SAP ERP HCM, localization for Saudi Arabia and United Arab Emirates

Visa Management for Saudi Arabia

PUBLIC
Document Version: 1 (LOCHRSAE Support Package 30, November 2013)

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Visa Management for Saudi Arabia

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Visa Management for Saudi Arabia

Personal IDs (Infotype 0185): Features for Saudi Arabia ................................................. 5

Visa Management .............................................................................................................. 7
Visa Management Workbench ........................................................................................ 8
Processing Visa Blocks ................................................................................................ 10
Applying for Visas for Expatriate Employees ................................................................. 12
Extending Visa Validity ................................................................................................. 14

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Visa Management for Saudi Arabia

Personal IDs (Infotype 0185): Features for Saudi

Arabia
In addition to the standard entry fields available on the Personal IDs (0185) infotype screen,
you can maintain the specific ID information that is commonly used in Saudi Arabia.
You use this infotype to store the personal number for selected ID types that is required by
Saudi Arabia or the organization.

Structure
In accordance with the requirements of Saudi Arabia, the following subtypes are associated
with the most commonly used ID documents in Saudi Arabia:
ID Type

Explanation

Visa

Self-explanatory

Passport

Self-explanatory

Iqama

An Iqama is a document that the Saudi authorities require before non-Saudi

national employees begin employment. You store the Iqama ID and lqama
validity for expatriate employees.

Drivers
license

Self-explanatory

Final Exit
Visa

The employee is provided with a visa to leave the country permanently, without
the intention to return. If an employee wants to return, the employee must go
through the entire visa application process again.

The employee is provided with a visa to leave the country, for example, for a
Exit-Reentry
vacation, and to return to the country without having to apply for an entry visa.
Visa
This visa is valid for more than one exit/entry of the country, and the employee
(Multiple)
can use the same visa for multiple exits and entries into the country.
The employee is provided with a visa to leave the country, for example, for
Exit-Reentry holiday, and to return to the country without having to apply for an entry visa.
Visa (Single) This visa is valid for only one exit/entry of the country, and expires after one
use.

Integration
You must define the personal ID types that are required by your organization in
Customizing for Payroll: Saudi Arabia Personnel Management Personnel
Administration Define ID Types .

Visa Management Integration

If a visa type is used by the Visa Management Workbench through Customizing for
Payroll: Saudi Arabia Personnel Management Visa Management Maintain
Applicable Visa Types , when you create an infotype record, the Select Number
function is available in the infotype. You can use this function as follows:
o

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Record that a visa that is associated with the passport number of the
employee is stamped.

Visa Management for Saudi Arabia

Use the Select Number pushbutton when you create the visa record. This
action causes the system to find the number of the employees stamped visa
and automatically fill in the required infotype fields. When you save the
record, the status of the visa in the Visa Management Workbench will be
Assigned.

If you want to use the visa management functionality, you must define the subtype for
passports in Customizing for Payroll: Saudi Arabia Personnel Management Visa
Management Define Passport Subtype in Personal IDs (0185) Infotype . When you
hire an employee, the following steps then occur:
1. You enter the employees passport number in the defined subtype for
passports.
2. The passport number is read by the Visa Management Workbench.
3. The visa number that is associated with the passport number is retrieved
automatically by the infotypes Select Number functionality.
4. The Select Number functionality retrieves the visa number from the
workbench and automatically enters the visa number in the visa record
subtype in the infotype.
For more information, see Applying for Visas for Expatriate Employees [Page 11].

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Visa Management for Saudi Arabia

Visa Management
Organizations in Saudi Arabia need to apply for and control work visas for expatriate
employees. You can use the visa management functionality to perform the following visarelated administrative tasks:
Record applications for visa blocks and visas, and record extensions to visa block
approvals, visa validity, or both.
Store information about visa application requests and the details of individual visas.
Allocate visas to expatriate employees or reserve visas for candidates who are not
yet hired.

Integration
You allocate issued visas to employees in the Personal IDs (0185) infotype. For more
information about this infotype, see Personal IDs (Infotype 0185): Features for Saudi Arabia
[Page 4].

More Information
Visa Management Workbench [Page 7]
Processing Visa Blocks [Page 9]
Applying for Visas for Expatriate Employees [Page 11]
Extending Visa Validity [Page 13]

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Visa Management for Saudi Arabia

Visa Management Workbench

The Visa Management Workbench monitors and manages information about visas for
expatriate employees, such as visa block availability, expiry dates, processing status, and so
on. The workbench can be used on various visa types.

Access
You can access the workbench from the SAP Easy Access screen by choosing
Human Resources Payroll Asia/Pacific Saudi Arabia Tools Visa Management
Workbench .
You can search for visa-related requests from the SAP Easy Access screen by
choosing Human Resources Payroll Asia/Pacific Saudi Arabia Tools Visa
Management Workbench Search .

Features
You can use the visa management workbench to perform the following administrative tasks:
Task

Details

Applying for You can use the workbench to monitor the status of each
visa blocks applied for and available visa block.

More
Information
Processing Visa
Blocks [Page 9]

If the organization changes the hiring plan, the approved visa

blocks can no longer be used. For example, other more
preferred candidates might be found, but not from the country
that is specified on the visa blocks. In such cases, you can
use the workbench to record visa block amendment requests.
Amending
visa blocks

Note

Processing Visa
Blocks [Page 9]

Only the following attributes can be amended:

Nationality
Gender
Profession
You apply for work visas for employees with approved visa
blocks. You use the workbench to record whether visas are
Applying for
stamped and monitor the visa status. You can later assign
work visas
the stamped visas to employees in master data maintenance
for the Personal IDs (0185) infotype.

Applying for Visas

for Expatriate
Employees [Page
11]

You can use the workbench to find all visas that are going to
Extending
expire by a threshold date, and lock a visa record with the
visa validity
status Under Extension.

Extending Visa
Validity [Page 13]

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Visa Management for Saudi Arabia

Integration
You customize the workbench-applicable visa types in Customizing for Payroll:
Saudi Arabia Personnel Management Visa Management Maintain Applicable Visa
Types .
You customize the workbench-applicable passport types in Customizing for Payroll:
Saudi Arabia Personnel Management Visa Management Define Passport Subtype
in Personal IDs (0185) Infotype .
You allocate visas to employees in the Personal IDs (0185) infotype. For more
information, see Personal IDs (Infotype 0185): Features for Saudi Arabia [Page 4].

More Information
For more information, see Visa Management [Page 6].

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Visa Management for Saudi Arabia

Processing Visa Blocks

To apply for visas, you must first have a government-approved visa block.
You can take the following visa block-related actions:
Record visa block requests
Record requests to amend visa blocks
Record the number of approved visa blocks
Maintain government adjustment of visa blocks

Prerequisites
You have defined the number range of the visa block requests in Customizing for
Payroll: Saudi Arabia Personnel Management Visa Management Maintain
Number Range Intervals for Visa Block Requests .
You have maintained all the professions in your organization, and assigned them with
numerical codes in Customizing for Payroll: Saudi Arabia Personnel Management
Personnel Administration Define Profession Codes .

Procedure
1. Requesting a visa block is the first step to start visa management. To request a visa
block, complete the following steps:
1. Open the Visa Management Workbench and choose the Create pushbutton.
2. On the Visa Block Request screen, specify the details of the visa block
request. You can use each line to request visa blocks for specific
nationalities, professions, and genders. You can save the request when the
information is incomplete (status In Process) and continue the input the next
time you open the request.
3. When all of the requested visa block details are complete, save the
information.
4. When you receive the approvals from the Ministry of Labor (MOL) and the
Ministry of Foreign Affairs (MOFA), open the corresponding request, change
the status to Approved, and maintain the details of the approvals and the
number of approved visa blocks.
2. Optional: For a visa block request with an Approved status, you have the following
options:
Option
Adjust visa blocks in
line with government
adjustments

Details
If the government-approved visas are not exactly as you requested,
you choose the Gov. Adjustment pushbutton to create a new line.
You can enter the information of the approved visas in the Visa
Block Request Adjusted by Government dialog window.

Request to amend visa If the approved visa blocks cannot meet the business requirements
blocks
of your organization, you can request to change them by completing

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Visa Management for Saudi Arabia

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Option

Details
the following steps:
1. Choose the Approval Amendment pushbutton.
2. On the Request Amendment screen, enter only the changed
attributes. The number of blocks to be amended must not
exceed the available balance.The system locks the records
until the approvals are received.
3. When you receive the approvals, on the Visa Block Request
screen, choose the Amendment Update pushbutton. The
system retrieves your amendment proposal. Select the
relevant amendment and save it. The system creates a new
line that contains the amended quotas, which are marked as
Revised.

Unlock the processing

status of a visa block

When a visa block is locked, you can unlock it by choosing the

(Unlock Processing Status) pushbutton.
If you want to cancel an employees visa assignment for any reason,
complete the following steps:

Cancel a visa
assignment

1. In the Personal IDs (0185) infotype, delete the employees

visa type that is maintained for the visa management
workbench.
2. On the Visa Block Request screen, choose the Cancel
Assignment pushbutton.
3. On the Cancel Visa Assignment screen, select the relevant
visa and choose the Save pushbutton.

More Information
For more information, see Visa Management [Page 6].

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Visa Management for Saudi Arabia

11

Applying for Visas for Expatriate Employees

You use this procedure when your company wants to hire employees from abroad and you
want to apply for work visas for these expatriate employees.

Prerequisites
You have specified the visa types that are monitored using the visa management
workbench in Customizing for Payroll: Saudi Arabia Personnel Management Visa
Management Maintain Applicable Visa Types .
You have defined the number range interval for the visa block requests in
Customizing for Payroll: Saudi Arabia Personnel Management Visa Management
Maintain Number Range Interval for Visa Block Requests .
You have correlated the company codes and sponsor IDs in Customizing for
Payroll: Saudi Arabia Personnel Management Personnel Administration Assign
Sponsor ID to Company Code .
Visa blocks are available, the attributes of which match the personal information of
the expatriate employees.

Activities
Task

Phase

Activity
You start the Visa Management Workbench and open the
approved visa block request. Choose the line that contains
appropriate visa blocks, that is, the line where the attributes
comply with the personal information of the expatriate
employees, and choose the Edit Line pushbutton or doubleclick the line.

Preparation

Note
Check the value in the Balance field, and ensure that the line
includes unused visa blocks.

Record a stamped
visa for the
expatriate employee

On the Visa List screen, select a visa with the visa status
New, complete all fields, choose the Stamp Visa pushbutton,
and save your changes. The visa status changes
automatically to Reserved.
Note
For a stamped visa, you can use the Stamp Cancellation
pushbutton to release the visa.

Result
You start the master data maintenance and create a record of the specified visa type in the
Personal IDs (0185) infotype. You can use the Select Number function to assign the stamped
visa to the employee. For more information, see Personal IDs (Infotype 0185): CountrySpecific Features for Saudi Arabia [Page 4].

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Visa Management for Saudi Arabia

12

The visa status is changed to assigned, the employee owns this visa, and the visa
assignment cannot be revoked unless you delete the record in the Personal IDs (0185)
infotype and cancel the visa assignment in the Visa Management Workbench.

More Information
For more information, see Visa Management [Page 6].

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Visa Management for Saudi Arabia

13

Extending Visa Validity

You use this procedure to record that you have requested the government to extend the
validity of a visa when the expiry date is approaching.

Activities
Task

Phase

Activities
1. Open the Visa Management Workbench by using
either of the following methods:
o

On the SAP Easy Access screen, choose

Human Resources Payroll Asia/Pacific
Saudi Arabia Tools Visa Management
Workbench Search .

Enter transaction HRPASAVIM02.

2. Search for visas that require extension.

1

3. On the Visa List screen, select the relevant visas

and choose the Visa Extension pushbutton.

Identify relevant
visas

4. On the dialogue window, you set a threshold date to

filter out the visas that require extension so that the
system includes only the visas whose expiry date is
earlier than the threshold date.
Example
To apply extension to visas that are due to expire by
end of the current month only, you set the threshold
date as the last day of the month. By default, the
threshold date is the current system date.

Optional: 2

Locking and
unlocking visas
that are under the
extension
processing status

When you choose the Visa Extension pushbutton, the

selected visas are locked and the processing status is
changed to Under Extension. If you want to unlock a visa for
any other reason, you can choose the (Unlock Processing
Status) pushbutton and change the status of the visa.

Maintain new
expiry date in
system

When you receive the renewed visas from the ministry, on

the Visa List screen, you select the visas with processing
status Under Extension and choose the Extend Validity
pushbutton. On the next screen, you enter the new expiry
date. If an extended visa is assigned to an employee, you
can select the Update Visa in Infotype 0185 checkbox to
update the date in the Personal IDs (0185) infotype record
automatically.

Result
In the system, the extended validity of the visas is recorded.

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Visa Management for Saudi Arabia

14

More Information
For more information, see Visa Management [Page 6].

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Visa Management for Saudi Arabia

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