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eMigrate system
Recruiting Agent Operational Procedure Manual
February, 2015
Version 1.0
eMigrate System Recruiting Agent Operational Procedure Manual V1.0
TCS MOIA Confidential ii
Notice
© 2015 Ministry of Overseas Indian Affairs
This is a controlled document. Unauthorised access, copying, replication or usage for a purpose other than for which it is intended, are prohibited.
All trademarks that appear in the document have been used for identification purposes only and belong to their respective companies.
MINISTRY OF OVERSEAS INDIAN AFFAIRS GOVERNMENT OF INDIA
AKBAR BHAWAN CHANAKYA PURI
NEW DELHI-110021 Telephone No.: +91-11-24197900
Fax No.: +91-11-24197919 Email: [email protected]
eMigrate System Recruiting Agent Operational Procedure Manual V1.0
TCS MOIA Confidential iii
PF3020
Document Release Note
Notice No.: 1
Customer: Ministry of Overseas Indian Affairs
Project: eMigrate
Document Details
Name Version Number Description
Recruiting Agent Operational Procedure Manual
1.0 This document contains detailed process steps for all processes for which the Recruiting Agent uses the eMigrate system.
Revision Details
Action Taken (add/del/change)
Previous page number
New page number Revision description
Change Register serial numbers covered:
The documents or revised pages are subject to document control.
Please keep them up-to-date using the release notices from the distributor of the document.
These are confidential documents. Unauthorised access or copying is prohibited.
eMigrate System Recruiting Agent Operational Procedure Manual V1.0
TCS MOIA Confidential iv
PF2060C
Document Revision List
Document Name: Recruiting Agent Operational Procedure Manual
Release Notice Reference (for release)
Revision Number
Revision Date
Revision Description
Page Number
Previous Page Number
Action Taken
Addenda/ New Page
Release Notice Reference
eMigrate System Recruiting Agent Operational Procedure Manual V1.0
TCS MOIA Confidential v
About this Document
Purpose
This manual has been written to help you understand and use the eMigrate system. It presents the functional capabilities and operational details of the eMigrate system, and contains the procedures that you should know for performing your business tasks using the system.
Intended Audience
This manual is intended for the Applicant who want to apply to MOIA for becoming a Recruiting Agents (RA) and also for RAs registered with the Ministry of Overseas Indian Affairs (MOIA).
Organisation of this Document
Information in this document has been organised as follows:
Table 1: Organisation of the Document
Chapter Description
Chapter 1 Introduction to eMigrate System
Chapter 2 Getting Started
Chapter 3 Registration Certificate (RC) Related Processes
Chapter 4 Business/Profile Details Updation Related Processes
Chapter 5 Emigration Clearance Related Processes
Chapter 6 Administration Related Processes
Chapter 7 Reporting and Miscellaneous Processes
Appendix A Glossary
Appendix B FAQs
Typographical Conventions
The following table gives the details of the typographical conventions used in the document:
Table 2: Typographical Conventions
Formatting Convention Type of Information
Key Names Keys on the keyboard appear in title case (first letter in upper case). For example, Page Up, Caps Lock
A combination of keys is connected by a +. For example, Shift + Tab means you should press the Shift key and the Tab key together.
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Filenames Names of files are in italics. Example, system.mdb
Commands and Screen element names
Buttons, check boxes and other screen elements are in title case and bold-faced. Commands that you choose from the menus or dialog boxes also appear in title case and are bold-faced.
Example: Click Components from the Action menu.
User-entered text Text that you need to enter appears in Verdana font.
Notes section. This section contains alternate flows or any additional information related to a particular business process.
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Contents
1. Introduction to eMigrate System .................................................................... 15
1.1. Features of eMigrate System ................................................................................................ 15
1.2. Software and Hardware Requirements ................................................................................. 15
1) Software Requirements ......................................................................................................... 15
2) Hardware Requirements ....................................................................................................... 15
1.3. eMigrate System URL ........................................................................................................... 16
2. Getting Started ................................................................................................. 18
2.1. Accessing the System ........................................................................................................... 18
2.2. Using the System Interface ................................................................................................... 18
1) Header ................................................................................................................................... 18
2) Navigation Menu ................................................................................................................... 18
3) Main Body ............................................................................................................................. 19
4) Footer .................................................................................................................................... 20
5) Buttons .................................................................................................................................. 20
2.3. Logging in eMigrate System (for RAs) .................................................................................. 21
2.4. Using the System Interface (for RAs) ................................................................................... 23
1) Header ................................................................................................................................... 24
2) Navigation Menu ................................................................................................................... 24
3) Buttons .................................................................................................................................. 25
3. Registration Certificate (RC) Related Processes .......................................... 27
3.1. Applying for RA Registration ................................................................................................. 27
3.2. Applying for RC Renewal ...................................................................................................... 35
3.3. Requesting for Duplicate RC ................................................................................................. 39
3.4. Requesting for RC Cancellation / Bank Guarantee Release ................................................ 41
4. Business/Profile Details Update Related Processes .................................... 43
4.1. Applying for Change in Registered Office ............................................................................. 43
4.2. Declaring Closure of Branch Office ....................................................................................... 45
4.3. Applying for Change in Directors/Partners ............................................................................ 46
4.4. Applying for Addition of New Branch Office .......................................................................... 48
4.5. Applying for Change in Office Status .................................................................................... 50
4.6. Applying for Change in Company Type ................................................................................ 51
4.7. Applying for Change in Profile Details .................................................................................. 54
4.8. Applying for Capacity Enhancement ..................................................................................... 56
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5. Emigrant Clearance Related Processes ........................................................ 59
5.1. Without Employer Registration .............................................................................................. 59
1) Entering Employer and Demand Details ............................................................................... 59
2) Applying for Interview / Advertisement Permission ............................................................... 66
3) Applying for Emigration Clearance ....................................................................................... 68
4) Make Bulk Payment .............................................................................................................. 75
5) Applying for Emigration Clearance Cancellation................................................................... 76
5.2. With Employer Registration ................................................................................................... 78
1) Acknowledging Demand from Employer ............................................................................... 78
2) Applying for Interview/Advertisement Permission ................................................................. 79
3) Entering Identified Emigrant Details for Visa Arrangement by Employer ............................. 80
4) Applying for Emigration Clearance ....................................................................................... 81
5) Make Bulk Payment .............................................................................................................. 88
6) Applying for Emigration Clearance Cancellation................................................................... 88
6. Administration Related Processes ................................................................. 89
6.1. Applying for Additional User ID for Employee ....................................................................... 89
6.2. De-activating Employee User ID ........................................................................................... 90
6.3. Acquiring and Registering a Digital Signature Certificate (DSC) .......................................... 91
6.4. Updating DSC ....................................................................................................................... 93
7. Reporting & Miscellaneous Processes .......................................................... 95
7.1. Viewing Application Status .................................................................................................... 95
7.2. Viewing Emigration Clearance Application ........................................................................... 96
7.3. Viewing Open Jobs ............................................................................................................... 98
7.4. Viewing Grievances Details .................................................................................................. 99
7.5. Paying Appeal Filing Fee .................................................................................................... 100
7.6. Submit Response Online .................................................................................................... 101
7.7. Resubmit Application .......................................................................................................... 101
8. Appendix A: Glossary ................................................................................... 102
9. Appendix B: FAQs ......................................................................................... 107
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List of Figures
Figure 1: eMigrate System Home Page ................................................................................................ 16
Figure 2: eMigrate System after Logging in as a RA ............................................................................ 16
Figure 3: System Interface- Header ...................................................................................................... 18
Figure 4: System Interface- Navigation Bar ......................................................................................... 18
Figure 5: System Interface- Main Body ................................................................................................ 19
Figure 6: System Access (for RAs) – Register Users Login ................................................................. 22
Figure 7: System Access (for RAs) – Register User Type Identification .............................................. 22
Figure 8: System Access (for RAs) – RA Login Page .......................................................................... 23
Figure 9: System Access (for RAs)- Attaching DSC during Login ........................................................ 23
Figure 10: System Access (for RAs)- Header ....................................................................................... 24
Figure 11: System Access (for RAs)- Navigation Bar ........................................................................... 24
Figure 12: Applying for RA Registration Screen 1 ................................................................................ 29
Figure 13: Applying for RA Registration Screen 2 ................................................................................ 29
Figure 14: Applying for RA Registration Screen 3 ................................................................................ 29
Figure 15: Applying for RA Registration Screen 4 ................................................................................ 30
Figure 16: Applying for RA Registration Screen 5 ................................................................................ 30
Figure 17: Applying for RA Registration Screen 5(cont.) ...................................................................... 30
Figure 18: Applying for RA Registration Screen 6 ................................................................................ 31
Figure 19: Applying for RA Registration Screen 7 ................................................................................ 31
Figure 20: Applying for RA Registration Screen 8 ................................................................................ 31
Figure 21: Applying for RA Registration Screen 9 ................................................................................ 32
Figure 22: Applying for RC Renewal Screen 1 ..................................................................................... 37
Figure 23: Applying for RC Renewal Screen 2 ..................................................................................... 37
Figure 24: Applying for RC Renewal Screen 3 ..................................................................................... 37
Figure 25: Applying for RC Renewal Screen 4 ..................................................................................... 37
Figure 26: Applying for RC Renewal Screen 5 ..................................................................................... 38
Figure 27: Requesting for Duplicate RC Screen ................................................................................... 40
Figure 28: Applying for RC Cancellation / Bank Guarantee Release Screen ....................................... 42
Figure 29: Applying for Change in Registered Office Address Screen ................................................. 44
Figure 30: Declaring Closure of Branch Office Screen ......................................................................... 45
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Figure 31: Applying for Change in Directors/Partners Screen .............................................................. 47
Figure 32: Applying for Addition of New Branch Office Screen ............................................................ 49
Figure 33: Applying for Change in Office Status Screen ...................................................................... 51
Figure 34: Applying for Change in Business Type Screen ................................................................... 53
Figure 35: Applying for Change in Profile Details Screen ..................................................................... 55
Figure 36: Applying for Capacity Enhancement Screen ....................................................................... 57
Figure 37: Entering Employer and Demand Details Screen 1 .............................................................. 60
Figure 38: Entering Employer and Demand Details Screen 2 .............................................................. 61
Figure 39: Entering Employer and Demand Details Screen 3 .............................................................. 61
Figure 40: Entering Employer and Demand Details Screen 4 .............................................................. 62
Figure 41: Entering Employer and Demand Details Screen 5 .............................................................. 62
Figure 42: Entering Employer and Demand Details Screen 6 .............................................................. 62
Figure 43: Applying for Interview / Advertisement Screen .................................................................... 67
Figure 44: Applying for Emigration Clearance Screen 1 ....................................................................... 69
Figure 45: Applying for Emigration Clearance Screen 2 ....................................................................... 69
Figure 46: Applying for Emigration Clearance Screen 3 ....................................................................... 69
Figure 47: Applying for Emigration Clearance Screen 4 ....................................................................... 70
Figure 48: Applying for Emigration Clearance Screen 5 ....................................................................... 70
Figure 49: Applying for Emigration Clearance Screen 6 ....................................................................... 70
Figure 50: Applying for Emigration Clearance Screen 7 ....................................................................... 71
Figure 51: Make Bulk Payment Screen 1 ............................................................................................. 76
Figure 52: Applying for Emigrant Cancellation Screen ......................................................................... 77
Figure 53: Acknowledging Demand from Employer Screen ................................................................. 79
Figure 54: Entering Identified Emigrant Details Screen ........................................................................ 80
Figure 55: Applying for Emigration Clearance Screen 1 ....................................................................... 82
Figure 56: Applying for Emigration Clearance Screen 2 ....................................................................... 83
Figure 57: Applying for Emigration Clearance Screen 3 ....................................................................... 83
Figure 58: Applying for Emigration Clearance Screen 4 ....................................................................... 83
Figure 59: Applying for Emigration Clearance Screen 5 ....................................................................... 84
Figure 60: Applying for Emigration Clearance Screen 6 ....................................................................... 84
Figure 61: Applying for Emigration Clearance Screen 7 ....................................................................... 84
Figure 62: Applying for Additional User ID Screen ............................................................................... 90
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Figure 63: De-activating Employee User ID Screen 1 .......................................................................... 91
Figure 64: Registering DSC Screen 1 ................................................................................................... 92
Figure 65: Registering DSC Screen 2 ................................................................................................... 92
Figure 66: Registering DSC Screen 3 ................................................................................................... 93
Figure 67: Updating DSC Screen ......................................................................................................... 94
Figure 68: Viewing Application Transaction Status Screen 1 ............................................................... 95
Figure 69: Viewing Application Transaction Status Screen 2 ............................................................... 96
Figure 70: Viewing Emigration Clearance Application Screen 1 .......................................................... 97
Figure 71: Viewing Emigration Clearance Application Screen 2 .......................................................... 97
Figure 72: Viewing Emigration Clearance Application Screen 3 .......................................................... 98
Figure 73: Viewing Open Jobs Screen 1 .............................................................................................. 99
Figure 74: Viewing Open Jobs Screen 2 .............................................................................................. 99
Figure 75: Viewing Grievances Screen 1 ............................................................................................ 100
Figure 76: Viewing Grievances Screen 2 ............................................................................................ 100
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List of Tables
Table 1: Organisation of the Document .................................................................................................. v
Table 2: Typographical Conventions ...................................................................................................... v
Table 3: Software Requirements .......................................................................................................... 15
Table 4: Hardware Requirements ......................................................................................................... 15
Table 5: Business Processes through eMigrate System ...................................................................... 16
Table 6: System Interface- Header Hyperlinks ..................................................................................... 18
Table 7: System Interface- Navigation Bar Dropdown Menus .............................................................. 18
Table 8: System Interface- Main Body Elements .................................................................................. 19
Table 9: System Interface- Footer hyperlinks ....................................................................................... 20
Table 10: System Interface- Buttons Description ................................................................................. 20
Table 11: System Access (for RAs)- Header Hyperlinks ...................................................................... 24
Table 12: System Access (for RAs)- Navigation Bar Dropdown Menus ............................................... 24
Table 13: System Access (for RAs)- Buttons Description .................................................................... 25
Table 14: RA Registration Form Field Reference Table ....................................................................... 32
Table 15: RC Renewal Form Field Reference Table ............................................................................ 39
Table 16: Request for Duplicate RC Form Field Reference Table ....................................................... 40
Table 17: Request RC Cancellation Form Field Reference Table........................................................ 42
Table 18: Change in Registered Office Form Field Reference Table ................................................... 44
Table 19: Closure of Branch Office Form Field Reference Table ......................................................... 46
Table 20: Change in Directors/Partners Form Field Reference Table ................................................. 48
Table 21: Addition of New Branch Office Form Field Reference Table ................................................ 50
Table 22: Change in Office Status Form Field Reference Table .......................................................... 51
Table 23: Change in Business Type Form Field Reference Table ....................................................... 53
Table 24: Change in Profile Details Form Field Reference Table ........................................................ 55
Table 25: Capacity Enhancement Form Field Reference Table ........................................................... 58
Table 26: Employer and Demand Details Form Field Reference Table ............................................... 63
Table 27: Interview / Advertisement Permission Form Field Reference Table ..................................... 67
Table 28: Emigration Clearance Form Field Reference Table ............................................................. 72
Table 29: Emigration Clearance Cancellation Form Field Reference Table ........................................ 77
Table 30: Acknowledging Demand from Employer Form Field Reference Table................................. 79
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Table 31: Entering Identified Emigrant Details Form Field Reference Table ....................................... 81
Table 32: Emigration Clearance Form Field Reference Table ............................................................. 85
Table 33: Addition User ID Form Field Reference Table ...................................................................... 90
Table 34: De-activating Employee User ID Form Field Reference Table ............................................. 91
Table 35: Register Digital Certificate Form Field Reference Table ...................................................... 93
Table 36: Updating DSC Form Field Reference Table ......................................................................... 94
Table 37: Viewing Application Transaction Status Form Field Reference Table.................................. 96
Table 38: Viewing Emigration Clearance Application Form Field Reference Table ............................. 98
Table 39: Viewing Open Jobs Form Field Reference Table ................................................................. 99
Table 40: Paying Appeal Filing Fee Field Reference Table ............................................................... 101
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List of Abbreviations
Abbreviation Expanded Form
ARN Application Reference Number
BG Bank Guarantee
CA Certifying Authority
CCA Controller of Certifying Authority
DSC Digital Signature Certificate
FIR First Information Report
MD Managing Director
MOIA Ministry of Overseas Indian Affairs
MP Managing Partner
NOC No Objection Certificate
OS Operating System
PAN Permanent Account Number
PGoE Protector General of Emigrants
PoE Protector of Emigrants
PVR Police Verification Report
RA Recruiting Agent
RC Registration Certificate
ROC Registrar of Companies
ROC Registrar of Companies
ROF Registrar of Firms
UID Unique Identity
URL Uniform Resource Locator
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1. Introduction to eMigrate System
The eMigrate system is an e-governance initiative by the Ministry of Overseas Indian Affairs (MOIA), Government of India. Recruiting agents (RA) registered with MOIA have to use the eMigrate system for various business processes defined in the Emigration Act, 1983.
1.1. Features of eMigrate System
Using the eMigrate system, you can:
Apply online to MOIA as per the various business processes defined in the Emigration Act, 1983.
Track status of your application.
Make online payment for application processing fee like RC Renewal Fee, Emigration Clearance Fee etc.
1.2. Software and Hardware Requirements
This section describes the software and hardware requirements required to access the eMigrate system.
1) Software Requirements
Table 3: Software Requirements
Operating System Windows OS (Vista and later)
Web Browser Internet Explorer (7 and above), Google Chrome, Firefox Mozilla (Best Viewed in Internet Explorer 7.0 and above at resolution 1024 X 768)
Digital Signature Certificate (DSC)
Type: Class 2 or Class 3
Java Runtime Environment Version 7 Update 67
Adobe Acrobat Reader Latest version
2) Hardware Requirements
Table 4: Hardware Requirements
Desktop/Laptop Any basic model having sufficient Processor speed (1 gigahertz (GHz) or faster), RAM size (Min 512 MB), Hard Disk (Minimum 20 GB and above) etc
Network Infrastructure Internet connectivity (Min 512 kbps recommended).
Printer Any basic model capable of printing documents.
Scanner Any basic model capable of scanning documents (Min 300 dpi).
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1.3. eMigrate System URL
The eMigrate system can be accessed by the following URL: https://emigrate.gov.in
The Website is meant to be used by applicants who want to apply to MOIA for becoming a RA, and also by existing RAs.
Figure 1: eMigrate System Home Page
Figure 2: eMigrate System after Logging in as a RA
The system is used for the following business processes:
Table 5: Business Processes through eMigrate System
RC related processes 1. Applying for RA registration.
2. Applying for RC renewal.
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3. Requesting for duplicate RC.
4. Requesting for RC cancellation/bank guarantee release.
Business/Profile details updation processes
1. Applying for change in registered office.
2. Declaring closure of branch office.
3. Applying for change in directors/partners.
4. Applying for addition of new branch office.
5. Applying for change in office status.
6. Applying for change in company type.
7. Applying for change in profile details.
8. Applying for capacity enhancement.
Emigration Clearance related processes
Without Employer Registration
1. Entering Employer and Demand Details
2. Applying for Interview / Advertisement Permission
3. Applying for Emigration Clearance
4. Make Bulk Payment
5. Applying for Emigration Clearance Cancellation
With Employer Registration
1. Acknowledging demand from employer.
2. Applying for interview/advertisement.
3. Entering identified emigrant details for visa arrangement by employer.
4. Applying for Emigration Clearance
5. Make Bulk Payment
6. Applying for Emigration Clearance cancellation.
Administration Related processes
1. Applying for additional user ID for employee.
2. De-activating employee user ID.
3. Acquiring and Registering a DSC.
4. Updating DSC.
Miscellaneous processes
1. Viewing transaction status.
2. Viewing approved demand.
3. Viewing Emigration Clearance application.
4. Viewing open jobs.
5. Viewing grievances details.
6. Paying appeal filing fee
7. Submit Response Online
8. Resubmit Application
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2. Getting Started
This chapter covers the design and navigation details of the system.
2.1. Accessing the System
To access the system, enter the following URL in a web browser- https:// emigrate.gov.in
2.2. Using the System Interface
This section introduces you to the screen elements of the system (header, navigation menu, main body, footer and buttons). You can use these screen elements to perform various tasks and operations.
1) Header
The header is the top bar in the system. It contains elements like hyperlinks, MOIA logo, eMigrate system logo and so on.
Figure 3: System Interface- Header
The following table details the various hyperlinks in the header and their functions.
Table 6: System Interface- Header Hyperlinks
Hyperlink Allows you to…
Return to the home page.
Adjust the font size on the portal.
Select the colour theme for the portal.
View information about MOIA
View FAQs on eMigrate system
View MOIA contact information
View the sitemap of the portal
2) Navigation Menu
The navigation bar is placed below the header. It contains drop down menus for various business
processes. It also contains a home button ( ) for returning to the home page.
Figure 4: System Interface- Navigation Bar
The menu items applicable to you are detailed in the following table:
Table 7: System Interface- Navigation Bar Dropdown Menus
Menu Allows you to
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Menu Allows you to
Apply for Registration
Resubmit Registration Application
Submit Emigrant Eventuality
Track Application Status
View List of Digital Signature Providers
View List of PoE Offices
View List of PBBY Insurance Details
View Press Releases from Ministry
View Notifications from Ministry
View Demo Video of Applying for RA Registration process
Find Employer Details
3) Main Body
The main body contains shortcut hyperlinks for various business processes and quick search options.
Figure 5: System Interface- Main Body
The elements applicable to you are detailed in the following table:
Table 8: System Interface- Main Body Elements
Element Allows you to
Apply for Registration
Resubmit Registration Application
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Element Allows you to
Find an Employer Using Employer Name and/or Country
Navigate Through FAQs
4) Footer
The footer contains some additional hyperlinks. The following table details the hyperlinks:
Table 9: System Interface- Footer hyperlinks
Hyperlink Allows you to
Return to system home page.
Redirects to MOIA website: www.moia.gov.in.
Redirects to OWRC website: www.owrc.in.
Opens the terms and conditions page.
Opens the hyperlinking policy page.
Opens the FAQs list.
Opens the submit feedback form.
Opens the FAQs list.
5) Buttons
Various buttons have been used in the system. The following table details the icon, name and description of the buttons used:
Table 10: System Interface- Buttons Description
Button Icon Name Description
Cancel Takes the user to the home page.
Clear Resets the current page and clears all the page content.
Delete Deletes a file uploaded on the form.
Edit Allows the user to edit the details entered in the form.
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Button Icon Name Description
Next Takes the user to the next page.
Open .pdf file Opens a .pdf file like application form submitted, payment receipt and so on.
Open Calendar Opens the calendar.
Previous Takes the user to the previous page.
Refresh captcha image Loads a new captcha image on the page.
Save & Next Saves the details entered by the user and takes the user to the next page.
Search Searches for information based on parameters entered by the user.
Submit Submits the form containing user entered details.
Upload Opens a pop up for selecting the file to be uploaded.
Validate Validates whether the name and PAN card number of the agency do not match with an already registered recruiting agency.
2.3. Logging in eMigrate System (for RAs)
For RAs: you will log on to the system using your login ID and DSC.
To log on to the system:
1. Open URL https://emigrate.gov.in. Click Registered Users Login Here.
All scanned documents uploaded on system should be a minimum of 300
dpi quality and in a pdf format.
Photograph uploaded on system should be in jpeg format.
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Figure 6: System Access (for RAs) – Register Users Login
2. Select Recruiting Agent from the drop down menu.
Figure 7: System Access (for RAs) – Register User Type Identification
3. In the Login dialog box, enter your Login ID, and click Login.
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Figure 8: System Access (for RAs) – RA Login Page
The Select Signer Certificate pop up appears.
Figure 9: System Access (for RAs)- Attaching DSC during Login
4. Attach your DSC by clicking the required row, and click OK. On successful authentication of the
user, the system home page for RA appears.
Please Note: In case you have not registered your DSC against Login ID in eMigrate system, you will not be able to login into system. For registering DSC, click ‘Register your DSC’ in Login Page for RAs. The instructions for registering DSC will be sent by a system generated email, along with your user credentials, after you get registered with MOIA.
2.4. Using the System Interface (for RAs)
This section introduces you to the screen elements of the system for RAs (header, navigation menu, and buttons). You can use these screen elements to perform various tasks and operations.
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1) Header
The header is the top bar in the system. It contains elements like hyperlinks, MOIA logo, eMigrate system logo, user details and so on.
Figure 10: System Access (for RAs)- Header
The following table details the various hyperlinks in the header and their functions.
Table 11: System Access (for RAs)- Header Hyperlinks
Hyperlink Allows you to
Return to the internal home page for RAs
Adjust the font size on the website.
Select the colour theme for the website from the given options
N.A. for your role.
Logout of the system.
View information about MOIA
View FAQs on eMigrate system
View MOIA contact information
View the sitemap of the portal
2) Navigation Menu
The navigation bar is placed below the header. It contains drop down menus for various business
processes. It also contains a home button ( ) for returning to the internal home page.
Figure 11: System Access (for RAs)- Navigation Bar
The following table details the drop down menus available in the navigation bar.
Table 12: System Access (for RAs)- Navigation Bar Dropdown Menus
Menu Allows you to
Return to internal Home Page
Enter Employer and Demand Details (Without Employer Regsitration)
Apply for Emigration Clearance o With Employer Registration o Without Employer Registration
Acknowledge Demand (With Employer Registration)
Apply for Capacity Enhancement
Apply for Interview / Advertisement Permission
Cancel Emigration Clearance
Apply for Change in RA Details
Enter Identified Emigrant Details (With Employer Registration)
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Menu Allows you to
Make Bulk Payment
Miscellaneous Fee Payment
Request for RC Cancellation / Bank Guarantee Release
Resubmit Application (Amendments suggested by PoE Office)
Submit Response (Query from PoE / PGoE Office)
Track Status
Apply for Additional User ID
Apply for Duplicate RC
Apply for New Branch Office
Apply for RC Renewal
Deactivate employee user ID
Update digital certificate
Download Training Material
Download Training Video
Submit Suggestion
View Demand Letter
View Emigration Clearance Application
View Grievance Details
View Open Jobs
3) Buttons
Various buttons have been used in the system. The following table details the icon, name and description of the buttons used:
Table 13: System Access (for RAs)- Buttons Description
Button Icon Name Description
Cancel Takes the user to the home page
Clear Resets the current page and clears all the page content
Delete Deletes a file uploaded on the form
Edit Allows the user to edit the details entered in the form
Next Takes the user to the next page
Open .pdf file Opens a .pdf file like application form submitted, payment receipt and so on
Open Calendar Opens the calendar
In case your RC is suspended, only the following links will work:
Administration -> Apply for RC Renewal
Services -> Miscellaneous Fee Payment
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Button Icon Name Description
Previous Takes the user to the previous page
Refresh captcha image Loads a new captcha image on the page
Save & Next Saves the details entered by the user and takes the user to the next page
Search Takes the user to the related search screen
Submit Submits the form containing user entered details
Upload Opens a pop up for selecting the file to be uploaded
Validate Validates the job ID and emigrant’s passport number entered by the user in the Emigration Clearance form
Make Payment Takes the user to the payment gateway screen.
Save as Draft
Applicable in case of Applying for Emigration Clearance. The application can be saved in case the user wants to make bulk payment for multiple applications.
All scanned documents uploaded on system should be a minimum of 300
dpi quality and in a pdf format.
Photograph uploaded on system should be in jpeg format.
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3. Registration Certificate (RC) Related Processes
This chapter covers all the RC related business processes for which you can apply online to the MOIA through the eMigrate system. The following business processes are covered in detail:
Applying for RA Registration
Applying for RC Renewal
Applying for Duplicate RC
Applying for RC Cancellation / Bank Guarantee Release
3.1. Applying for RA Registration
If you are an applicant who wants to apply to the MOIA for becoming an RA, follow the steps detailed in the processes below:
Pre requisites: None
Prescribed documents:
The soft copies of the following documents are required to be uploaded while filling the online RA registration form. After you fill the online form, attested copies of these documents are required to be submitted along with the signed printed application form to the jurisdictional PoE office.
1. Attested (from central or state Govt. gazetted officer) Photograph (in .JPEG format) of the Proprietor/ Managing Partner/ Managing Director, as the case may be.
2. Statement showing the name, residential address applicable for last 5 years of Proprietor/ all Partners/ all Directors along with the designation and business activities undertaken during the last five years.
3. Attested (from central or state Govt. gazetted officer) copy of the certificates of educational qualifications as per rules of the Managing Director/ Managing Partner/ Proprietor in case of Company/ Partnership Firm/ Proprietorship respectively.
4. Assets and liabilities statement of the Proprietor/ Managing Partner/ Managing Director, as the case may be for last three years assessed by certified CA with membership number and address. It should be on a CA’s letterhead.
5. Income Tax return of the Company/ Firm/ Proprietor, All directors/ All partners for the last three consecutive years.
6. Attested Copy of PAN card of Agency/ Proprietor, Managing Director/ Managing Partner/Directors/ Partners.
7. Ownership Deed/ Proof of office Premise(required in case if office is owned)
8. Valuation Report of assets in office premise by a registered Valuer with registration number and membership number.
9. NOC from owner of the premise (if office is leased/ rented) on duly notarized affidavit.
10. Duly Notarized Affidavit that agency has not been involved in any recruitment business before.
11. Attested Copy of Registration Certificate under Shop and Establishment Act.
12. Copy of Latest Landline Telephone bill in the name of Agency.
13. Latest Lease/ Rent Receipt( Required if office is on Rent/ Lease).
14. Registered and Notarised Lease/ Rent agreement( Required if office is on Rent/ Lease).
15. Trade Testing Certificate along with Photograph.
16. Blue Print of the Layout Plan of the office Duly signed and stamped by the govt. approved architect with registration and membership number.
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17. Attested copy of Aadhar Card of Proprietor/ MD/ Mg. Part,Directors/Partners (Optional Attachment).
18. Specimen signature of MD/ Mg. Part/ Proprietor duly attested by a Gazette officer.
19. Any other document that may be notified by the Ministry from time to time.
In case of a company, following additional documents are also required:
20. Resolution (Acknowledged by ROC) passed to authorize one of the directors to act as Managing Director and to sign papers on behalf of the company.
21. A copy of the certificate of registering the company
22. A copy of article of association
23. A copy of memorandum of Association
24. A copy of the balance sheet as at the close of the previous financial year
In case of a partnership, following additional documents are also required:
19. Resolution passed by all the partners authorizing one of the partners to act as Managing Partner and to sign papers on behalf of the firm .
20. Attested copy of the partnership deed
21. True extracts from registrar of firms in support of registration of the partnership deed.
22. A copy of the balance sheet as at the close of the previous financial year.
Please note: The Ministry may notify from time to time if any other document(s) are also required. You are requested to confirm the list of documents with Ministry / Jurisdictional PoE Office before filing application on eMigrate system. If any other documents are required by Ministry, the same may be uploaded in ‘Optional Attachments’.
Process steps:
To apply for RA Registration:
1. Open https://emigrate.gov.in in a web browser.
2. Go to Recruiting Agent -> New Registration.
3. Enter the following details in the form and click Validate:
• Name of your agency
• PAN details of your agency
• For the field “Whether Memorandum of Association/ Articles of Association/ Partnership Deed must contain the clause that Company/ Firm shall carry out business of overseas employment as their principal object?”
- If you are a company / partnership, select Yes or No as applicable.
- If you are proprietor, select Not Applicable.
• Text as shown in the Captcha image
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Figure 12: Applying for RA Registration Screen 1
On clicking Validate, the eMigrate system checks whether any RA is/was registered with
same name or has/had the same PAN details or not.
4. Fill the recruiting agent registration application form.
Figure 13: Applying for RA Registration Screen 2
Figure 14: Applying for RA Registration Screen 3
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Figure 15: Applying for RA Registration Screen 4
Figure 16: Applying for RA Registration Screen 5
Enter the details in the form and click Add to List.
Figure 17: Applying for RA Registration Screen 5(cont.)
If more director details are to be added, enter their details else click Save & Next.
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Figure 18: Applying for RA Registration Screen 6
Figure 19: Applying for RA Registration Screen 7
On each page of the form, click Save & Next to move to the next page. The following confirmation screen appears after saving the uploaded documents.
Figure 20: Applying for RA Registration Screen 8
Click View Form to view the data you submitted in the form. If you want to edit or correct the form, click Edit Form.
Once you have reviewed the form, click Proceed to Payment.
5. Make online payment of application fee through credit card/ debit card/direct debit.
6. On successful payment, system generates:
• Application Reference Number (ARN)
• Printable application form
• Printable Payment receipt
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Figure 21: Applying for RA Registration Screen 9
7. Submit the signed printed application form, along with the attested copies of all the documents uploaded with the online application form, at the jurisdictional Protector of Emigrants (PoE) office.
8. The PoE office scrutinizes your application, carries out field visit of your registered office, and requests the police for carrying out a background check.
9. If no further clarifications/inputs are required from you, the PoE forwards your application to the Protector General of Emigrants (PGoE) office through the eMigrate system.
If some further clarifications/inputs are required from you, the PoE can
send back the application for re-submission. In such a case, you will
receive a system generated mail containing instructions for re-submitting
the application along with the required documents.
10. The PGoE office processes your application. If the application is in-principle approved by the PGoE, a system generated mail informing of approval and containing a copy of the eligibility letter is sent to your email ID.
The PGoE office also mails the signed hard copy of the eligibility letter at your registered office address.
If your application is rejected by the PGoE, a system generated email
informing of the rejection is sent to your email ID.
11. Within a month of receiving the eligibility letter, deposit a Bank Guarantee (BG) of Rs 20lakh through mail or in person at the PGoE office.
12. After verification of the BG by the PGoE office, the application is approved and a system generated email is sent to your email id containing:
• A unique RA ID
• A copy of the Registration Certificate
• URL for registering the Digital Signature Certificate (DSC)
• Temporary password for registering the DSC
The PGoE office also mails the signed hard copy of the RC at your registered office address.
The table below details the description of the fields in the RA registration form. The fields are mentioned in the order in which they appear in the form (first left to right, then top to bottom).
Table 14: RA Registration Form Field Reference Table
Field Name Description
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Field Name Description
1. Name of the Agency
Enter the name of the company / partnership firm / proprietor.
2. PAN Enter the PAN details
3. Whether Memorandum of Association/ Articles of Association/ Partnership Deed must contain the clause that Company/ Firm shall carry out business of overseas employment as their principal object?
If you are a company / partnership, select Yes or No as applicable.
If you are proprietor, select Not Applicable.
4. Text Box Enter the text as shown in the captcha image.
Organization Details
1. Name of the Agency Display field. The system will populate the field from the name entered in the previous screen.
2. PAN Display field. The system will populate the field from the value entered in the previous screen.
3. Status of Organization Select the status of organisation from Company / Partnership / Proprietorship.
4. Registration Number If you are a company / partnership, enter the registration number. The number is alphanumeric and twenty characters long.
5. Date of Registration If you are a company / partnership, select the date of registration by clicking the calendar button.
6. Service Tax Number Enter the service tax number. The number is alphanumeric and fifteen digits long.
7 – 16. Registered Office Address, Email and Contact Details
Enter the address and contact details of the office which you want to declare as registered office to MOIA.
17. Built up Area of Office Premises (in sq. meters)
Enter the built up area of the registered office.
18. Ownership of Office Select the ownership status of the registered office from Owned / Rented / Leased.
19. Owner’s Name If ownership status is selected as Rented or Leased, enter the owner’s name.
20. Owner’s Address If ownership status is selected as Rented or Leased, enter the owner’s residential address.
21. Police Station Enter the area police station name.
22. Address Enter the address of police station.
ROC Address
23. Same as registered office address as written above
Select Yes if the address registered with ROC / ROF is same as entered in the form on previous screen. Else Select No.
24 – 29. Registered office address details as per ROC/ ROF
If the previous field is selected as Yes, the eMigrate system will populate the fields from the values entered in the previous screen. If the previous field is selected as No, enter the registered office address details declared with the ROC / ROF.
MD/MP/Proprietor Details
30. Name Enter the name of the MD/MP/Proprietor.
31. Designation Display field.
32. Date of Birth Select date of birth of the MD/MP/Proprietor by clicking the calendar button.
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Field Name Description
33. PAN Enter the PAN details of the MD/MP/Proprietor.
34. National of Enter the native country of the MD/MP/Proprietor. The eMigrate system will pop down auto complete options as you type.
35. UID Enter the 12 digit Aadhar number of MD/MP/Proprietor.
36. Educational Qualification Select the highest qualification of the MD/MP/Proprietor from the drop down menu.
37. Course Duration (in Months)
Enter the duration of the course mentioned in the previous field.
38. Name of College/University
Enter the name of college/university attended by the MD/MP/Proprietor.
39 – 49. Residential Address, Email and Contact Details of the MD/MP/Proprietor
Enter the residential address, email and contact details of the MD/MP/Proprietor.
50. Whether the MD/MP/Proprietor was registered earlier as an Recruiting Agent?
Select Yes if the MD/MP/Proprietor was registered as an RA earlier. Else Select No.
51. If yes, Recruiting Agent ID / RC Number
If previous field is selected as Yes, enter the earlier RA ID / RC number.
52. Reason of RC Cancellation
If a value is entered in the previous field, enter the reason of the earlier RA ID / RC cancellation.
53. Whether the MD/MP/Proprietor has ever been convicted? If yes give details.
Select Yes if the MD/MP/Proprietor has ever been convicted. Else Select No.
54. Reason of conviction If the previous field is selected as Yes, enter the reason of conviction.
55. Police Station Enter the area police station name.
56. Address Enter the address of police station
Director/Partner details
57. Name Enter the name of the Director/Partner.
58. Designation Display field.
59. Date of Birth Select date of birth of the Director/Partner by clicking the calendar button.
60. PAN Enter the PAN details of the Director/Partner.
61. National of Enter the native country of the Director/Partner. The eMigrate system will pop down auto complete options as you type.
62. UID Enter the 12 digit Aadhar number of Director/Partner.
63. Educational Qualification Select the highest qualification of the Director/Partner from the drop down menu.
64. Name of College/University
Enter the name of college/university attended by the Director/Partner.
65 – 75. Residential address, Email and Contact Details of Director.
Enter the residential address, email and contact details of the Director/Partner.
76. Whether the Director/Partner was registered earlier as a Recruiting Agent?
Select Yes if the Director/Partner was registered as an RA earlier. Else Select No.
77. If yes, Recruiting Agent ID / RC Number
If previous field is selected as Yes, enter the earlier RA ID / RC number.
78. Reason of RC Cancellation
If a value is entered in the previous field, enter the reason of the earlier RA ID / RC cancellation.
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Field Name Description
79. Whether the Director/Partner has ever been convicted? If yes give details.
Select Yes if the Director/Partner has ever been convicted. Else Select No.
80. Reason of conviction If the previous field is selected as Yes, enter the reason of conviction.
81. Police Station Enter the area police station name.
82. Address Enter the address of police station
Other Details
83. Name of Bank Enter the name of the banker for your agency.
84. Address of Bank Enter the address of your banker.
85. Account Number Enter the 12 digit current account number.
86. Fixed Assets (Rs in Lakhs)
Enter the agency’s fixed asset details.
87. Liability (Rs in Lakhs) Enter the agency’s liability details.
88. Liquid Assets (Rs in Lakhs)
Enter the agency’s liquid asset details.
89. Net worth (Rs in Lakhs) Display field. This field displays the value of Fixed Assets + Liquid Assets – Liability.
90. Financial Turnover for the Last Five Years (Rs in Lakhs)
Enter the financial turnover of the agency for the last five years.
91. Income Tax Return is available for the Company/Firm/Proprietor
Select Yes if the Income Tax Return is available for the Company/Firm/Proprietor. Else Select No.
92. If No, Kindly Explain the Reason
If the above field is selected as No, enter the reason why the Income Tax Return is not available.
93. Audited Balance Sheet is available for the Company/Firm
Select Yes if the Audited Balance Sheet is available for the Company/Firm. Else Select No.
94. If No, Kindly Explain the Reason
If the above field is selected as No, enter the reason why the Audited Balance Sheet is not available.
Documents
Upload Upload the required documents as per the Prescribed documents list mentioned in this section.
3.2. Applying for RC Renewal
A RA has to apply for renewal of RC after every five years from the date of registration with MOIA.
This section covers the process of applying for RC renewal on the eMigrate system. Before reading the process steps, ensure that the process pre requisites are met and copies of the prescribed documents are available.
Pre requisites:
You can apply for RC renewal only in the renewal period window, which is 90 - 180 days
before expiry of RC.
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You should have done 1/3rd
of capacity recruitments for the first renewal or 10% of capacity
recruitments for the subsequent renewals. If the specified limits are not met, you cannot
renew the RC.
Prescribed documents:
The soft copies of the following documents are required to be uploaded while filling the online RC
renewal form:
1. Attested photograph of the Managing Director (MD)/ Managing Partner (MP)/Proprietor.
(Attested by a central or a state government gazetted officer)
2. Attested copy of PAN card of:
o Company/Partnership firm/Proprietor
o MD/MP
o All Directors/All Partners
3. Income tax return for last three years of:
o Company/Partnership firm/Proprietor
o MD/MP
4. Assets and liabilities statement of MD/MP/Proprietor for last three years assessed by certified CA with membership number and address.
5. Statement showing the sources of funds assessed by a certified CA with membership number and address.
6. In case of a company or a partnership, a copy of the balance sheet of the previous financial year.
7. Bank Guarantee.
8. Details of ECNR/ECR deployment.
9. Any other document that may be notified by the Ministry from time to time.
Please note: The Ministry may notify from time to time if any other document(s) are also required. You are requested to confirm the list of documents with Ministry / Jurisdictional PoE Office before filing application on eMigrate system. If any other documents are required by Ministry, the same may be uploaded in ‘Optional Attachments’.
Process steps:
After you have arranged for the required prescribed documents, please follow the below mentioned steps to apply for RC renewal:
1. Login into eMigrate system as a RA
2. Go to Administration -> Apply for RC Renewal. The Recruiting Agent RC Renewal form appears.
3. Fill the online form.
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Figure 22: Applying for RC Renewal Screen 1
Figure 23: Applying for RC Renewal Screen 2
Figure 24: Applying for RC Renewal Screen 3
4. On each page of the form, click Save & Next to move to the next page. The following confirmation screen appears after saving the uploaded documents.
Figure 25: Applying for RC Renewal Screen 4
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Once you have reviewed the form, click Proceed to Payment.
5. Make online payment of application fee through credit card/ debit card/direct debit.
On successful payment, system generates:
o Application Reference Number (ARN)
o Printable payment receipt
o Printable application form
System also sends a confirmation email to your email ID.
Figure 26: Applying for RC Renewal Screen 5
6. Submit the signed printed application form along with the required bank guarantee at the jurisdictional PoE office.
7. The PoE office will carry out necessary scrutiny of your application before forwarding the application to the PGoE office for further processing.
8. If no further clarifications/inputs are required from you, the PoE will forward your application after necessary scrutiny to the Protector General of Emigrants (PGoE) office through the eMigrate system.
If some further clarifications/inputs are required from you, the PoE can
send back the application for re-submission. In such a case, you will
receive a system generated mail containing instructions for re-submitting
the application.
9. The PGoE office processes your application online. If the application is approved by the PGoE, a system generated email is sent to you informing of the approval along with a copy of the renewal certificate.
The PGoE office also mails the signed hard copy of the renewal certificate at your registered office address.
If your application is rejected by the PGoE, a system generated email will
be sent to you informing of the rejection.
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The following table details the description of the fields in the RC renewal form. The fields are mentioned in the order in which they appear in the form (top to bottom).
Table 15: RC Renewal Form Field Reference Table
Field Name Description
1. Total Number of Deployment of Indian Workers (including ECR and ECNR passport holders) since last registration /renewal.
Enter the total number of workers deployed overseas since last registration/renewal.
2. Name and Address of Bank.
Display field. The eMigrate system populates the field from details available in the system.
3. Fixed Assets Enter the value of agency’s fixed assets.
4. Liquid Assets Enter the value of agency’s liquid assets.
5. Liability Enter the value of agency’s liability.
6. Net Worth Display field. The eMigrate system calculates and displays the value of- Fixed Assets + Liquid Assets – Liability.
7. Financial Turnover for the Last Five Years (Rs in Lakhs)
Enter the financial turnover of the agency for the last five years.
8. Name of Bank and Branch
Enter the name of the bank and branch on which the bank guarantee has been drawn.
9. Bank Guarantee Amount
Enter the bank guarantee amount value.
10. Bank Guarantee Issue Date
Enter the date on which the bank guarantee has been issued.
11. Bank Guarantee Expiry Date
Enter the date on which the bank guarantee will expire.
Documents
Upload Upload the required documents as per the Prescribed documents list mentioned in this section.
3.3. Requesting for Duplicate RC
A RA can request MOIA to issue duplicate RC if the original RC is lost / damaged.
This section covers the process of requesting for duplicate RC on the eMigrate system. Before reading the process steps, ensure that the process pre requisites are met and copies of the prescribed documents are available.
Pre-requisites:
Only a Managing Director / Managing Partner / Proprietor logged on to the eMigrate system can raise this request, not the employees of the firm.
Prescribed documents:
The soft copies of the following documents are required to be uploaded while filling the online duplicate RC request form:
1. In case of a lost RC, a copy of the FIR filed.
2. Indemnity bond for duplicate RC.
3. Any other document that may be notified by the Ministry from time to time.
Please note: The Ministry may notify from time to time if any other document(s) are also required. You are requested to confirm the list of documents with Ministry / Jurisdictional
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PoE Office before filing application on eMigrate system. If any other documents are required by Ministry, the same may be uploaded in ‘Optional Attachments’.
Process steps:
After you have arranged for the required prescribed documents, please follow the below mentioned steps to request for duplicate RC:
1. Login into eMigrate system as a RA.
2. Go to Administration -> Apply for Duplicate RC. The Request for Duplicate RC form appears.
Fill the online form, upload the required documents and click Submit.
Figure 27: Requesting for Duplicate RC Screen
On successful submission of application, system displays a confirmation message containing ARN of the application and also sends a confirmation email to your email ID.
3. The application is processed by the jurisdictional PoE office and the PGoE office.
4. If your application is approved by the PGoE, a system generated email is sent to you along with a copy of the duplicate RC.
The PGoE office also mails the signed hard copy of the duplicate RC at your registered head office address.
If your application is rejected by the PGoE, a system generated email is sent to you informing of the rejection.
In case RC is damaged, the damaged RC has to be desposited in jurisdictional PoE Office.
The following table details the description of the fields in the Request for Duplicate RC form. The
fields are mentioned in the order in which they appear in the form (top to bottom).
Table 16: Request for Duplicate RC Form Field Reference Table
Field Name Description
1. RA ID Display field. This field is auto populated by the eMigrate system.
2. RA Name Display field. This field is auto populated by the eMigrate system.
3. Reason for Requesting Duplicate RC
Select the reason for requesting duplicate RC from the drop down list.
4. Date when RC was lost If RC is lost, enter the date when the RC was lost.
5. Date on which FIR was filed
If RC is lost, enter the date when the FIR was lodged.
Documents
Upload Upload the required documents as per the Prescribed documents list mentioned in this section.
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3.4. Requesting for RC Cancellation / Bank Guarantee Release
A RA can request for RC cancellation / bank guarantee release if the agency does not want to continue business. In case a RA is dead, the kin of the RA can make a written request to the jurisdictional PoE for RC cancellation / bank guarantee release.
This section covers the process of requesting RC cancellation / bank guarantee release on the eMigrate system. Before reading the process steps, ensure that the process pre requisites are met and copies of the prescribed documents are available.
Pre requisites:
You can apply for RC cancellation only after 3.5 years have elapsed since you recruited the last emigrant.
Only a Managing Director / Managing Partner / Proprietor can raise this request, not the employees of the firm.
Prescribed documents:
The soft copies of the following documents are required to be uploaded while filling the online RC cancellation / bank guarantee release form:
1. An affidavit sworn before the metropolitan/ judicial magistrate stating the date of deployment of last worker and: not having charged more than the amounts as stipulated under rule-25 of emigration rules, 1983 from any person with regard to their deployment abroad or otherwise.
2. Copy of insertion in two local leading newspapers (one in English and one in the local language daily) about intention of closing down recruiting business.
3. Any other document that may be notified by the Ministry from time to time.
In case of a company, following additional documents are also required:
4. A duly passed resolution and registered with the RoC.
In case of a partnership, following additional documents are also required:
4. A duly passed resolution and registered with the RoF.
Please note: The Ministry may notify from time to time if any other document(s) are also required. You are requested to confirm the list of documents with Ministry / Jurisdictional PoE Office before filing application on eMigrate system. If any other documents are required by Ministry, the same may be uploaded in ‘Optional Attachments’.
Process steps:
After you have arranged for the required prescribed documents, please follow the below mentioned steps to request for RC cancellation / bank guarantee release:
1. Login into eMigrate system as a RA.
2. Go to Services -> Request for RC cancellation / Bank Guarantee Release. The Request RC Cancellation form appears.
3. Fill the online form, upload necessary documents and click Submit.
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Figure 28: Applying for RC Cancellation / Bank Guarantee Release Screen
On successful submission of application, system displays a confirmation message containing ARN of the application , sends a confirmation email to your email ID and locks your account.
4. The application is processed by the jurisdictional PoE office and the PGoE office.
5. If the application is approved by the PGoE, a system generated mail containing a copy with the bank guarantee release letter is sent to your email ID.
The hard copy of the bank guarantee release letter along with the original bank guarantee is sent to the bank.
If your application is rejected by the PGoE, a system generated email is sent to you informing of the rejection.
The following table details the description of the fields in the Request RC Cancellation form. The
fields are mentioned in the order in which they appear in the form (top to bottom).
Table 17: Request RC Cancellation Form Field Reference Table
Field Name Description
1. RA ID Display field. This field is auto populated by the eMigrate system.
2. RA Name Display field. This field is auto populated by the eMigrate system.
3. Date on which last emigrant was sent abroad
Enter the date on which the last emigrant recruited by you was sent abroad.
4. Is any grievance from Indian worker pending against you?
Select Yes or No as the case may be.
5. If Yes, Give Details If the previous field is selected as Yes, enter the details of the grievance pending against you.
6. Reason for RC Cancellation Request
Enter the reason of requesting RC cancellation.
Documents
Upload Upload the required documents as per the Prescribed documents list mentioned in this section.
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4. Business/Profile Details Update Related Processes
This chapter covers all the business/profile details updation related business processes for which you can apply online to the MOIA through the eMigrate system. The following business processes are covered in detail:
Applying for change in registered office
Applying for closure of branch office
Applying for change in directors/partners
Applying for addition of new branch office
Applying for change in office status
Applying for change in company type
Applying for change in profile details
Applying for capacity enhancement
4.1. Applying for Change in Registered Office
If an agency changes its registered office, the same has to be updated to the MOIA.
This section covers the process of applying for change in registered office on the eMigrate system. Before reading the process steps, ensure that the process pre requisites are met and copies of the Prescribed documents are available.
Pre requisites: None
Prescribed documents:
The soft copies of the following documents are required to be uploaded while filling the online change in registered office form:
1. Valuation report certified by registered valuer with registration number and membership number.
1. Attested copy of the registration certificate under shop and establishment act.
(Attested by a central or a state government gazetted officer)
2. Latest landline telephone bill in the name of agency.
3. Trade test centre certificate along with photograph.
4. A copy of the blue print of the layout plan of the office duly signed and stamped by the government approved architect with registration and membership number.
In case of a rented or leased office, following additional documents are also required:
5. NOC from owner of the premises on duly notarised affidavit.
6. Rent/Lease receipt.
7. Registered and notarised rent/lease agreement.
8. Any other document that may be notified by the Ministry from time to time.
Please note: The Ministry may notify from time to time if any other document(s) are also required. You are requested to confirm the list of documents with Ministry / Jurisdictional
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PoE Office before filing application on eMigrate system. If any other documents are required by Ministry, the same may be uploaded in ‘Optional Attachments’.
Process steps:
After you have arranged for the required prescribed documents, please follow the below mentioned steps to apply for change in registered office:
1. Login into eMigrate system as a RA.
2. Go to Services -> Apply for Change in RA details -> Change in Registered Office. The form for change in registered office address appears.
3. Fill the online form, upload necessary documents and click Submit.
Figure 29: Applying for Change in Registered Office Address Screen
On successful submission of application, system displays a confirmation message containing ARN of the application and also sends a confirmation email to your email ID.
4. The jurisdictional PoE office carries out field visit of your new registered office, and also requests the police for carrying out a background check.
5. On satisfactory field visit report and police verification report (PVR), the PoE forwards the online application to the PGoE office through the eMigrate system.
6. If application is approved by the PGoE, a system generated mail is sent to your email id containing a copy of the new RC. The PGoE office also mails a signed hard copy of the new RC at your registered office address.
If your application is rejected by the PGoE, a system generated email is sent to you informing of the rejection.
The following table details the description of the fields in the change in registered office form. The fields are mentioned in the order in which they appear in the form (top to bottom).
Table 18: Change in Registered Office Form Field Reference Table
Field Name Description
1-10. New Registered Office Address, Email and Contact Details
Enter the new registered office address, email and contact details in the respective fields.
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Field Name Description
11. Ownership of Office
Select any of the following options:
Owned
Rented
Leased
12. Lease Valid Upto If the previous field is selected as Leased, enter the date upto which the lease is valid.
13. Lease whether extendable
If the office ownership is Leased, select Yes or No whichever is applicable.
14. Owner’s Name and Address
If the office ownership is Rented or Leased, enter the owner’s name and address.
15. Built Up Area of Office Premise (in sq. mtrs)
Enter the built up area of the new office premise. The new office area should be more than 50 sq. mtrs.
16. Police Station Enter the area police station name.
17. Address Enter the address of the area police station.
18. Reason for Changing Registered Office
Enter the reason for changing registered office.
Documents
Upload Upload the required document as per the Prescribed documents list mentioned in this section.
4.2. Declaring Closure of Branch Office
If an agency closes its branch office, the same has to be updated to MOIA.
This section covers the process of declaring closure of branch office on the eMigrate system. Before reading the process steps, ensure that the process pre requisites are met and copies of the prescribed documents are available.
Pre requisites: None
Prescribed documents: None (The Ministry may notify a document from time to time)
Please note: The Ministry may notify from time to time if any other document(s) are also required. You are requested to confirm the list of documents with Ministry / Jurisdictional PoE Office before filing application on eMigrate system. If any other documents are required by Ministry, the same may be uploaded in ‘Optional Attachments’.
Process steps:
After you have arranged for the required prescribed documents, please follow the below mentioned steps to declare closure of a branch office:
1. Login into eMigrate system as a RA.
2. Go to Services -> Apply for Change in RA details -> Closure of Branch Office. The Branch Office Closure form appears.
3. Fill the online form, upload necessary documents and click Submit.
Figure 30: Declaring Closure of Branch Office Screen
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On successful submission of application, system displays a confirmation message containing ARN of the application and also sends a confirmation email to your email ID.
4. The application is processed by jurisdictional PoE office and PGoE office.
5. If application is approved by the PGoE, a system generated mail is sent to your email ID containing a copy of the new RC. The PGoE office also mails a signed hard copy of the new RC at your registered office address.
If your application is rejected by the PGoE, a system generated email is sent to you informing of the rejection.
The following table details the description of the fields in the closure of branch office form. The fields are mentioned in the order in which they appear in the form (top to bottom).
Table 19: Closure of Branch Office Form Field Reference Table
Field Name Description
1. Reason for Closing Branch
Enter the reason for closing the branch office.
2. Closing Branch Select the branch to be closed from the options given.
4.3. Applying for Change in Directors/Partners
In cases where agency is a company or a partnership, if there is a change in the Director / Partner details of the agency, the same needs to be updated to the MOIA.
This section covers the process of applying for change in directors/partners of the agency on the eMigrate system. Before reading the process steps, ensure that the process pre requisites are met and copies of the prescribed documents are available.
Pre requisites: None
Prescribed documents:
The soft copies of the following documents are required to be uploaded while filling the online change in directors/partners form:
1. Attested photograph of Managing Director (MD)/ Managing Partner (MP).
(Attested by a central or a state government gazetted officer)
2. Statement showing the name, age and residential address applicable for last five years of partner/directors along with the designation and business activities undertaken during the last five years.
3. Attested copy of the highest educational degree of the MD/MP/Proprietor in case of Company/Partnership firm/Proprietorship respectively.
4. A statement showing the assets and liabilities of the MD/MP/Proprietor assessed by certified CA with membership number and address.
5. Attested copy of PAN card of:
• MD/MP
• All directors/all partners
6. In case of a partnership, a copy of the resolution passed to authorise one of the partners to act as MP and sign papers on behalf of the firm.
7. Specimen signature of MD/MP duly attested by a gazetted officer.
8. Income tax return for last three years of:
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• MD/MP
• All directors/all partners
9. In case of a company, resolution (acknowledged by RoC) passed to authorise one of the directors to act as MD and to sign papers on behalf of the company.
10. Any other document that may be notified by the Ministry from time to time.
Please note: The Ministry may notify from time to time if any other document(s) are also required. You are requested to confirm the list of documents with Ministry / Jurisdictional PoE Office before filing application on eMigrate system. If any other documents are required by Ministry, the same may be uploaded in ‘Optional Attachments’.
Process steps:
After you have arranged for the required prescribed documents, please follow the below mentioned steps to apply for change in directors/partners:
1. Login into eMigrate system as a RA.
2. Go to Services -> Apply for Change in RA details -> Change in Directors / Partners. The form for change in directors / partners appears.
3. Fill the online form, upload necessary documents and click Save & Next.
Figure 31: Applying for Change in Directors/Partners Screen
On successful submission of application, system displays a confirmation message containing ARN of the application and also sends a confirmation email to your email ID.
4. The application is processed by jurisdictional PoE office and PGoE office.
5. If application is approved by the PGoE, system disables the earlier MD/MP login ID and a system generated mail is sent to the new MD/MP email ID containing:
• A unique RA ID assigned
• A copy of the RC
• URL for registering the Digital Signature Certificate (DSC)
• Temporary password for registering the DSC
The PGoE office also mails the signed hard copy of the RC at your registered office address.
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If your application is rejected by the PGoE, a system generated email is sent to you informing of the rejection.
The following table details the description of the fields in the change in directors/partners form. The fields are mentioned in the order in which they appear in the form (top to bottom).
Table 20: Change in Directors/Partners Form Field Reference Table
Field Name Description
1. Name Enter the name of the Director/Partner.
2. Designation Select the role from the options: Director or Partner.
3. Date of Birth Select date of birth of the Director/Partner by clicking the calendar button.
4. PAN Enter the PAN details of the Director/Partner.
5. National of Enter the native country of the Director/Partner. The eMigrate system displays auto complete options as you type.
6. UID Enter the 12 digit Aadhar number of Director/Partner.
7. Educational Qualification
Select the highest qualification of the Director/Partner from the drop down menu.
8. Name of College/University
Enter the name of college/university attended by the Director/Partner.
9 – 19. Residential address, Email and Contact Details of Director.
Enter the residential address, email and contact details of the Director/Partner.
20. Whether the Director/Partner was registered earlier as a Recruiting Agent?
Select Yes if the Director/Partner was registered as a RA earlier. Otherwise Select No.
21. If yes, Recruiting Agent ID / RC Number
If previous field is selected as Yes, enter the earlier RA ID / RC number.
22. Reason of RC Cancellation
If a value is entered in the previous field, enter the reason of the earlier RA ID / RC cancellation.
23. Whether the Director/Partner has ever been convicted? If yes give details.
Select Yes if the Director/Partner has ever been convicted. Otherwise Select No.
24. Reason of conviction If the previous field is selected as Yes, enter the reason of conviction.
4.4. Applying for Addition of New Branch Office
An agency can add new branch offices. The same needs to be updated to the MOIA.
This section covers the process of applying for addition of new branch office on the eMigrate system. Before reading the process steps, ensure that the process pre requisites are met and copies of the Prescribed documents are available.
Pre requisites: None
Prescribed documents:
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The soft copies of the following documents are required to be uploaded while filling the online addition of new branch office form:
1. Valuation report certified by registered valuer with registration number and membership number.
2. In case of rented or leased office, NOC from owner of the premises on duly notarised affidavit.
3. Attested copy of the registration certificate under shop and establishment act.
(Attested by a central or a state government gazetted officer)
4. Latest landline telephone bill in the name of agency.
5. In case of rented or leased office, rent/lease receipt.
6. Trade test centre certificate along with photograph.
7. A copy of the blue print of the layout plan of the office duly signed and stamped by the government approved architect with registration and membership number.
8. In case of rented or leased office, registered and notarised rent/lease agreement.
9. Any other document that may be notified by the Ministry from time to time
Please note: The Ministry may notify from time to time if any other document(s) are also required. You are requested to confirm the list of documents with Ministry / Jurisdictional PoE Office before filing application on eMigrate system. If any other documents are required by Ministry, the same may be uploaded in ‘Optional Attachments’.
Process steps:
After you have arranged for the required prescribed documents, please follow the below mentioned steps to apply for addition of new branch office:
1. Login into eMigrate system as a RA.
2. Go to Administration -> Apply for New Branch Office. The form for addition of new branch office appears.
3. Fill the online form, upload necessary documents and click Submit.
Figure 32: Applying for Addition of New Branch Office Screen
On successful submission of application, system displays a confirmation message containing ARN of the application and also sends a confirmation email to your email ID.
4. The jurisdictional PoE office carries out field visit of your new branch office, and also requests the police for carrying out a background check.
5. On satisfactory field visit report and police verification report (PVR), the PoE forwards the application to the PGoE office through the eMigrate system.
6. The PGoE office processes your application. If application is approved by the PGoE, a system generated mail is sent to your email ID containing a copy of the new RC. The PGoE office also mails the signed hard copy of the new RC at your registered office address.
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If your application is rejected by the PGoE, a system generated email is sent to you informing of the rejection.
The following table details the description of the fields in the addition of new branch office form. The fields are mentioned in the order in which they appear in the form (top to bottom).
Table 21: Addition of New Branch Office Form Field Reference Table
Field Name Description
1-10. New Branch Office Address, Email and Contact Details
Enter the new branch office address, email and contact details in the respective fields.
11. Ownership of Office
Select any of the following options:
Owned
Rented
Leased
12. Lease Valid Upto If the previous field is selected as Leased, enter the date upto which the lease is valid.
13. Lease whether extendable
If the office ownership is Leased, select Yes or No whichever is applicable.
14. Owner’s Name and Address
If the office ownership is Rented or Leased, enter the owner’s name and address.
15. Built Up Area of Office Premise (in sq. mtrs)
Enter the built up area of the new office premise. The new office area should be more than 300 sq. mtrs.
16. Police Station Enter the area police station name.
17. Address Enter the address of the area police station.
Documents
Upload Upload the required document as per the Prescribed documents list mentioned in this section.
4.5. Applying for Change in Office Status
An agency can swap its registered office with one of its branch offices. The same needs to be updated to the MOIA.
This section covers the process of applying for change in office status on the eMigrate system. Before reading the process steps, ensure that the process pre requisites are met and copies of the Prescribed documents are available.
Pre requisites: None
Prescribed documents: None (The Ministry may notify a document from time to time)
Please note: The Ministry may notify from time to time if any other document(s) are also required. You are requested to confirm the list of documents with Ministry / Jurisdictional PoE Office before filing application on eMigrate system. If any other documents are required by Ministry, the same may be uploaded in ‘Optional Attachments’.
Process steps:
After you have arranged for the required prescribed documents, please follow the below mentioned steps to apply for change in office status:
1. Login into eMigrate system as a RA.
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2. Go to Services -> Apply for Change in RA details -> Change in Office Status. The Change Office Status form appears.
3. Fill the online form, upload necessary documents and click Submit.
Figure 33: Applying for Change in Office Status Screen
On successful submission of application, system displays a confirmation message containing ARN of the application and also sends a confirmation email to your email ID.
4. The jurisdictional PoE office carries out field visit of your branch office which you want to convert into registered office.
5. On satisfactory field visit report, the PoE forwards the online application to the PGoE through the eMigrate system.
If application is approved by the PGoE, a system generated mail is sent to your email ID containing a copy of the new RC. The PGoE office also mails a signed hard copy of the new RC at your new registered office address.
If your application is rejected by the PGoE, a system generated email is sent to you informing of the rejection.
The following table details the description of the fields in the addition of new branch office form. The fields are mentioned in the order in which they appear in the form (top to bottom).
Table 22: Change in Office Status Form Field Reference Table
Field Name Description
1. Reason to Swap Registered Office With Branch Office
Enter the reason for swapping the registered office with branch office.
2. List of Branch Offices Select the branch to be made the registered office from the options given.
4.6. Applying for Change in Company Type
An agency can convert from a proprietorship/partnership to a company or from a proprietorship/company to a partnership. The same has to be updated to the MOIA.
This section covers the process of applying for change in business type on the eMigrate system. Before reading the process steps, ensure that the process pre requisites are met and copies of the Prescribed documents are available.
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Pre requisites: None
Prescribed documents:
The soft copies of the following documents are required to be uploaded while filling the online change in business type form.
In case of proprietorship/partnership to company:
1. Attested photograph of the Managing Director (MD).
(Attested by a central or a state government gazetted officer)
2. Statement showing the name, age and residential address applicable for previous five years of All directors, along with designation and business activities undertaken during the last five years.
3. Attested copy of the highest educational degree of the MD.
4. Assets and liabilities statement of MD for last three years, assessed by a certified CA with membership number and address.
5. Attested copy of PAN card of all directors.
6. The resolution passed to authorise one of the directors to act as MD and sign papers on behalf of the company.
7. A copy of the certificate of registering the company.
8. A copy of the articles of association of the company.
9. A copy of the memorandum of association of the company.
10. A copy of the balance sheet/net worth statement as at the close of the previous financial year.
11. Any other document that may be notified by the Ministry from time to time.
In case of proprietorship/company to partnership:
1. Attested photograph of the Managing Partner (MP).
(Attested by a central or a state government gazetted officer)
2. Statement showing the name, age and residential address applicable for previous five years of all partners, along with designation and business activities undertaken during the last five years.
3. Attested copy of the highest educational degree of the MP.
4. Assets and liabilities statement of MP for last three years, assessed by a certified CA with membership number and address.
5. Attested copy of PAN card of all partners.
6. The resolution passed to authorise one of the partners to act as MP and sign papers on behalf of the firm.
7. A copy of the partnership deed.
8. True extracts from registrar of firms in support of registration of the partnership deed.
9. A copy of the balance sheet/net worth statement as at the close of the previous financial year.
10. Any other document that may be notified by the Ministry from time to time.
Please note: The Ministry may notify from time to time if any other document(s) are also required. You are requested to confirm the list of documents with Ministry / Jurisdictional PoE Office before filing application on eMigrate system. If any other documents are required by Ministry, the same may be uploaded in ‘Optional Attachments’.
Process steps:
After you have arranged for the required prescribed documents, please follow the below mentioned steps to apply for change in business type:
1. Login into eMigrate system as a RA.
2. Go to Services -> Apply for Change in RA details -> Change in Business Status. The Change Business Type form appears.
3. Fill the online form, upload necessary documents and click Submit.
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Figure 34: Applying for Change in Business Type Screen
On successful submission of application, system displays a confirmation message containing ARN of the application and also sends a confirmation email to your email ID.
4. The application is processed by jurisdictional PoE office and PGoE office.
5. If application is approved by the PGoE, a system generated mail is sent to your email ID. containing a copy of the new RC. The PGoE office also mails a signed hard copy of the new RC at your registered office address.
If your application is rejected by the PGoE, a system generated email is sent to you informing of the rejection.
The following table details the description of the fields in the change in business type form. The fields are mentioned in the order in which they appear in the form (top to bottom).
Table 23: Change in Business Type Form Field Reference Table
Field Name Description
1. Change Business Status
Select any one of the following options:
Proprietorship to Company
Partnership to Company
Proprietorship to Partnership
Company to Partnership
MD/MP/Directors/Partners Details
1. Name Enter the name of the Director/Partner.
2. Designation Select the role from the options: Director or Partner.
3. Date of Birth Select date of birth of the Director/Partner by clicking the calendar button.
4. PAN Enter the PAN details of the Director/Partner.
5. National of Enter the native country of the Director/Partner. The eMigrate system displays auto complete options as you type.
6. UID Enter the 12 digit Aadhar number of Director/Partner.
7. Educational Qualification
Select the highest qualification of the Director/Partner from the drop down menu.
8. Name of College/University
Enter the name of college/university attended by the Director/Partner.
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Field Name Description
9 – 19. Residential address, Email and Contact Details of Director.
Enter the residential address, email and contact details of the Director/Partner.
20. Whether the Director/Partner was registered earlier as a Recruiting Agent?
Select Yes if the Director/Partner was registered as a RA earlier. Otherwise Select No.
21. If yes, Recruiting Agent ID / RC Number
If previous field is selected as Yes, enter the earlier RA ID / RC number.
22. Reason of RC Cancellation
If a value is entered in the previous field, enter the reason of the earlier RA ID / RC cancellation.
23. Whether the Director/Partner has ever been convicted? If yes give details.
Select Yes if the Director/Partner has ever been convicted. Otherwise Select No.
24. Reason of conviction If the previous field is selected as Yes, enter the reason of conviction.
Documents
Upload Upload the required document as per the Prescribed documents list mentioned in this section.
4.7. Applying for Change in Profile Details
The following changes in the details of the agency should be updated to the MOIA:
Registered office contact details,
Branch office contact details,
MD/MP/Director/Partner/Proprietor Educational/Contact details
Bank account details
This section covers the process of applying for change in profile details on the eMigrate system. Before reading the process steps, ensure that the process pre requisites are met and copies of the Prescribed documents are available.
Pre requisites: None
Prescribed documents:
The soft copies of the following documents are required to be uploaded while filling the online change in profile details form:
1. If office is leased/rented, a copy of the registered and notarised lease/hire agreement document of the registered and branch office (if applicable).
2. If landline number of registered/branch office has changed, a copy of the latest landline telephone bill of the registered/branch office.
3. Any other document that may be notified by the Ministry from time to time.
Please note: The Ministry may notify from time to time if any other document(s) are also required. You are requested to confirm the list of documents with Ministry / Jurisdictional PoE Office before filing application on eMigrate system. If any other documents are required by Ministry, the same may be uploaded in ‘Optional Attachments’.
Process steps:
After you have arranged for the required prescribed documents, please follow the below mentioned steps to apply for change in profile details:
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1. Login into eMigrate system as a RA.
2. Go to Services -> Apply for Change in RA details -> Change in Profile Details.The Change Profile Details form appears.
3. Fill the online form, upload necessary documents and click Save & Next. Refer to the Table 25 for the field details of the form.
Figure 35: Applying for Change in Profile Details Screen
On successful submission of application, system displays a confirmation message containing ARN of the application and also sends a confirmation email to your email ID.
4. The application is processed by jurisdictional PoE office and PGoE office.
5. If application is approved by the PGoE, a system generated mail is sent to your email id informing of the change.
If your application is rejected by the PGoE, a system generated email is sent to you informing of the rejection.
The following table details the description of the fields in the change in profile details form. The fields are mentioned in the order in which they appear in the form (top to bottom).
Table 24: Change in Profile Details Form Field Reference Table
Field Name Description
Registered office contact details
1. Landline Enter the new landline number.
2. Mobile Enter the new mobile number.
3. Fax Enter the new fax number.
4. Email Enter the new email address.
5. Ownership of Office
Enter the new ownership type from the following options:
Owned
Rented
Leased
6. Lease Valid Upto If Leased is selected in the previous field, enter the date upto which the lease is valid.
7. Lease whether extendable?
If Ownership of Office is selected as Leased, select any one of the following options:
Yes
No
8. Owner’s Name and Address
If Ownership of Office is selected as Leased or Rented, enter the owner’s name and address in this field.
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Field Name Description
9. Built Up Area of Office Premise (in sq. mtr)
Enter the built up area of the office premise. The value should be more than 50 sq. mtr.
Documents
10. Upload Upload the required documents as per the Prescribed documents list mentioned in this section.
Branch office contact details
1. Landline Enter the new landline number.
2. Mobile Enter the new mobile number.
3. Fax Enter the new fax number.
4. Email Enter the new Email address.
5. Ownership of Office
Enter the new ownership type from the following options:
Owned
Rented
Leased
6. Lease Valid Upto If Leased is selected in the previous field, enter the date upto which the lease is valid.
7. Lease whether extendable?
If Ownership of Office is selected as Leased, select any one of the following options:
Yes
No
8. Owner’s Name and Address
If Ownership of Office is selected as Leased or Rented, enter the owner’s name and address in this field.
Documents
9. Upload Upload the required documents as per the Prescribed documents list mentioned in this section.
MD/MP/Director/Partner/Proprietor Educational/Contact Details
1. Educational Qualification (2 years diploma or graduate can apply)
Select the highest educational qualification from any one of the following:
Doctorate
Diploma
Graduate
Post Graduate
2. Landline Enter the new landline number.
3. Mobile Enter the new mobile number.
4. Fax Enter the new fax number.
5. Email Enter the new email address.
Bank Account Details
1. Bank Name Enter the bank name.
2. Address of Bank Enter the bank’s address.
3. Account Number Enter the bank account number.
4.8. Applying for Capacity Enhancement
RAs registered before system go-live date and having a capacity of 1000 can apply to MOIA to increase the capacity to 1000+.
This section covers the process of applying for capacity enhancement on the eMigrate system. Before reading the process steps, ensure that the process pre requisites are met and copies of the Prescribed documents are available.
Pre requisites:
You can apply for capacity enhancement if atleast 90 days are left before RC expiry date.
You cannot apply for capacity enhancement if existing capacity is 1000+.
Prescribed documents:
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The soft copies of the following documents are required to be uploaded while filling the online capacity enhancement form:
1. Bank guarantee.
2. A copy of the income tax return of the company/partnership firm/proprietor for the last three years.
3. Assets and liabilities statement of Managing Director (MD)/ Managing Partner (MP)/ Proprietor for last three years, assessed by a certified CA with membership number and address.
4. A statement showing the source of funds assessed by a certified CA with membership number and address.
5. Attested photograph of the MD/MP/Proprietor.
(Attested by a central or a state government gazetted officer)
6. Details of ECR/ECNR deployment.
7. Attested copy of PAN card of:
• Company/Partnership firm/Proprietor
• MD/MP
• All directors/all partners
8. A copy of the balance sheet as at the close of the previous financial year.
9. Any other document that may be notified by the Ministry from time to time.
Please note: The Ministry may notify from time to time if any other document(s) are also required. You are requested to confirm the list of documents with Ministry / Jurisdictional PoE Office before filing application on eMigrate system. If any other documents are required by Ministry, the same may be uploaded in ‘Optional Attachments’.
Process steps:
After you have arranged for the required prescribed documents, please follow the below mentioned steps to apply for capacity enhancement:
1. Login into eMigrate system as a RA.
2. Go to Services -> Apply for Capacity Enhancement. The Capacity Enhancement form appears.
3. Fill the online form, upload necessary documents and click Submit.
Figure 36: Applying for Capacity Enhancement Screen
On successful submission of application, system displays a confirmation message containing ARN of the application and also sends a confirmation email to your email ID.
4. Submit the hard copy of the bank guarantee along with print out of the confirmation email at the jurisdictional PoE office.
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5. The application is processed by the PoE office and PGoE office.
6. If application is approved by the PGoE, a system generated mail is sent to your email ID containing a copy of the new RC. The PGoE office also mails a signed hard copy of the new RC at your registered office address.
If your application is rejected by the PGoE, a system generated email is sent to you informing of the rejection.
The following table details the description of the fields in the capacity enhancement form. The fields are mentioned in the order in which they appear in the form (top to bottom).
Table 25: Capacity Enhancement Form Field Reference Table
Field Name Description
1. Fixed Assets Enter the agency’s fixed assets value.
2. Liquid Assets Enter the agency’s liquid assets value.
3. Liability Enter the agency’s liability value.
4. Networth Display field. The eMigrate system displays the value of Fixed Assets + Liquid Assets-Liability.
5. Year Select the current year from the drop down list.
6. Turnover Enter the agency’s turnover for the current year.
7. Bank Guarantee Amount
Enter the value of the bank guarantee to be submitted to the PGoE office.
8. Name of the Bank and Branch
Enter the name of the bank and branch address on which the bank guarantee is drawn.
9. Bank Guarantee Issue Date
Enter the date on which the bank guarantee was issued.
10. Bank Guarantee Expiry Date
Enter the date on which the bank guarantee will expire.
Documents
11. Upload Upload the required documents as per the Prescribed documents list mentioned in this section.
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5. Emigrant Clearance Related Processes
This chapter covers all the emigrant clearance related business processes for which you apply online to the MOIA through the eMigrate system. The processes are covered depending on whether the Employer accesses the eMigrate system or not.
The Employer is given login credentials to access eMigrate system only after a process of Registration, where the Indian Mission in the Employer’s country verifies the genuineness and authenticity of the Employer. Once registered, the Employer has to apply online to the Indian Mission for all emigration related processes as applicable.
Without Registration, the Employer has to apply manually to the Indian Mission for all emigration related processes as applicable.
5.1. Without Employer Registration
In this scenario, the Employer does not access the eMigrate system, gets the Demand Letter, Power of Attorney and Sample Employment Contract attested by Indian Mission as applicable, and forwards the documents to the RA.
The following business processes are applicable in this scenario:
Entering employer and demand details
Applying for interview/advertisement permission
Applying for Emigration Clearance
Make Bulk Payment (in case you want to make a consolidated payment of Emigration Clearance fee for multiple Emigration Clearance applications)
Applying for Emigration Clearance cancellation
1) Entering Employer and Demand Details
Once you receive the documents from the Employer, you need to enter the employer and demand information in the eMigrate system. The information entered is verified by the PoE office.
This section covers the process of entering employer and demand details. Before reading the process steps, ensure that the process pre requisites are met and copies of the Prescribed documents are available.
Pre requisites:
You have received all the required documents from the employer.
Prescribed documents:
The soft copies of the following documents are required to be uploaded while filling the online employer and demand information form:
1. Demand Letter
2. Power of Attorney
In case of KSA, the employer can also send a printout of the e-wakala. In such a case, only
the e-wakala printout has to be uploaded in place of Demand Letter and Power of Attorney.
3. Sample Employment Contract
4. Affidavits as applicable
5. Copy of Identity Card issued by Saudi Consulate (applicable only for Kingdom of Saudi Arabia (KSA) and in case it has not been uploaded earlier)
6. Any other document that may be notified by the Ministry from time to time.
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Please note: The Ministry may notify from time to time if any other document(s) are also required. You are requested to confirm the list of documents with Ministry / Jurisdictional PoE Office before filing application on eMigrate system. If any other documents are required by Ministry, the same may be uploaded in ‘Optional Attachments’.
Process steps:
After you have arranged for the required prescribed documents, please follow the below mentioned steps to enter employer and demand details:
1. Login into eMigrate system as a RA.
2. Go to Services -> Enter Employer and Demand Details (Without Employer Registration). The Employer and Demand Details form appears.
3. Enter the Employer’s Name, select the Employer’s country from the drop down list, enter the Captcha Image text as shown on the screen and click Submit.
If Employer’s details already exist in the system, the search results are displayed in a tabular format. You can select a row and click Next to proceed further and update the selected Employer details if required.
Figure 37: Entering Employer and Demand Details Screen 1
If you feel none of the search results contain the required Employer’s information or if no search results are displayed, click Next to proceed further and enter the Employer details.
4. Fill the employer and demand details form. On each page of the form, click Save & Next to move to the next page, After uploading the required documents, click Submit.
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Figure 38: Entering Employer and Demand Details Screen 2
Figure 39: Entering Employer and Demand Details Screen 3
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Figure 40: Entering Employer and Demand Details Screen 4
Figure 41: Entering Employer and Demand Details Screen 5
Figure 42: Entering Employer and Demand Details Screen 6
On successful submission of application, system displays a confirmation message containing ARN of the application and printable application form. System also sends a confirmation email to your email ID
5. The PoE office processes the application.
6. If your application is approved by the PoE, a system generated email informing of approval is sent to you containing:
Unique Demand ID generated
Unique Job IDs generated linked to the Demand ID
If your application is rejected by the PoE, a system generated email is sent to you informing of the rejection.
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The following table details the description of the fields in the Employer and Demand details form. The fields are mentioned in the order in which they appear in the form (top to bottom).
Table 26: Employer and Demand Details Form Field Reference Table
Field Name Description
1. Name of Employer Enter the complete name of the employer.
2. Country Select the employer’s country from the drop down list.
3. Enter the Characters that You See Along Side
Enter the text as shown in the captcha image.
Organisation Details
If you have selected any Employer detail from the Employer search results, then fields under this tab are pre-filled. You can edit the operational office and authorised signatory details, if there is any deviation in what is mentioned in the documents and what the system displays. Otherwise if you have not selected any Employer detail from the search results, or no search results are obtained, then fill the fields under this tab.
4. Registration Number / Personal Identification Number
If the Employer Registration Number / Personal Identification Number is mentioned in any of the employer documents, then enter the same.
5. Date of Registration If the date of registration is mentioned in any of the employer documents, then enter the same.
6. Type of Business Select the type of business of the Employer from the drop down menu.
7. Type of Organization
Select the type of organization of the Employer from the following options:
Company
Firm
Proprietorship
Individual If the type of organization is not mentioned in any of the employer documents, then select this field as Company.
8. Website URL Enter the website URL of the Employer.
Operational Office Details
9. Available Addresses
If you have selected any Employer detail from the Employer search results, then a drop down menu appears if there are more than 1 operation office details of the Employer in the system. You can select any option in the menu or can enter new details as per what is mentioned in the Employer documents.
10. Address (Line 1) Enter the address line 1 of the Employer’s office, as per what is mentioned in the Employer documents.
11. Address (Line 2) Enter the address line 2 of the Employer’s office, as per what is mentioned in the Employer documents.
12. City Enter the city of the Employer’s office, as per what is mentioned in the Employer documents.
13. Country Display field. This field is auto populated by the eMigrate system.
14. Postal / Pin Code Enter the pin code of the Employer’s office, as per what is mentioned in the Employer documents.
15. Email Enter Employer’s Email, as per what is mentioned in the Employer documents.
16. Phone Number Enter Employer’s phone number, as per what is mentioned in the Employer documents.
17. Fax Number Enter Employer’s fax number, as per what is mentioned in the Employer documents.
Authorised Signatory Details
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18. Available Authorized Signatories
If you have selected any Employer detail from the Employer search results, then a drop down menu appears if there are more than 1 authorised signatory details of the Employer in the system. You can select any option in the menu or can enter new details as per what is mentioned in the Employer documents.
19. Name Enter the authorised signatory name.
20. Designation Select the signatory’s designation from the drop down list.
Demand Details
21. Job Category
Select the job category from the following options:
Unskilled
Semi-skilled
Skilled
Others
22. Experience Level
Select the experience level required from the following options:
Senior
Middle
Junior
23. Job Designation Select the Job Designation from the Drop down list which is populated on the basis of Country and Job Category.
24. Job Vacancies
Enter the number of job vacancies for the above selected designation, as per what is mentioned in the Demand Letter or Sample Employment Contract.
25. Job Description Enter the job description of the required job, as per what is mentioned in the Demand Letter or Sample Employment Contract.
26. Age Limit
Select the age limit requirement of the Employer, as per what is mentioned in the Demand Letter or Sample Employment Contract, from the following options:
No Age Limit
Below 60
Below 50
Below 40
27. Gender Preference
Select the gender preference of the Employer, as per what is mentioned in the Demand Letter or Sample Employment Contract, from the following options:
No Preference
Male
Female
28. Currency Display field. The eMigrate system displays the currency of the Employer’s country.
29. Does the specimen employment contract contain the salary amount or salary range?
Select any one of the following options:
Salary Amount
Salary Range
30. Salary Amount / Salary Range
In case Salary Amount is selected in the above field, enter the
salary amount in the text box.
Otherwise
In case Salary Range is selected in the above field, enter the
minimum and maximum salary in the respective textbox.
31. Contract Period (in months)
Enter the employment contract period in months, as per what is mentioned in the Demand Letter or Sample Employment Contract.
32. Probation Period (in months)
Enter the probation period in months, as per what is mentioned in the Demand Letter or Sample Employment Contract.
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33. Daily Working Hours Enter the daily working hours, as per what is mentioned in the Demand Letter or Sample Employment Contract.
Facilities Provided by Employer in addition to Monthly Salary
34. Whether free food is provided?
Select Yes or No as per what is mentioned in the Demand Letter or Sample Employment Contract.
35. If No, Allowance Value
If the above field is selected as No, then enter the food allowance value as per what is mentioned in the Demand Letter or Sample Employment Contract.
36. Whether free accomodation is provided?
Select Yes or No as per what is mentioned in the Demand Letter or Sample Employment Contract.
37. If No, Allowance Value
If the above field is selected as No, then enter the house rent allowance value as per what is mentioned in the Demand Letter or Sample Employment Contract.
38. Whether overtime allowance is payable as per local labour law?
Select Yes or No as per what is mentioned in the Demand Letter or Sample Employment Contract.
39. Whether visa fee is provided by the employer?
Select Yes or No as per what is mentioned in the Demand Letter or Sample Employment Contract.
40. Whether leave benefits are provided as per local labour law?
Select Yes or No as per what is mentioned in the Demand Letter or Sample Employment Contract.
41. Whether paid leave is provided?
Select Yes or No as per what is mentioned in the Demand Letter or Sample Employment Contract.
42. If Yes, then Leave Details
If the above field is selected as Yes, then enter the leave details.
43. Whether To and fro airfare is provided?
Select Yes or No as per what is mentioned in the Demand Letter or Sample Employment Contract.
44. Whether Insurance facility is provided?
Select Yes or No as per what is mentioned in the Demand Letter or Sample Employment Contract.
45. If Yes, then Insurance Details
If the above field is selected as Yes, then enter the insurance details.
46. Whether free medical facility is provided?
Select Yes or No as per what is mentioned in the Demand Letter or Sample Employment Contract.
47. If Yes, Medical facility Details
If the above field is selected as Yes, then enter the medical facility details.
48. Whether transportation facility is provided?
Select Yes or No as per what is mentioned in the Demand Letter or Sample Employment Contract.
49. Details of mode of settlement of disputes
Enter the details of mode of settlement of disputes as per what is mentioned in the Demand letter or Sample Employment Contract.
50. Have provision in regard to disposal or transportation of dead body of emigrants to India?
Select Yes or No as per what is mentioned in the Demand Letter or Sample Employment Contract.
51. Any Other facility provided? (specify)
Select Yes if any other facility is provided by the employer but is not mentioned in the above list,
52. If Yes, Give Details If the above field is selected as Yes, then mandatorily enter the details about the other facilities.
VISA Details
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53. Has the employer arranged to obtain employment visa for the proposed number of emigrants?
Select Yes or No as per what is mentioned in the Demand Letter or Sample Employment Contract.
54. If Yes, then basis of visa
If the above field is selected as Yes, then mandatorily select the basis of visa from the following options:
Individual
Block
55. Block Visa Number If the above field is selected as Block, then mandatorily enter the block visa number.
56. Maximum number of persons that can be recruited against the block visa number
Enter the maximum no. of persons that can be recruited against the block visa number entered above.
57. More Block Visa number to be entered
Select Yes if you want to enter another block visa number. Otherwise select No.
Indian Mission Attestation Details
58. Employer documents attested by respective Indian Mission?
Select Yes if the Employer documents are attested by the Indian Mission. Otherwise select No.
59. Attestation Number If the employer documents are attested by the Indian Mission, then mandatorily enter the attestation number
60. Date of Attestation If the employer documents are attested by the Indian Mission, then mandatorily enter the attestation number
61. Date till Attestation is Valid
If the employer documents are attested by the Indian Mission, then mandatorily enter the attestation number
Documents
Upload Upload the required documents as per the Prescribed documents list mentioned in this section.
2) Applying for Interview / Advertisement Permission
If you want to conduct interviews at a place other than your registered or branch office or you want to publish an advertisement for recruitment, you need to apply to MOIA for the same for interview/advertisement permission.
This section covers the process of applying for interview / advertisement permission. Before reading the process steps, ensure that the process pre requisites are met and copies of the prescribed documents are available.
Pre requisites:
You are conducting interview at a place other than your registered or branch office.
Prescribed documents:
The soft copies of the following documents are required to be uploaded while filling the online interview / advertisement permission form:
1. Copy of advertisement published.
2. Any other document that may be notified by the Ministry from time to time.
Please note: The Ministry may notify from time to time if any other document(s) are also required. You are requested to confirm the list of documents with Ministry / Jurisdictional PoE Office before filing application on eMigrate system. If any other documents are required by Ministry, the same may be uploaded in ‘Optional Attachments’.
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Process steps:
After you have arranged for the required prescribed documents, please follow the below mentioned steps to apply for interview / advertisement permission:
1. Login into eMigrate system as a RA.
2. Go to Services -> Apply for Interview / Advertisement Permission. The Interview / Advertisement permission form appears.
3. Fill the online form, upload necessary documents and click Submit.
Figure 43: Applying for Interview / Advertisement Screen
On successful submission of application, system auto approves the application and displays a confirmation message. The system generated Interview Permission Letter is sent to your registered email ID.
The following table details the description of the fields in the interview / advertisement permission form. The fields are mentioned in the order in which they appear in the form (top to bottom).
Table 27: Interview / Advertisement Permission Form Field Reference Table
Field Name Description
1. Request raised for
Select any one of the following options:
Interview
Advertisement
Both
2 – 7. Address details of interview location
Enter the address details of the interview location.
8. Demand ID Enter the approved demand ID against which you want to recruit emigrants.
9. Reason for re-interview If you already have raised an interview / advertisement request for the same demand ID entered in the previous field, enter the reason why you want to conduct a re-interview.
10. Interview Start Date Enter the date from when you want to start conducting the interviews. The date entered has to be greater by minimum three days from the date of filling this form.
11. Interview End Date Enter the date when the interviews will get completed.
12. Number of Recruitment in Skilled Category
Enter the estimated number of emigrants to be recruited in the skilled category.
13. Number of Recruitment in Semi-skilled category
Enter the estimated number of emigrants to be recruited in the semi-skilled category.
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14. Number of Recruitment in Unskilled Category
Enter the estimated number of emigrants to be recruited in the unskilled category.
15. Number of Recruitment in Other Category
Enter the estimated number of emigrants to be recruited in the other category.
16. Total Number of Recruitments
Display Field. The eMigrate system displays the summation of the above four fields.
Documents
Upload Upload the required documents as per the Prescribed documents list mentioned in this section.
3) Applying for Emigration Clearance
After the visa(s) for the identified emigrant(s) have been arranged, RA proceeds to apply for Emigration Clearance on the eMigrate system.
This section covers the process of Applying for Emigration Clearance. Before reading the process steps, ensure that the process pre requisites are met and copies of the prescribed documents are available.
Pre requisites:
The employer has sent you the following documents:
o Paper visa(s)/stamped visa(s) for emigrant(s)
Prescribed documents:
The soft copies of the following documents are required to be uploaded while filling the online Emigration Clearance form:
1. Copy of the first and last page of passport.
2. Photograph of each emigrant.
3. If emigrant is a female, age is less than 30years and passport is ECNR type-then a copy of emigrant’s highest educational certificate.
4. If employer’s country is UAE, then contract signed with Ministry of Labour, UAE.
5. In case UID is available, a copy of the aadhar card.
6. Copy of VISA.
7. Copy of PBBY policy.
8. If employer’s country is Libya, then a copy of Rs 20 lakhs life insurance policy.
9. Affidavits as applicable.
10. Any other document that may be notified by the Ministry from time to time.
Please note: The Ministry may notify from time to time if any other document(s) are also required. You are requested to confirm the list of documents with Ministry / Jurisdictional PoE Office before filing application on eMigrate system. If any other documents are required by Ministry, the same may be uploaded in ‘Optional Attachments’.
Process steps:
After you have arranged for the required prescribed documents, please follow the below mentioned steps to apply for Emigration Clearance:
1. Login into eMigrate system as a RA.
2. Go to Services -> Apply for Emigration Clearance -> Without Employer Registration. The Emigration Clearance form opens.
Fill the Emigration Clearance form. On each page of the form, click Save & Next to move to the next page.
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Figure 44: Applying for Emigration Clearance Screen 1
Figure 45: Applying for Emigration Clearance Screen 2
Figure 46: Applying for Emigration Clearance Screen 3
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Figure 47: Applying for Emigration Clearance Screen 4
Figure 48: Applying for Emigration Clearance Screen 5
Figure 49: Applying for Emigration Clearance Screen 6
The following confirmation screen appears after saving the uploaded documents.
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Figure 50: Applying for Emigration Clearance Screen 7
Note: Click View Form to view the data you submitted in the form. If you want to edit or correct the form, click Edit Form.
3. Do one of the following:
If you want to make bulk payment for multiple applications, click Save as Draft. The details you entered in the application are saved in the system. You can make bulk payment for such saved applications by going to Services -> Make Bulk Payment.
Otherwise if you want to make individual payment for each application, click Make Payment.
4. Make the online payment for Emigration Clearance application.
On successful payment, system generates the:
Application reference number
Printable registration form
Payment receipt
System also sends a confirmation email to your email ID.
5. The PoE processes the application.
6. If the PoE approves the application, electronic emigration clearance is granted to the emigrant.
A system generated SMS and email is sent to the Emigrant informing of approval. At the end of day, a consolidated email is sent to your email ID informing of the applications, filed by you, approved during the day.
If your application is rejected by the PoE, a system generated SMS and email is sent to the Emigrant informing of rejection. At the end of day, a consolidated email is sent to your email ID informing of the applications, filed by you, rejected during the day.
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The following table details the description of the fields in the Emigration Clearance form. The fields are mentioned in the order in which they appear in the form (top to bottom).
Table 28: Emigration Clearance Form Field Reference Table
Field Name Description
1. Job ID Enter the job ID against which you want to recruit the emigrant.
2. Passport Number Enter the emigrant passport number whom you want to recruit.
3. Job ID Code N.A. in case of recruitment through RA.
4. Name Enter the emigrant’s name as per what is mentioned in the passport.
5. Passport Type Enter the emigrant’s passport type as per what is mentioned in the passport.
6. Date of Expiry Enter the emigrant’s passport expiry date as per what is mentioned in the passport.
7. Date of Issue Enter the emigrant’s passport issue date as per what is mentioned in the passport.
8. Place of Issue Enter the place of issue of the emigrant’s passport as per what is mentioned in the passport.
9. Date of Birth Enter the emigrant’s date of birth as per what is mentioned in the passport.
10. Gender Enter the emigrant’s gender as per what is mentioned in the passport.
11. Fathers Name Enter the emigrant’s father’s name as per what is mentioned in the passport.
Address as per passport
12. Address Line 1 Enter the emigrant’s address line 1 as per what is mentioned in the passport.
13. Address Line 2 Enter the emigrant’s address line 2 as per what is mentioned in the passport.
14. City / Town / Village Enter the emigrant’s city / town / village as per what is mentioned in the passport.
15. State / UT Select the emigrant’s state as per what is mentioned in the passport from the drop down menu.
16. District Enter the emigrant’s district as per what is mentioned in the passport.
17. Country Display field. The eMigrate system auto populates India in this field.
18. Postal / Pin Code Enter the emigrant’s pin code as per what is mentioned in the passport.
Visa Details
19. Block Visa Number Display Field. The eMigrate system displays the details as entered by you during entering employer and demand details.
20. Visa Number
Enter the VISA details of the Emigrant
21. Date of Issue
22. Date of Expiry
23. Place of Issue
24. Visa Type
Insurance Details
The following details have to be filled only if the emigrant has a ECR type of passport.
25. Policy Number Enter the emigrant’s PBBY number.
26. Insurance Agency Select the insurance agency name from the drop down menu.
27. Effective from Select the date from which PBBY insurance policy is valid.
28. Sum Insured For Enter the sum for which the emigrant is insured for.
Personal Details
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29. Marital Status
Select the marital status of the emigrant from the drop down menu options:
Single
Married
Separated
Divorced
30. Educational Qualification
Display field. The eMigrate system auto selects Below 10th
Std for ECR passport holders.
31. Place of Birth Enter the emigrant’s place of birth.
Number of Dependants
32. Spouse Enter the number as appropriate.
33. Parents Enter the number as appropriate.
34. Children Enter the number as appropriate.
35. Siblings Enter the number as appropriate.
36. Total Number of Dependants
Display field. The eMigrate system displays the summation of the above four fields.
37. NRI / PIO / OCI Status Blank field.
38. UID Enter the Aadhar card number of the emigrant if available.
Address in India
39. Whether Present Address is Same as in Passport?
Select any of the following options:
Yes
No
40. Emigrant’s Present Address Details
If the previous field is selected as Yes, the eMigrate system displays the fields from the values entered in the previous screen. If the previous field is selected as No, enter the emigrant’s present address details.
Phone Number
41. Landline Enter the emigrant’s landline number.
42. Mobile Enter the emigrant’s mobile number.
43. Email Enter the emigrant’s email id.
Details of contact person in emergency (in India)
44. Name Enter the contact person’s name.
45. Relationship Select the contact person’s relationship with the emigrant from the drop down menu.
46. Others Enter the contact person’s relationship with the emigrant if Others is chosen in the field above.
47. Address Enter the contact person’s address.
Phone Number
48. Landline Enter the contact person’s landline number.
49. Mobile Enter the contact person’s mobile number.
50. Email Enter the contact person’s email id.
Travel Details
51. Purpose of Travel Display field. The eMigrate system displays Employment.
52. Destination Country Display field. The eMigrate system displays the field.
53. Date of Boarding Enter the date when emigrant will board the flight to destination country.
54. Port of Departure Enter the departure city name.
55. Port of Final Destination
Enter the destination city / country name.
56. Flight Number Enter the emigrant’s flight number.
Details of Contact Person in Destination Country
57. Name By default system displays the Employer’s Name. If you want to enter some other value, delete the default value and enter the concerned contact person’s name.
58. Relationship By default Employer is selected. If you have changed the above field, then select the appropriate option.
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59. Others Enter the contact person’s relationship with the emigrant if Others is chosen in the field above.
60. Address
By default system displays the Employer’s operational office address. If you want to enter some other value, delete the default value and enter the concerned contact person’s address.
Phone Number
61. Landline Enter the contact person’s landline number.
62. Mobile Enter the contact person’s mobile number.
63. Email Enter the contact person’s email id.
Employment Details
64. Employer Name Display Field. The eMigrate system displays the details as entered by you during entering employer and demand details.
65. Country of Deployment Display Field. The eMigrate system displays the details as entered by you during entering employer and demand details.
66. Address Display Field. The eMigrate system displays the details as entered by you during entering employer and demand details.
67. Job Category Display Field. The eMigrate system displays the details as entered by you during entering employer and demand details.
68. Job Designation Display Field. The eMigrate system displays the details as entered by you during entering employer and demand details.
69. Currency Display Field. The eMigrate system displays the details as entered by you during entering employer and demand details.
70. Salary Amount or Salary Range
Display Field. The eMigrate system displays the details as entered by you during entering employer and demand details.
71. Contract Period Display Field. The eMigrate system displays the details as entered by you during entering employer and demand details.
72. Probation Period Display Field. The eMigrate system displays the details as entered by you during entering employer and demand details.
73. Daily Working Hours Display Field. The eMigrate system displays the details as entered by you during entering employer and demand details.
Monthly Salary
74. Currency Display Field. The eMigrate system displays the details as entered by you during entering employer and demand details.
75. Amount Display Field. The eMigrate system displays the details as entered by you during entering employer and demand details.
Facilities Provided by Employer / Project Exporter in addition to Monthly Salary
76. Whether free food is provided?
Display Field. The eMigrate system displays the details as entered by you during entering employer and demand details.
77. If No, Allowance Value Display Field. The eMigrate system displays the details as entered by you during entering employer and demand details.
78. Whether free accommodation is provided?
Display Field. The eMigrate system displays the details as entered by you during entering employer and demand details.
79. If No, Allowance Value Display Field. The eMigrate system displays the details as entered by you during entering employer and demand details.
80. Whether Overtime Allowance is Payable as per Local Labour Law?
Display Field. The eMigrate system displays the details as entered by you during entering employer and demand details.
81. If Yes, Allowance Value
Display Field. The eMigrate system displays the details as entered by you during entering employer and demand details.
82. Whether Visa fee is Provided by the Employer?
Display Field. The eMigrate system displays the details as entered by you during entering employer and demand details.
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4) Make Bulk Payment
In case you have saved multiple Emigration Clearance applications as draft, you can make a consolidated payment for all such applications.
This section covers the process of making bulk payment for multiple Emigration Clearance applications. Before reading the process steps, ensure that the process pre requisites are met.
Pre-requisites:
You have saved multiple Emigration Clearance applications as draft during Applying for Emigration Clearance.
Process steps:
After you have arranged for the required prescribed documents, please follow the below mentioned steps to make bulk payment for multiple Emigration Clearance applications:
1. Login into eMigrate system as a RA.
2. Go to Services -> Make Bulk Payment. The make bulk payment form appears.
83. Whether leave benefits are provided as per local labour law?
Display Field. The eMigrate system displays the details as entered by you during entering employer and demand details.
84. Whether Paid Leave is Provided
Display Field. The eMigrate system displays the details as entered by you during entering employer and demand details.
85. If Yes, Leave Details Display Field. The eMigrate system displays the details as entered by you during entering employer and demand details.
86. Whether To and Fro Airfare is provided?
Display Field. The eMigrate system displays the details as entered by you during entering employer and demand details.
87. Whether Insurance facility is Provided?
Display Field. The eMigrate system displays the details as entered by you during entering employer and demand details.
88. If Yes, Insurance Details
Display Field. The eMigrate system displays the details as entered by you during entering employer and demand details.
89. Whether Free Medical Facility is Provided?
Display Field. The eMigrate system displays the details as entered by you during entering employer and demand details.
90. If Yes, Medical Facility Details
Display Field. The eMigrate system displays the details as entered by you during entering employer and demand details.
91. Whether Transportation facility is provided?
Display Field. The eMigrate system displays the details as entered by you during entering employer and demand details.
92. Details of Mode of Settlement of Dues
Display Field. The eMigrate system displays the details as entered by you during entering employer and demand details.
93. Have Provision in Regard to Disposal or Transportation of Dead Body of Emigrants to India?
Display Field. The eMigrate system displays the details as entered by you during entering employer and demand details.
94. Any Other Facility Provided?
Display Field. The eMigrate system displays the details as entered by you during entering employer and demand details.
95. If Yes, Give Details Display Field. The eMigrate system displays the details as entered by you during entering employer and demand details.
Documents
96. Upload Upload the required documents as per the Prescribed documents list mentioned in this section.
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Figure 51: Make Bulk Payment Screen 1
3. Select the Emigration Clearance applications for which you want to make bulk payment and click Add to Payment.
4. Make the online payment for the selected Emigration Clearance applications.
On successful payment, system generates the:
Application reference numbers for all applications
Printable registration forms for all applications
Consolidated Payment receipt
System also sends a confirmation email to your email ID.
5. The PoE processes the applications.
6. If the PoE approves the applications, electronic emigration clearance is granted to each emigrant. System generated SMS and email is sent to each Emigrant informing of approval. At the end of day, a consolidated email is sent to your email ID informing of the applications, filed by you, approved during the day.
If any of your application is rejected by the PoE, a system generated SMS and email is sent to the respective Emigrant informing of rejection. At the end of day, a consolidated email is sent to your email ID informing of the applications, filed by you, rejected during the day..
5) Applying for Emigration Clearance Cancellation
Emigration Clearance can be cancelled if the emigrant has not travelled abroad.
This section covers the process of Applying for Emigration Clearance cancellation. Before reading the process steps, ensure that the process pre requisites are met and copies of the Prescribed documents are available.
Pre-requisites:
The emigrant whose registration is to be cancelled should not have travelled abroad.
The visa of the emigrant should be valid.
Prescribed documents:
The emigrant’s passport is required to be submitted at the jurisdictional PoE office. (The Ministry may notify a document from time to time. For latest information, please contact your jurisdictional PoE office)
Process steps:
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After you have arranged for the required prescribed documents, please follow the below mentioned steps to apply for emigrant cancellation:
1. Login into eMigrate system as a RA.
2. Go to Services -> Cancel Emigration Clearance. The Cancel Emigration Clearance form opens.
Enter the Passport Number of the emigrant, or the Job ID for which you want to apply for Emigration Clearance cancellation and click Validate. The system displays the Emigration Clearance details.
3. Select the row containing the details, enter Reason for Cancellation, upload the Cancellation Request Document and click Submit.
Figure 52: Applying for Emigrant Cancellation Screen
On successful submission of application, system displays a confirmation message containing ARN of the application and also sends a confirmation email to your email ID.
4. Submit the emigrant passport at the jurisdictional PoE office.
5. The PoE processes the application on the eMigrate system.
6. If the PoE approves the application, a system generated email is sent to your email id informing of the approval.
If your application is rejected by the PoE, a system generated email is sent to you informing of the rejection.
The following table details the description of the fields in the Emigration Clearance cancellation form. The fields are mentioned in the order in which they appear in the form (top to bottom).
Table 29: Emigration Clearance Cancellation Form Field Reference Table
Field Name Description
1. Passport Number Enter the emigrant passport number.
2. Job ID Enter the Job ID against which the emigrant is registered.
3. Application Submission Date
Display Field. The eMigrate system displays the field.
4. Emigrant Name Display Field. The eMigrate system displays the field.
5. Country Display Field. The eMigrate system displays the field.
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6. Reason of Cancellation Enter the reason why you want to apply for Emigration Clearance cancellation.
5.2. With Employer Registration
In this scenario, the registered Employer accesses the eMigrate system, assigns a demand electronically to the RA through the eMigrate system, generates Demand Letter and Power of Attorney through the eMigrate system and forwards the documents to the RA.
The following business processes are applicable in this scenario:
Acknowledging demand from employer
Applying for interview/advertisement
Entering identified emigrant details for visa arrangement by employer
Applying for Emigration Clearance
Make Bulk Payment (in case you want to make a consolidated payment of Emigration Clearance fee for multiple Emigration Clearance applications)
Applying for Emigration Clearance cancellation
1) Acknowledging Demand from Employer
An employer uses the eMigrate system to raise demand. If the mode of recruitment is through a RA, the employer assigns an approved demand to a particular RA on the eMigrate system. The RA has to acknowledge the same on the eMigrate system.
This section covers the process of acknowledging demand from employer. Before reading the process steps, ensure that the process pre requisites are met and copies of the prescribed documents are available.
Pre requisites:
An accredited employer has assigned an approved demand to you on the eMigrate system.
Prescribed documents:
The soft copies of the following documents are required to be uploaded while filling the online demand acknowledgement form:
1. Demand letter signed by the employer and RA
2. Power of attorney signed by the employer
(Not mandatory in case employer country is kingdom of Saudi Arabia)
3. In case employer country is kingdom of Saudi Arabia:
• e-wakala signed by employer
• Affidavit that e-wakala submitted are genuine and relevant to submission
• Copy of identity card issued by Saudi consulate (if not uploaded earlier)
4. Any other document that may be notified by the Ministry from time to time.
Please note: The Ministry may notify from time to time if any other document(s) are also required. You are requested to confirm the list of documents with Ministry / Jurisdictional PoE Office before filing application on eMigrate system. If any other documents are required by Ministry, the same may be uploaded in ‘Optional Attachments’.
Process steps:
After you have arranged for the required prescribed documents, please follow the below mentioned steps to acknowledge demand from employer:
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1. Login into eMigrate system as a RA.
2. Go to Services -> Acknowledge Demand (With Employer Registration). The Acknowledge Demand form appears.
3. Fill the online form, upload necessary documents and click Submit.
Figure 53: Acknowledging Demand from Employer Screen
System validates the data entered. On successful validation, system creates the Job IDs and update the demand status to ‘Active’.
The following table details the description of the fields in the acknowledge demand form. The fields are mentioned in the order in which they appear in the form (top to bottom).
Table 30: Acknowledging Demand from Employer Form Field Reference Table
Field Name Description
1. Recruiting Agent ID Display field. This field is auto populated by the eMigrate system.
2. Recruiting Agent Name Display field. This field is auto populated by the eMigrate system.
3. Demand ID Display field. This field is auto populated by the eMigrate system.
4. Employer Name Display field. This field is auto populated by the eMigrate system.
5. Country Display field. This field is auto populated by the eMigrate system.
6. Vacancies Display field. This field is auto populated by the eMigrate system.
7. Approval Date Display field. This field is auto populated by the eMigrate system.
8. Expiry Date Display field. This field is auto populated by the eMigrate system.
9. I confirm acceptance of Demand
Select the option for accepting the demand.
Documents
Upload Upload the required documents as per the Prescribed documents list mentioned in this section.
2) Applying for Interview/Advertisement Permission
The process is same as mentioned under Applying for Interview / Advertisement permission detailed under ‘Without Employer Registration’ Scenario at section 5.1.2).
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3) Entering Identified Emigrant Details for Visa Arrangement by Employer
RA informs the employer about identified emigrants through the eMigrate system. The employer then proceeds to arrange visa for the identified emigrants.
This section covers the process of entering identified emigrants details. Before reading the process steps, ensure that the process pre requisites are met and copies of the prescribed documents are available.
Pre requisites:
You cannot enter information about an emigrant in the following cases:
o If less than 6months are left for the emigrant’s passport to expire.
o If age of a female emigrant is less than 30years of age and has an ECR type of passport. (you can apply for a special permission to MOIA in case you want to enter such information)
o If age of an emigrant is less than 18years of age.
Prescribed documents: None (The Ministry may notify a document from time to time)
Please note: The Ministry may notify from time to time if any other document(s) are also required. You are requested to confirm the list of documents with Ministry / Jurisdictional PoE Office before filing application on eMigrate system. If any other documents are required by Ministry, the same may be uploaded in ‘Optional Attachments’.
Process steps:
After you have arranged for the required prescribed documents, please follow the below mentioned steps to enter identified emigrant details:
1. Login into eMigrate system as a RA.
2. Go to Services -> Enter Identified Emigrant Details (With Employer Registration). The Enter Identified Emigrant Details form appears.
3. Fill the online form and click Save.
Figure 54: Entering Identified Emigrant Details Screen
The following table details the description of the fields in the entering identified emigrant details form. The fields are mentioned in the order in which they appear in the form (top to bottom).
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Table 31: Entering Identified Emigrant Details Form Field Reference Table
Field Name Description
1. Job ID Enter the job ID against which you want to recruit the emigrant.
2. Passport Number Enter the emigrant’s passport number whom you want to recruit.
3. Name Enter the emigrant’s name as per what is mentioned in the passport.
4. Passport Type Select the emigrant’s passport type, as per what is mentioned in the passport, from the drop down menu.
5. Date of Expiry Enter the emigrant’s passport expiry date as per what is mentioned in the passport.
6. Date of Issue Enter the emigrant’s passport issue date as per what is mentioned in the passport.
7. Place of Issue Enter the place of issue of the emigrant’s passport as per what is mentioned in the passport.
8. Date of Birth Enter the emigrant’s date of birth as per what is mentioned in the passport.
9. Gender Select the emigrant’s gender, as per what is mentioned in the passport, as Male or Female.
10. Father’s Name Enter the emigrant’s father’s name as per what is mentioned in the passport.
Address as per passport
11. Address Line 1 Enter the emigrant’s address line 1 as per what is mentioned in the passport.
12. Address Line 2 Enter the emigrant’s address line 2 as per what is mentioned in the passport.
13. City / Town / Village Enter the emigrant’s city / town / village as per what is mentioned in the passport.
14. State / UT Select the emigrant’s state as per what is mentioned in the passport from the drop down menu.
15. District Enter the emigrant’s district as per what is mentioned in the passport.
16. Country Display field. The eMigrate system auto populates India in this field.
17. Postal / Pin Code Enter the emigrant’s pin code as per what is mentioned in the passport.
4) Applying for Emigration Clearance
After the visa(s) for the identified emigrant(s) have been arranged, RA proceeds to apply for Emigration Clearance on the eMigrate system.
This section covers the process of Applying for Emigration Clearance. Before reading the process steps, ensure that the process pre requisites are met and copies of the prescribed documents are available.
Pre requisites:
The employer has sent you the following documents:
o Signed employment contract(s)
o Paper visa(s)/stamped visa(s) for emigrant(s)
Prescribed documents:
The soft copies of the following documents are required to be uploaded while filling the online Emigration Clearance form:
1. Individual employment contract for each emigrant.
2. Copy of the first and last page of passport.
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3. Photograph of each emigrant.
4. If emigrant is a female, age is less than 30years and passport is ECNR type-then a copy of emigrant’s highest educational certificate.
5. If employer’s country is UAE, then contract signed with Ministry of Labour, UAE.
6. In case UID is available, a copy of the aadhar card.
7. Copy of VISA.
8. Copy of PBBY policy.
9. If employer’s country is Libya, then a copy of Rs 20 lakhs life insurance policy.
10. Affidavits as applicable.
11. Any other document that may be notified by the Ministry from time to time.
Please note: The Ministry may notify from time to time if any other document(s) are also required. You are requested to confirm the list of documents with Ministry / Jurisdictional PoE Office before filing application on eMigrate system. If any other documents are required by Ministry, the same may be uploaded in ‘Optional Attachments’.
Process steps:
After you have arranged for the required prescribed documents, please follow the below mentioned steps to apply for Emigration Clearance:
1. Login into eMigrate system as a RA.
2. Go to Services -> Apply for Emigration Clearance -> With Employer Registration. The Emigration Clearance Form opens.
3. Fill the online form.
Figure 55: Applying for Emigration Clearance Screen 1
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Figure 56: Applying for Emigration Clearance Screen 2
Figure 57: Applying for Emigration Clearance Screen 3
Figure 58: Applying for Emigration Clearance Screen 4
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Figure 59: Applying for Emigration Clearance Screen 5
Figure 60: Applying for Emigration Clearance Screen 6
4. On each page of the form, click Save & Next to move to the next page. The following confirmation screen appears after saving the uploaded documents.
Figure 61: Applying for Emigration Clearance Screen 7
5. Do one of the following:
If you want to make bulk payment for multiple applications, click Save as Draft. The details you entered in the application are saved by the system. You can make bulk payment for such saved applications by going to Services -> Make Bulk Payment.
Otherwise if you want to make individual payment for each application, click Make Payment.
6. Make the online payment for Emigration Clearance.
On successful payment, system generates the:
Application reference number
Printable registration form
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Payment receipt
System also sends a confirmation email to your email ID.
7. The PoE office processes the application.
8. If the PoE approves the application, electronic emigration clearance is granted to the emigrant. A system generated SMS and email is sent to the Emigrant informing of approval. At the end of day, a consolidated email is sent to your email ID informing of the applications, filed by you, approved during the day.
If your application is rejected by the PoE, a system generated SMS and email is sent to the Emigrant informing of rejection. At the end of day, a consolidated email is sent to your email ID informing of the applications, filed by you, rejected during the day.
The following table details the description of the fields in the Emigration Clearance form. The fields are mentioned in the order in which they appear in the form (top to bottom).
Table 32: Emigration Clearance Form Field Reference Table
Field Name Description
1. Job ID Enter the job ID against which you want to recruit the emigrant.
2. Passport Number Enter the emigrant passport number whom you want to recruit.
3. Job ID Code N.A. in case of recruitment through RA.
4. Name Display Field. The eMigrate system displays the emigrant’s name as saved against the Job ID.
5. Passport Type Display Field. The eMigrate system displays the emigrant’s passport type as saved against the Job ID.
6. Date of Expiry Display Field. The eMigrate system displays the date of expiry of emigrant’s passport as saved against the Job ID.
7. Date of Issue Display Field. The eMigrate system displays the date of issue of emigrant’s passport as saved against the Job ID.
8. Place of Issue Display Field. The eMigrate system displays the place of issue of emigrant’s passport as saved against the Job ID.
9. Date of Birth Display Field. The eMigrate system displays the emigrant’s date of birth as saved against the Job ID.
10. Gender Display Field. The eMigrate system displays the emigrant’s gender as saved against the Job ID.
11. Father’s Name Display Field. The eMigrate system displays the emigrant’s father’s name of birth as saved against the Job ID.
Address as per passport
12. Address Line 1
Display Fields. The eMigrate system displays the emigrant’s address details as saved against the Job ID.
13. Address Line 2
14. City / Town / Village
15. State / UT
16. District
17. Country
18. Postal / Pin Code
Visa Details
19. Block Visa Number Display Field. The eMigrate system displays the details as entered by the employer.
20. Visa Number Display Field. The eMigrate system displays the details as entered by the employer.
21. Date of Issue Display Field. The eMigrate system displays the details as entered by the employer.
22. Date of Expiry Display Field. The eMigrate system displays the details as entered by the employer.
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Field Name Description
23. Place of Issue Display Field. The eMigrate system displays the details as entered by the employer.
24. Visa Type Display Field. The eMigrate system displays the details as entered by the employer.
Insurance Details
25. Policy Number Enter the emigrant’s PBBY number.
26. Insurance Agency Select the insurance agency name from the drop down menu.
27. Effective from Select the date from which PBBY insurance policy is valid.
Personal Details
28. Marital Status
Select the marital status of the emigrant from the drop down menu options:
Single
Married
Separated
Divorced
29. Educational Qualification
Display field. The eMigrate system auto selects Below 10th
Std for ECR passport holders.
30. Place of Birth Enter the emigrant’s place of birth.
Number of Dependants
31. Spouse Enter the number as appropriate.
32. Parents Enter the number as appropriate.
33. Children Enter the number as appropriate.
34. Siblings Enter the number as appropriate.
35. Total Number of Dependants
Display field. The eMigrate system displays the summation of the above four fields.
36. NRI / PIO / OCI Status Blank field.
37. UID Enter the Aadhar card number of the emigrant if available.
Address in India
38. Whether Present Address is Same as in Passport?
Select any of the following options:
Yes
No
39 Emigrant’s Present Address Details
If the previous field is selected as Yes, the eMigrate system displays the fields from the values entered in the previous screen. If the previous field is selected as No, enter the emigrant’s present address details.
Phone Number
40 Landline Enter the emigrant’s landline number.
41 Mobile Enter the emigrant’s mobile number.
42 Email Enter the emigrant’s email ID.
Details of contact person in emergency (in India)
43 Name Enter the contact person’s name.
44 Relationship Select the contact person’s relationship with the emigrant from the drop down menu.
45 Others Enter the contact person’s relationship with the emigrant if Others is chosen in the field above.
46 Address Enter the contact person’s address.
Phone Number
47 Landline Enter the contact person’s landline number.
48 Mobile Enter the contact person’s mobile number.
49 Email Enter the contact person’s email ID.
Travel Details
50 Purpose of Travel Display field. The eMigrate system displays Employment.
51 Destination Country Display field. The eMigrate system displays the field.
52 Date of Boarding Enter the date when emigrant will board the flight to destination country.
53 Port of Departure Enter the departure city name.
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Field Name Description
54 Port of Final Destination
Enter the destination city / country name.
55 Flight Number Enter the emigrant’s flight number.
Details of Contact Person in Destination Country
56 Name Enter the contact person’s name.
57 Relationship Select the contact person’s relationship with the emigrant from the drop down menu.
58 Others Enter the contact person’s relationship with the emigrant if Others is chosen in the field above.
59 Address Enter the contact person’s address.
Phone Number
60 Landline Enter the contact person’s landline number.
61 Mobile Enter the contact person’s mobile number.
62 Email Enter the contact person’s email ID.
Employment Details
63 Company Name Display field. The eMigrate system displays the field.
64 Country of Deployment Display field. The eMigrate system displays the field.
65 Period of Contract / Deployment
Display field. The eMigrate system displays the field.
66 Job Category Display field. The eMigrate system displays the field.
67 Job Designation Display field. The eMigrate system displays the field.
68 Address Display field. The eMigrate system displays the field.
Monthly Salary
69 Currency Display Field. The eMigrate system displays the details as entered by the Employer.
70 Amount Display Field. The eMigrate system displays the details as entered by the Employer.
Facilities Provided by Employer / Project Exporter in addition to Monthly Salary
71 Whether free food is provided?
Display Field. The eMigrate system displays the details as entered by the Employer.
72 If No, Allowance Value Display Field. The eMigrate system displays the details as entered by the Employer.
73 Whether free accommodation is provided?
Display Field. The eMigrate system displays the details as entered by the Employer.
74 If No, Allowance Value Display Field. The eMigrate system displays the details as entered by the Employer.
75 Whether Overtime Allowance is Payable as per Local Labour Law?
Display Field. The eMigrate system displays the details as entered by the Employer.
76 If Yes, Allowance Value
Display Field. The eMigrate system displays the details as entered by the Employer.
77 Whether Visa fee is Provided
Display Field. The eMigrate system displays the details as entered by the Employer.
78 Whether Paid Leave is Provided
Display Field. The eMigrate system displays the details as entered by the Employer.
79 If Yes, Leave Details Display Field. The eMigrate system displays the details as entered by the Employer.
80 Whether Weekly Off is Provided?
Display Field. The eMigrate system displays the details as entered by the Employer.
81 Whether To and Fro Airfare is provided?
Display Field. The eMigrate system displays the details as entered by the Employer.
82 Whether Insurance facility is Provided?
Display Field. The eMigrate system displays the details as entered by the Employer.
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Field Name Description
83 If Yes, Insurance Details
Display Field. The eMigrate system displays the details as entered by the Employer.
84 Whether Free Medical Facility is Provided?
Display Field. The eMigrate system displays the details as entered by the Employer.
85 If Yes, Medical Facility Details
Display Field. The eMigrate system displays the details as entered by the Employer.
86 Please Specify Working Details
Display Field. The eMigrate system displays the details as entered by the Employer.
87 Work Timings Display Field. The eMigrate system displays the details as entered by the Employer.
88 Details of Mode of Settlement of Dues
Display Field. The eMigrate system displays the details as entered by the Employer.
89 Have Provision in Regard to Disposal or Transportation of Dead Body of Emigrants to India?
Display Field. The eMigrate system displays the details as entered by the Employer.
90 Any Other Facility Provided?
Display Field. The eMigrate system displays the details as entered by the Employer.
91 If Yes, Give Details Display Field. The eMigrate system displays the details as entered by the Employer.
Documents
92 Upload Upload the required documents as per the Prescribed documents list mentioned in this section.
5) Make Bulk Payment
The process is same as mentioned in Make Bulk Payment process detailed under ‘Without Employer Registration’ Scenario at section 5.1.4).
6) Applying for Emigration Clearance Cancellation
The process is same as mentioned in Applying for Emigration Clearance Cancellation process detailed under ‘Without Employer Registration’ Scenario at section 5.1.5).
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6. Administration Related Processes
RAs can apply for additional user ID for their employees and also register/update DSC against their ID. All such processes are the administration related processes.
This chapter covers the following business processes in detail:
Applying for addition user ID for employee
De-activating employee user ID
Acquiring and Registering a Digital Signature Certificate (DSC)
Updating DSC
6.1. Applying for Additional User ID for Employee
Apart from the RA ID, you can apply for at most two more additional user IDs for your employees to access the eMigrate system.
This section covers the process of applying for additional user ID for employee. Before reading the process steps, ensure that the process pre requisites are met and copies of the Prescribed documents are available.
Pre requisites:
You cannot apply if you already have two additional user IDs.
Prescribed documents: None (The Ministry may notify a document from time to time)
Please note: The Ministry may notify from time to time if any other document(s) are also required. You are requested to confirm the list of documents with Ministry / Jurisdictional PoE Office before filing application on eMigrate system. If any other documents are required by Ministry, the same may be uploaded in ‘Optional Attachments’.
Process steps:
Please follow the below mentioned steps to apply for additional user ID:
1. Login into eMigrate system as a RA.
2. Go to Administration -> Apply for Additional User ID. The Apply for Additional User ID form opens.
3. Fill the Additional User ID form. Click Add To List. The system adds a row, of the details you entered, in the Employee List.
If you don’t have any other active Employee User ID and want to apply for the second user ID, you can fill the form again in the similar manner.
After the employee details are added in the Employee List, click Submit.
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Figure 62: Applying for Additional User ID Screen
On successful submission of application, system auto approves the application and displays a confirmation message . The Employee user credentials are sent to your registered email ID.
The following table details the description of the fields in the applying for additional user ID form. The fields are mentioned in the order in which they appear in the form (top to bottom).
Table 33: Addition User ID Form Field Reference Table
Field Name Description
1. First Name Enter the first name of the employee.
2. Last Name Enter the last name of the employee.
3. PAN Enter the PAN card number of the employee.
4. UID Enter the Aadhar card number of the employee.
5. Date of Birth Enter the date of birth of the employee.
Address of employee
6. Address Line 1 Enter the address line 1 of the employee.
7. Address Line 2 Enter the address line 2 of the employee.
8. City / Town / Village Enter the city / town / village name of the employee.
9. State / UT Enter the State / UT name of the employee.
10. District Enter the District name of the employee.
11. Country Display Field. The eMigrate system displays the field.
12. Postal / Pin Code Enter the pin code of the employee’s address.
13. Email Enter the email id of the employee.
14. Landline Enter the landline number of the employee.
15. Mobile Enter the mobile number of the employee.
16. Reason for Requesting User ID
Enter the reason for requesting User ID.
6.2. De-activating Employee User ID
You may want to deactivate an employee user ID if the employee is not continuing service in your company.
This section covers the process of de-activating employee user ID. Before reading the process steps, ensure that the process pre requisites are met and copies of the prescribed documents are available.
Pre requisites:
Only a Managing Director / Managing Partner / Proprietor can make this request
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Prescribed documents: None (The Ministry may notify a document from time to time)
Please note: The Ministry may notify from time to time if any other document(s) are also required. You are requested to confirm the list of documents with Ministry / Jurisdictional PoE Office before filing application on eMigrate system. If any other documents are required by Ministry, the same may be uploaded in ‘Optional Attachments’.
Process steps:
Please follow the below mentioned steps to de-activate the employee user ID:
1. Login into eMigrate system as a RA.
2. Go to Administration -> Deactivate Employee User ID. The Deactivate Employee User ID screen appears.
3. Click Deactivate against the required ID.
Figure 63: De-activating Employee User ID Screen 1
A confirmation screen appears.
4. Click OK. The selected ID is de-activated by the system.
The following table details the description of the fields in the de-activating employee user ID form. The fields are mentioned in the order in which they appear in the form (top to bottom).
Table 34: De-activating Employee User ID Form Field Reference Table
Field Name Description
1. First Name Enter the first name of the employee.
2. Last Name Enter the last name of the employee.
3. Date of Birth Enter the date of birth of the employee.
6.3. Acquiring and Registering a Digital Signature Certificate (DSC)
You require a Digital Signature Certificate (DSC) along with your user ID to log on the eMigrate system. Each recruiting agent user ID is linked to a unique DSC.
This section covers the process of acquiring a DSC from a Certifying Authority (CA) and registering the acquired DSC on the eMigrate system. Before reading the process steps, ensure that the process pre requisites are met and copies of the prescribed documents are available.
Pre-requisites:
You have received a system generated email for registering the DSC after your application for a new RC has been approved.
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Prescribed documents:
As required by the CA from which you are acquiring the DSC.
Process steps:
Please follow the below mentioned steps to acquire and register a new DSC:
1. The DSC can be acquired from below mentioned CAs authorised by the Controller of Certifying Authorities (CCA):
• Safescrypt - www.safescrypt.com
• Ncode solutions - www.ncodesolutions.com
• E-Mudhra - www.e-Mudhra.com
• IDRBT - idrbtca.org.in
• NIC - nicca.nic.in
You are requested to decide yourself, after going through the above mentioned websites, as to from which CA the DSC is to be acquired. For the updated list, visit CCA website http://cca.gov.in/cca/?q=licensed_ca.html
The DSC acquired should have the following specifications:
• Class2 or Class3 type
• Issued to individuals or business organizations
2. After acquiring the DSC, open the URL for registering the DSC mentioned in the system generated email on approval of your application for a new RC. The Register Digital Certificate form appears.
3. Enter the details required in the form and click Next.
Figure 64: Registering DSC Screen 1
4. Enter the details required in the next screen also, upload the DSC and click Submit.
Figure 65: Registering DSC Screen 2
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eMigrate system validates the data entered and registers the DSC against your RA ID. You can now log on to eMigrate system using your RA ID and registered DSC.
Figure 66: Registering DSC Screen 3
The following table details the description of the fields in the Register Digital Certificate form. The fields are mentioned in the order in which they appear in the form (top to bottom).
Table 35: Register Digital Certificate Form Field Reference Table
Field Name Description
Screen 1
1. Application Reference Number
Enter the ARN of your RA registration form.
2. Partner ID Enter your RA ID.
3. Organization Name Enter the name of your agency.
4. Service Tax Number Enter the Agency’s service tax number.
5. Website URL Enter the URL of your agency’s website.
6. Password Enter the temporary password you received in the email on approval of RA registration application.
7. Text Box Enter the text as shown in the captcha image
Screen 2
8. Application Reference Number
Display field. The eMigrate system displays this field from the previous screen.
9. Partner ID Display field. The eMigrate system displays this field from the previous screen.
10. Organization Name Display field. The eMigrate system displays this field from the previous screen.
11. Attach Certificate Click DSC. Select the DSC to be registered.
12. Security Question Select a security question which is kept for authentication purpose in case you want to update your DSC
13. Security Answer Enter the answer for the security question.
6.4. Updating DSC
A DSC is required to be renewed after 1 or 2 years depending on the DSC you have procured.
This section covers the process for registering a DSC against a RA ID. Before reading the process steps, ensure that the process pre requisites are met and copies of the prescribed documents are available.
Pre requisites: None
Prescribed documents:
You should have the DSC available for uploading on the system.
Process steps:
To update the DSC linked to your RA ID.
1. Login into eMigrate system as a RA.
2. Go to Administration -> Update Digital Certificate. The Update DSC form appears.
3. Enter the details required, upload the DSC and click Register.
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Figure 67: Updating DSC Screen
eMigrate system validates the data entered and registers the DSC against your RA ID. You can now log on to eMigrate system using your RA ID and registered DSC.
The following table details the description of the fields in the updating DSC form. The fields are mentioned in the order in which they appear in the form (top to bottom).
Table 36: Updating DSC Form Field Reference Table
Field Name Description
1. Partner ID Display field. The eMigrate system displays the field.
2. Organization Name Display field. The eMigrate system displays the field.
3. Security Question Display field. The eMigrate system displays the field.
4. Security Answer Enter the answer you had set to the above security question.
5. Text Box Enter the text as shown in the captcha image.
Attachments
6. DSC Browse and upload the new DSC.
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7. Reporting & Miscellaneous Processes
You can view information like status of their application, Emigration Clearance application, open jobs and grievances raised against you by emigrants. Also in case you want to file an appeal with the Secretary, MOIA for review of an order, you have to make online payment of the appeal filing fee.
This chapter covers the following processes in detail:
Viewing application status
Viewing Emigration Clearance application
Viewing open jobs
Viewing grievances details
Paying appeal filing fee
Submit Response Online
Resubmit Application
7.1. Viewing Application Status
You can view the status of your application through the eMigrate system.
Process steps:
To view the application transaction status:
1. Login into eMigrate system as a RA.
2. Go to Search -> Track Status. The Track Status form appears.
3. Enter the ARN in the form and click Submit.
Figure 68: Viewing Application Transaction Status Screen 1
The eMigrate system displays the name of the applicant and the application status.
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Figure 69: Viewing Application Transaction Status Screen 2
The application status can be any one of the following:
Under Scrutiny – the application is being scruntinized.
Under Processing – the application is being processed.
Approved Inprinciple – the application has been approved by the MOIA official but the RA has to deposit the required bank guarantee for further processing.
Approved – the application has been approved by the MOIA official.
Rejected – the application has been rejected by the MOIA official.
Open – in case of greivances; if the greivance case has been registered but not yet addressed.
Closed – in case of greivances; if the grievance case has been redressed.
The following table details the description of the fields in the viewing application transaction status form. The fields are mentioned in the order in which they appear in the form (top to bottom).
Table 37: Viewing Application Transaction Status Form Field Reference Table
Field Name Description
1. Application Reference Number
Enter the ARN of the application whose status you want to know.
7.2. Viewing Emigration Clearance Application
You can view all the Emigration Clearance applications submitted by you till date on the eMigrate system.
Process steps:
To view the Emigration Clearance application:
1. Login into eMigrate system as a RA.
2. Go to Search -> View Emigration Clearance Application. The View Registration Application form appears.
3. Select the Start Date and End Date of the period for which you want to view the applications and click View Applications.
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Figure 70: Viewing Emigration Clearance Application Screen 1
The eMigrate system displays the list of the applications in a tabular form.
Figure 71: Viewing Emigration Clearance Application Screen 2
4. Click on any ARN to open the respective application.
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Figure 72: Viewing Emigration Clearance Application Screen 3
The following table details the description of the fields in the viewing Emigration Clearance application form. The fields are mentioned in the order in which they appear in the form (top to bottom, or left to right).
Table 38: Viewing Emigration Clearance Application Form Field Reference Table
Field Name Description
1. Start Date Enter the start date of the period for which you want to view the applications.
2. End Date Enter the end date of the period. The end date should be within 1 year from the Start Date.
7.3. Viewing Open Jobs
You can view all the open jobs of employer demands acknowledged by you on the eMigrate system.
Process steps:
To view open jobs in an approved demand:
1. Login into eMigrate system as a RA.
2. Go to Search -> View Open Jobs. The View Open Jobs form appears.
3. Enter any of the following search criteria: Demand ID, Employer’s Country or Start Date for searching for open jobs and click Submit. The system displays the list of open jobs in a tabular form.
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Figure 73: Viewing Open Jobs Screen 1
Figure 74: Viewing Open Jobs Screen 2
The following table details the description of the fields in the Viewing Open Jobs form. The fields are mentioned in the order in which they appear in the form (top to bottom, or left to right).
Table 39: Viewing Open Jobs Form Field Reference Table
Field Name Description
1. Demand ID Enter the Demand ID if you want to search for open jobs linked to the demand id.
2. Country Enter the destination country if you want to search for open jobs linked to a particular destination country.
3. Start Date Enter the date from which you want to search for open jobs.
7.4. Viewing Grievances Details
You can view details of grievances raised against your firm by the emigrants on the eMigrate system.
Process steps:
To view grievance details:
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1. Login into eMigrate system as a RA.
2. Go to Search -> View Grievances Details. The View Grievances screen appears.
The eMigrate system displays the list of grievances raised against your firm.
Figure 75: Viewing Grievances Screen 1
3. Click on any Grievance Reference Number to open the respective grievance details.
Figure 76: Viewing Grievances Screen 2
7.5. Paying Appeal Filing Fee
If you want to file an appeal with the Secretary, MOIA for review of an order, you have to make online payment of the appeal filing fee.
Process steps:
To pay appeal filing fee:
1. Login into eMigrate system as a RA.
2. Go to Services -> Miscellaneous Fee Payment. The Pay Fee screen appears.
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3. Fill the online form.
4. Make the online payment through the payment gateway.
5. On successful payment, system generates:
Payment Reference Number
Printable Payment Receipt
Table 40: Paying Appeal Filing Fee Field Reference Table
Field Name Description
1. Application Type Select Appeal from the drop down menu
2. ARN Enter the ARN of the application for which you want a review
3. Process Type Display field. The eMigrate system displays this field based on the
ARN entered.
4. RA ID Display field. The eMigrate system displays the field based on the
ARN entered.
5. RA Name Display field. The eMigrate system displays the field based on the
ARN entered.
7.6. Submit Response Online
If you receive a correspondence from MOIA through the system, you can submit your response through the system.
Process steps:
To submit response online:
1. Login into eMigrate system as a RA.
2. Go to Services -> Submit Response (Query from PoE / PGoE Office). The Submit Response online form appears.
3. Click the ARN against which you want to submit response. The correspondence details open.
4. Enter the response in the text box, upload any optional attachment and click Submit.
7.7. Resubmit Application
In case PoE sends back your application for resubmission, you receive an email containing the ARN of the application for which resubmission is required. You resubmit the application through the system.
Process steps:
To submit response online:
1. Login into eMigrate system as a RA.
2. Go to Services -> Resubmit Application (Ammendments suggested by PoE Office). The Resubmit Application form appears.
3. Enter the ARN of the application for which resubmission is required.
4. Update the highlighted fields, upload documents if required and click Submit.
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8. Appendix A: Glossary
A Employer Registration
Mandatory process for employers who want to
recruit Indian emigrants, under which the Indian
Mission in the employers country will verify the
employer’s credibility and genuineness.
Act Refers to the Emigration Act, 1983
Application Reference Number
(ARN)
A unique number generated by the eMigrate
system for each online application filed on it.
C Certifying Authority (CA) Any company authorised by the CCA to issue
DSCs to the end users.
Controller of Certifying Authority
(CCA)
Statutory body responsible for authorizing
companies as certifying authorities.
D Demand
Category-wise, skill-wise, number of workers
required by the employers for being employed in
their establishment. This includes description of
job specifications and salary offered.
Departure Card
Mandatory form which needs to be filled and
deposited at the Immigration Check Post at the
International Airport before an emigrant leaves the
country.
Digital Signature Certificate (DSC) An electronic key for digitally signing documents
on the computer.
E Emigrant
Any citizen of India who intends to depart out of
India for taking up employment in any country
outside India.
eMigrate System
The web based IT system connecting all
stakeholders involved in the emigration lifecycle on
a single electronic platform.
Emigration Clearance (EC)
Mandatory clearance required from PoE, for
emigrants having ECR passports and going to any
notified country for a job.
Emigration Clearance Not Required
(ECNR) Passport without an ECR stamp.
Emigration Clearance Required
(ECR)
Stamp on passport indicating emigration clearance
is mandatory if the passport holder has to go for a
job to any of the notified country.
Employment Contract Legal document containing the terms and
conditions of the employment along with detailed
salary structure, allowances etc. offered by the
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employer to the emigrant.
e-Wakala
An electronic authorization slip issued to Saudi
employers from Ministry of Foreign Affairs, Saudi
Arabia.
N Non Notified Countries All countries other than notified countries.
Non Resident Indian (NRI)
An Indian Citizen who stays abroad for
employment/carrying on business or vocation
outside India or stays abroad under circumstances
indicating an intention for an uncertain duration of
stay abroad is a non-resident.
Notified Countries
Countries which are perceived to be less labor
friendly and emigration wherein is subjected to
extra checks.
O Overseas Citizen of India (OCI)
PIOs of certain categories, who migrated from
India and acquired citizenship of a foreign country
other than Pakistan and Bangladesh, who are
eligible for grant of overseas citizenship of India as
long as their home countries allow for dual
citizenship in some form or the other under their
local laws.
P Partners
Stakeholders envisaged to be partnering with
MOIA under the new scheme of business
processes. These include recruiting agents,
enrollment agents, employers and project
exporters.
Person of Indian Origin (PIO)
“Persons of Indian Origin” means a foreign citizen
(not being a citizen of Pakistan, Bangladesh and
other countries as may be specified by the Central
Government from time to time) if,
a. The citizen at any time held an Indian passport;
or
b. The citizen or either of the citizen’s parents or
grand parents or great grand parents was born in
and permanently resident in India as defined in the
Government of India Act, 1935 and other territories
that became part of India. However, this will
exclude any person who was or whose either
parents or grand parents or great grand parents
were at any time a citizen of Afghanistan, Iran,
Bhutan, China, Nepal, Bangladesh, Pakistan and
Sri Lanka.
c. The citizen is a spouse of a citizen of India or a
person of Indian origin covered under (i) or (ii)
above. However, if the spouse is holding passport
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of a SAARC country, China, Iran and Afghanistan,
they are not eligible for grant of PIO.
Pravasi Bhartiya Bima Yojna (PBBY) Insurance policy exclusively for ECR passport
holders going to any notified country for a job.
Protector General of Emigrants
(PGoE)
Statutory authority responsible for enforcing the
Emigration Act, 1983.
Protector of Emigrants (PoE)
Statutory authority under the supervision and
control of Protector General of Emigrants for
enforcing the Emigration Act, 1983.
R Recruiting Agent (RA)
Person/ agency engaged in the business of
overseas recruitment in India on behalf of an
employer.
Registrar of Companies (RoC) Statutory authority responsible for registering
companies under the Companies Act, 1956.
Registrar of Firms (RoF) Statutory authority responsible for registering
partnerships under the Partnership Act, 1932.
Registration Certificate (RC) Certificate issued by MOIA to all RAs on approval
of their registration applications.
U UID The unique 12 digit Aadhar card number of the
applicant.
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9. Appendix B: FAQs
Q1. Which is my jurisdictional PoE office?
Ans. The list of all PoE offices along with the states under their jurisdictional is mentioned in the
following table:
# PoE Jurisdictional states
1 PoE, Mumbai Maharashtra, Gujarat, Goa
2 PoE, Kolkata Orissa, Bihar, West Bengal, All NE States
3 PoE, Hyderabad Andhra Pradesh
4 PoE, Cochin Kerala (all districts except Thiruvananthapuram, Kollam and Pathanamthitta)
5 PoE, Chennai Tamilnadu, Karnataka
6 PoE, Chandigarh Punjab, Haryana, Chandigarh, HP, J&K
7 PoE, Jaipur Rajasthan
8 PoE, New Delhi Delhi, MP, Chattisgarh,
9 PoE, Thiruvanathapuram Kerala (Thiruvananthapuram, Kollam and Pathanamthitta districts)
10 PoE Rae Bareli Uttaranchal, Uttar Pradesh
Q2. I cannot log on to the eMigrate system .
Ans. It can be due to any of the following reasons:
Incorrect User Name
Unregistered DSC
Expired DSC
Registration Suspended
Q3. An error message-‘Contact System Administrator’ has occurred.
Ans. Please email the error details along with the screenshot containing URL and timestamp to
Q4. My DSC is lost/stolen/compromised.
Ans. Please acquire a new DSC from any CA and contact the system admin for instructions on
registering the DSC against your RA ID on the eMigrate system.
Q5. Online payment is applicable for which all applications?
Ans. The fee which have to be paid online are:
RA registration application fee
RA renewal fee
PE permit fee
Emigration Clearance fee
Any other fee notified by the Ministry from time to time
Q6. What is an ARN?
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Ans. ARN stands for application reference number. Each application you file online to MOIA, through the eMigrate system, has a unique ARN. The format of the ARN is PT<Sequence Number> ex PT2876, PT96498 etc.
Q7. I do not have all the Prescribed documents for applying for a new RC. Can I apply without some
of the prescribed documents?
Ans. No, all the prescribed documents are required.
Q8. What is a Digital Signature Certificate (DSC)? What is it used for?
Ans: A DSC is an electronic key used for ensuring source authentication, data integrity and ensuring
non-repudiation of digitally signed documents.
Once your application for a new RC is approved by the PGoE, you can log on to the eMigrate system. For all services of MOIA, you have to apply online through this portal. For accessing this system, you require your RA ID (which is your username) and a DSC (which is your password).
Q9. I do not have a DSC.
Ans: You have to buy a DSC from a certifying authority (CA). The DSC can be acquired from any of
the CAs authorised by the Controller of Certifying Authorities (CCA):
• Safescrypt - www.safescrypt.com
• Ncode solutions - www.ncodesolutions.com
• E-Mudhra - www.e-Mudhra.com
• IDRBT - idrbtca.org.in
• NIC - nicca.nic.in
You are requested to decide yourself, after going through the above mentioned websites, as to from which CA the DSC is to be acquired. For the updated list, visit CCA website http://cca.gov.in/cca/?q=licensed_ca.html
The DSC acquired should have the following specifications:
Class2 or Class3 type
Issued to individuals or business organizations
Q11. I have acquired a DSC. How to use it?
Ans: To register the acquired DSC on the eMigrate system:
1. Open the URL for registering the DSC mentioned in the system generated email on approval of your application for a new RC.
2. Enter the details required, upload the DSC and click Register.
3. eMigrate system validates the data entered and registers the DSC against your RA ID.
You can now log on to eMigrate system internal portal using your RA ID (as username) and registered DSC (as password).
Q12. I have received an email from the eMigrate system for re-submitting my application. What should
I do?
Ans: If some further clarifications/inputs are required from you, the PoE can send back the application for re-submission. In such a case, you receive a system generated mail containing instructions for re-submitting the application along with the required documents.