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Policy & Procedure
Policy Title :
Passports, Visas and Iqama Policy
Policy Number :
I. C-9
Responsible Party :
Human Resources
Effective Date :
05/12/2013
Revised Date :
_______________________

Purpose

To declare PMU guidelines with regards to Passports, Visas and Iqama and ensure uniform interpretation and application of this policy.

Statement :

Under the laws of the Kingdom of Saudi Arabia, an individual who is not a citizen of Saudi Arabia is required to have a valid passport and to obtain a visa to enter the Kingdom and/or to leave the Kingdom. If planning to reside and work in Saudi Arabia, the individual is required to obtain an Iqama (residency permit), maintain its validity during his/her residency, and be under the sponsorship of either an employer or an individual who is legally residing in Saudi Arabia. Other countries to which an individual might wish to visit may have similar visa requirements.

Work Visa / Iqama

When PMU employs an expatriate from outside the Kingdom; the new employee must obtain a work visa to enter Saudi Arabia under the sponsorship of PMU. This work visa is obtained by PMU and is provided to the employee at the university’s expense. Upon arrival at the PMU, the employee must surrender his/her passport to the Government Relations Section of the Administration Affairs Department. The Government Relations Section then will obtain the necessary Iqama for the employee at the university’s expense. The Iqama identifies PMU as the employee's sponsor and must be in the possession of the employee at all times while in the Kingdom.

Dependant Visa

When PMU employs an expatriate from outside the Kingdom, the eligible dependants of the new employee must each obtain a dependant visa to enter Saudi Arabia under the sponsorship of the new employee. Customarily, this is done after the new employee already has been issued his/her Iqama and is a legally-recognized resident. These dependant visas are obtained by PMU and are provided to each eligible dependant at the university’s expense. Upon their arrival at PMU site, the eligible dependants must surrender their passports to the Government Relations Section of the Personnel Services Department. The Government Relations Section then will add these eligible dependants to the employee's Iqama at the university’s expense. As with the employee, each dependant must be in possession of a copy of this Iqama at all times while in the Kingdom.

Visit Visa

In order to visit Saudi Arabia, anyone not a citizen of the Kingdom must first obtain a visit visa. If the individual is to be sponsored by an employee of PMU, the Government Relations Section of Administration Affairs Department will assist the employee to obtain the visit visa. All costs associated with obtaining the visit visa will be the responsibility of the employee. In such cases, the employee must first request permission from PMU to bring someone to the Kingdom on a visit visa and obtain approval in accordance with the applicable Administrative Policy and Procedure. If the individual is visiting the Kingdom at the request of PMU, all costs associated with obtaining the visit visa will be paid by the university.

Exit/Re-Entry Visa

If an expatriate employee, or eligible dependant, desires to leave and later return to Saudi Arabia in connection with an approved annual ticket/leave, or other approved temporary absence, the individual must obtain single exit/ re-entry visa. The Government Relations Section of the Administration Affairs Department will obtain the required exit/re-entry visa only upon their receipt of an approved Leave Application Form and any fees which the employee is responsible to pay to obtain the visa. The cost of such exit/re-entry visas required in connection with an approved leave where PMU is also is providing the ticket will be paid by the university. If PMU is not providing the employee or eligible dependants with a paid ticket, the employee is responsible to pay the costs to obtain the exit/re-entry visa. These amounts will be paid directly to the Government Relations Section.

Exit Only Visa

When an expatriate employee separates from PMU, the employee and eligible dependants will require exit only visas in order to leave the Kingdom and be repatriated back to their point of hire. These visas will be obtained by the Government Relations Section of the Administration Affairs Department and any costs associated with obtaining these visas will normally be paid by PMU.

Renewal of Passports and Iqamas

While residing in the Kingdom and working for PMU, each employee and eligible dependant must maintain the validity of his/ her passport and Iqama. The responsibility clearly rests with the employee and eligible dependants to renew these documents prior to their expiration dates. The Government Relations Section of the Administration Affairs Department will assist in doing this and will attempt to remind each employee in advance of the pending expirations of these documents. Costs associated with the renewals of passports are the responsibility of the employee or eligible dependant to pay. If the employee requests the necessary renewals of Iqamas on a timely basis, PMU will pay all associated costs. However, if the Saudi Arabian Government or the employee's home country's Government imposes any penalties or additional charges for late or untimely requests for renewal, such costs will be the responsibility of the employee to pay. The cost of the renewal of Iqama will be deducted on a pro-rata basis if employee resigns.

Penalties

It is the responsibility of the employee and eligible dependants to cancel any request for a visa that a change in circumstances dictates is no longer needed. Any penalties imposed by the Saudi Arabian Government that are the result of non-use or late cancellation of an approved visa will be the responsibility of the employee to pay, unless the cancellation was made by PMU. In such instances, the university will pay any such penalties