from authorized signatory. 6. Then the processing agent packs & hand over s all the documents, applications with Original Passport to Dispatching team. Please refer Annexure-21 for Courier Guidelines. 7. The Dispatching team sends all the documents, applications with Original Passport to Service Provider in ndia with courier tracking number. Please refer Annexure-22 Service Provider details in ndia. 8. Then the processing agent updates MS System with documents dispatched date & an auto mailer sent to Employee / Dependents. 9. The Service provider in ndia scrutinizes & files all the documents, application with Original Passport to High Commission, Delhi/Mumbai & informs team about the filing date. 10. The processing agent updates MS System with application filed date & an auto mailer is sent to the Employee / Dependents. Page 31 of 45
Wipro T Business Confidential 11. f any deviation or further information required; the High Commission, Delhi/Mumbai intimates Service Provider in ndia to submit the same. 12. The Service Provider in ndia informs team to submit the details requested. 13. processing team communicates to Employee / Dependents & requests to provide the required details. 14. The Employee / Dependents submit or provide the required information to processing team. 15. On receiving the required documents; processing team hands over the documents requested to dispatching team. 16. The dispatching team sends the documents requested to Service Provider in ndia. Please refer Annexure-21 for Courier Guidelines. 17. Then the Service Provider in ndia files the documents to High Commission, Delhi/Mumbai & sends intimation to team. 18. f the application request is complete & as per the Norms; High Commission, Delhi/Mumbai will duly approve / deny the request & the Dependent Permit Approval is stamped on the respective Passport & informs Service Provider in ndia. 19. The Service Provider in ndia collects the Dependent Permit approval or Denial stamped on the Passport & sends it to team. 20. Then the Dispatching team collects & hands over the Dependent Permit Approval stamped with passport to respective location requested by the Employee / Dependents while initiating application. 21. The Dependent Permit Approval stamped details will be updated in the MS system & auto mailer sent to Employee / Dependents. 22. The Dependent Permit Approval stamped passport is handed over to Employee / Dependents. Sub Process 3: Page 32 of 45
Wipro T Business Confidential WOK PEMT EXTENSON / DEPENDENT PEMT EXTENSON POCESSNG: 5.3.1 nitiation Process: n order to initiate Work Permit Extension & Dependent Extensions; Employee should ensure that the mmigration Profile of the Employee, Spouse & Children are up-to-date. a. Once the Extension application is initiated a unique application is generated in the MS system. b. The immigration request can be initiated by the Manager if the employee meets all the requirements as per the rules & regulations of the country intended to travel. c. Once the immigration request is initiated a unique application is generated in the MS system. d. Once application is initiated Employee / Dependents needs to download & duly fill medical examination forms through portal or from visiting website: http://www.immigration.govt.nz/ f the duration of stay is between 6 months to 12 months, Employee / Dependents needs to undergo medicals by using form 1096. Please refer Annexure-1 for Medical-1096 Form. f the duration of stay is more than 12 months, Employee / Dependents needs to undergo medicals by using form 1007. Please refer Annexure- 2 for Medical-1007 Form. Employee / Dependents needs to submit the respective filled forms & complete medical examination only at the listed panel doctor s clinic mentioned on the website: Page 33 of 45
Wipro T Business Confidential http://www.immigration.govt.nz/paneldoctors/. Please refer Annexure-3 for Panel Doctors list. e. On finishing the Medical Examination; Employee / Dependents completes the application initiated with the Questionnaire, then uploads & submits (both soft copies) all the documents & Medical eferral letter required for processing. f. The application moves to different approving authorities like TM, VH, BU Head, BFM, etc. g. 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. 6.3.2 Verification Process: The verification SPOC/agent responsible should validate the information, check and ensure whether the necessary documents & forms are submitted with specified requirements: 1. esume: Check & verify whether updated copy of Employee resume is available. The esume completed should be as per My Wipro format and include details on present & prior work experience. Please refer Annexure-4 for esume Template. 2. Degree Certificates: Scanned copies of Convocation certificates of both bachelor's & masters (if applicable) must be provided as a single file. Check the University Certificates or Degree Certificates (PG if applicable) and verify the Employee Name and details provided as per the information. Only Convocation certificates are accepted and not provisional degree. Page 34 of 45
Wipro T Business Confidential 3. Wipro Appointment Letter: Photocopies of Wipro appointment letter or Offer letter received at the time of joining Wipro with acceptance page signed by the employee & employer. Please refer Annexure-5 for Wipro appointment letter or Offer letter sample. 4. Passport: Photocopy of all the pages of valid passport of the Employee with visa stamped pages if any. Verify the Passport copy with D page and Address page of the Passport. Check Validity of the passport, First & Last Name. Make sure the Passport should be valid for minimum of 18 months at the time of applying. n case Dependents Permit Extension applied with Employee Work Permit Extension application; Employee has to submit photocopies of all the pages with visa stamped pages of valid Dependents passport. 5. WP Supplementary nformation : Duly filled and individually signed copy of the WP Supplementary nformation from the Employee. The Employee has to sign the same and Original hard copies needs to be submitted to team. Please refer Annexure-7 for WP Supplementary nformation. 6. WP 1015 Application Form: Duly filled and individually signed copy of the WP 1015 Application Form from the Employee. The Employee has to sign the same and Original hard copies needs to be submitted to team. Please refer Annexure-8 for WP 1015 Application Form. 7. Employee Supplementary 1113 Application Form: Duly filled and individually signed copy of the Employee Supplementary 1113 Application Form from the Employee. The Employee has to sign the same and Original hard copies needs to be submitted to team. Please refer Annexure-9 for Employee Supplementary 1113 Application Form. 8. Dependent Permit 1017 Application Form (only if Dependents Permit Extension applied with Employee Work Permit Extension application): Employee has to submit duly filled & signed Dependent Permit 1017 Application Form for dependents separately. The Employee / Dependent Page 35 of 45
Wipro T Business Confidential have to sign the same and Original hard copies needs to be submitted to team. Please refer Annexure-10 for Dependent Permit 1017 Application Form. 9. Dependent Partnership Based 1146 Application Form (only if Dependents Permit Extension applied with Employee Work Permit Extension application): Employee has to submit duly filled & signed Dependent Partnership Based 1146 Application Form for dependents. The Employee / Dependent has to sign the same and Original hard copies needs to be submitted to team Please refer Annexure-11 for Dependent Partnership Based 1146 Application Form. 10. Dependents (Student Visa) 1012 Application Form: (only if Dependents Permit Extension applied with Employee Work Permit Extension application): Employee has to submit duly filled & signed Dependents (Student Visa) 1012 Application Form. The Employee / Dependent have to sign the same and Original hard copies needs to be submitted to team. Please refer Annexure-12 for Dependents (Student Visa) 1012 Application Form. 11. Family Supplementary nformation (only if Dependents Permit Extension applied with Employee Work Permit Extension application): Employee has to submit duly filled & signed Family Supplementary nformation. The Employee / Dependent has to sign the same and Original hard copies needs to be submitted to team Please refer Annexure-13 for Family Supplementary nformation. 12. Marriage Certificate (only if Dependents Permit Extension applied with Employee Work Permit Extension application): Copy of Marriage Certificate of the Employee. The 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 language; Notarized English translation is required. The Marriage certificate has to be issued from egistrar of Marriage. Please refer Annexure-15 for Notarized Marriage Certificate. Page 36 of 45
Wipro T Business Confidential 13. Proof for Marriage (only if Dependents Permit Extension applied with Employee Work Permit Extension application): Copy of Proof for Marriage for newly wedded couples. This can be demonstrated with wedding photographs, wedding invites, joint bank account statements etc (f applicable). 14. Marriage photograph (only if Dependents Permit Extension applied with Employee Work Permit Extension application): Copy of Marriage photograph of the employee and only for couples married for less than 1 year (f applicable). 15. Birth Certificate (only if Dependents Permit Extension applied with Employee Work Permit Extension application): Copy of Birth Certificate of the child. The Name of the kid on the Birth 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. The Birth Certificate has to be issued from Chief registrar of births and deaths. Please refer Annexure-16 for Notarized Birth Certificate. 16. Police Clearance Certificate (Only if the period of stay is more than 24 months, including any time applicant spent in ): Copy of Police Clearance Certificate for the Applicants. Police Clearance certificate must be attested by Ministry of External Affairs. Please refer Annexure-14 for Police Clearance Certificate Sample. Note: n case of any documents missing or clarification required for further processing; the processing agent sends intimation to employee to submit the same to nearest location. Any deviation or mismatch of information the application would be sent back to the employee asking for further clarification. Page 37 of 45