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eMigrate System

Recruiting Agent Operational Procedure Manual

January, 2016

Version 1.2

eMigrate System Recruiting Agent Operational Procedure Manual V1.2

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Notice

© 2016 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]


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PF3020

Document Release Note

Document Details

Recruiting Agent Operational Procedure Manual

1.2 This document contains detailed process steps for all processes for which the Recruiting Agent uses the eMigrate system.

Revision Details

Date Action Taken (add/del/change)

Previous page number

New page number

Revision description

30.10.2015 Change NA NA V1.1- Payment steps updated in document for applicable processes

22.01.2016 Delete 47 NA V1.2- ‘Apply for Change in Company Type’ process removed from User Manual, as the process is defunct.

22.01.2016 Change 55 53 V1.2- As per MOIA Office Order dated 31

ST August 2015, Para 5:

Attestation or offline document submission shall not be required at Indian Mission in case recruitment is done through RA under eMigrate system

22.01.2016 Delete 67 NA V1.2- Request for Emigrant Registration Cancellation withdrawn as per revised software specifications approved by MOIA dated 19.01.2016

(Please Note: User Manual is updated at timely intervals. To get more clarity on processes, please contact Helpdesk: Tel No.-01126887772 and [email protected])

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.


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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 .................................................................... 13

1.1. Features of eMigrate System................................................................................................. 13

1.2. Software and Hardware Requirements ................................................................................. 13

1. Software Requirements ......................................................................................................... 13

2. Hardware Requirements ........................................................................................................ 13

1.3 eMigrate System URL ............................................................................................................ 14

2. Getting Started ................................................................................................. 16

2.1 Accessing the System ............................................................................................................ 16

2.2. Using the System Interface.................................................................................................... 16

1) Header ................................................................................................................................... 16

2) Navigation Menu .................................................................................................................... 16

3) Main Body .............................................................................................................................. 17

4) Footer ..................................................................................................................................... 18

5) Buttons ................................................................................................................................... 18

2.3 Logging in eMigrate System (for RAs) ................................................................................... 19

2.4. Using the System Interface (for RAs) .................................................................................... 21

1) Header ................................................................................................................................... 21

2) Navigation Menu .................................................................................................................... 21

3) Buttons ................................................................................................................................... 22

3. Registration Certificate (RC) Related Processes .......................................... 24

3.1. Applying for RA Registration.................................................................................................. 24

3.2 Applying for RC Renewal ....................................................................................................... 32

3.3 Requesting for Duplicate RC.................................................................................................. 35

3.4 Requesting for RC Cancellation / Bank Guarantee Release ................................................. 37

4. Business/Profile Details Update Related Processes .................................... 39

4.1. Applying for Change in Registered Office ............................................................................. 39

4.2. Declaring Closure of Branch Office ....................................................................................... 41

4.3. Applying for Change in Directors/Partners ............................................................................ 42

4.4. Applying for Addition of New Branch Office ........................................................................... 44

4.5. Applying for Change in Office Status ..................................................................................... 46

4.6. Applying for Change in Profile Details ................................................................................... 47

4.7. Applying for Capacity Enhancement ..................................................................................... 50


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5. Emigrant Clearance Related Processes ........................................................ 53

5.1. Acknowledging Demand from Employer ............................................................................... 53

5.2. Applying for Interview / Advertisement Permission ............................................................... 55

5.3. Entering Identified Emigrant Details for Visa Arrangement by Employer .............................. 56

5.4. Applying for Emigration Clearance ........................................................................................ 58

5.5. Make Bulk Payment ............................................................................................................... 64

6. Administration Related Processes ................................................................. 66

6.1. Applying for Additional User ID for Employee ....................................................................... 66

6.2. De-activating Employee User ID ........................................................................................... 67

6.3. Acquiring and Registering a Digital Signature Certificate (DSC) ........................................... 68

6.4. Updating DSC ........................................................................................................................ 70

7. Reporting & Miscellaneous Processes .......................................................... 72

7.1. Viewing Application Status .................................................................................................... 72

7.2. Viewing Emigration Clearance Application ............................................................................ 73

7.3. Viewing Open Jobs ................................................................................................................ 74

7.4. Viewing Grievances Details ................................................................................................... 75

7.5. Paying Appeal Filing Fee ....................................................................................................... 76

7.6. Submit Response Online ....................................................................................................... 77

7.7. Resubmit Application ............................................................................................................. 77

Appendix A: Glossary ............................................................................................ 78

Appendix B: FAQs .................................................................................................. 81


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List of Figures

Figure 1: eMigrate System Home Page ................................................................................................ 14

Figure 3: System Interface- Header ...................................................................................................... 16

Figure 4: System Interface- Navigation Bar ......................................................................................... 16

Figure 5: System Interface- Main Body ................................................................................................ 17

Figure 6: System Access (for RAs) – Register Users Login ................................................................. 19

Figure 7: System Access (for RAs) – Register User Type Identification .............................................. 20

Figure 8: System Access (for RAs) – RA Login Page .......................................................................... 20

Figure 9: System Access (for RAs)- Attaching DSC during Login ........................................................ 20

Figure 10: System Access (for RAs)- Header ....................................................................................... 21

Figure 11: System Access (for RAs)- Navigation Bar ........................................................................... 21

Figure 12: Applying for RA Registration Screen 1 ................................................................................ 26





Figure 17: Applying for RA Registration Screen 5(cont.) ...................................................................... 27



Figure 20: Applying for RC Renewal Screen 1 ..................................................................................... 33



Figure 23: Requesting for Duplicate RC Screen ................................................................................... 36

Figure 24: Applying for RC Cancellation / Bank Guarantee Release Screen ....................................... 38

Figure 25: Applying for Change in Registered Office Address Screen ................................................. 40

Figure 26: Declaring Closure of Branch Office Screen ......................................................................... 41

Figure 27: Applying for Change in Directors/Partners Screen .............................................................. 43

Figure 28: Applying for Addition of New Branch Office Screen ............................................................ 45

Figure 29: Applying for Change in Office Status Screen ...................................................................... 47

Figure 30: Applying for Change in Profile Details Screen ..................................................................... 48

Figure 31: Applying for Capacity Enhancement Screen ....................................................................... 51


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Figure 32: Acknowledging Demand from Employer Screen ................................................................. 54

Figure 33: Applying for Interview / Advertisement Screen .................................................................... 55

Figure 34: Entering Identified Emigrant Details Screen ........................................................................ 57

Figure 35: Applying for Emigration Clearance Screen 1 ....................................................................... 59



Figure 41: Make Bulk Payment Screen 1 ............................................................................................. 64

Figure 42: De-activating Employee User ID Screen 1 .......................................................................... 68

Figure 43: Registering DSC Screen 1 ................................................................................................... 69

Figure 44: Registering DSC Screen 2 ................................................................................................... 69

Figure 45: Updating DSC Screen ......................................................................................................... 70

Figure 46: Viewing Application Transaction Status Screen 1 ............................................................... 72

Figure 47: Viewing Application Transaction Status Screen 2 ............................................................... 72

Figure 49: Viewing Emigration Clearance Application Screen 2 .......................................................... 73

Figure 50: Viewing Emigration Clearance Application Screen 3 .......................................................... 74

Figure 51: Viewing Open Jobs Screen 1 .............................................................................................. 75

Figure 52: Viewing Open Jobs Screen 2 .............................................................................................. 75

Figure 53: Viewing Grievances Screen 1 .............................................................................................. 76

Figure 54: Viewing Grievances Screen 2 .............................................................................................. 76


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List of Tables

Table 2: Typographical Conventions ..................................................................................................... iv

Table 3: Software Requirements .......................................................................................................... 13

Table 4: Hardware Requirements ......................................................................................................... 13

Table 5: Business Processes through eMigrate System ...................................................................... 14

Table 6: System Interface- Header Hyperlinks ..................................................................................... 16

Table 7: System Interface- Navigation Bar Dropdown Menus .............................................................. 16

Table 8: System Interface- Main Body Elements .................................................................................. 17

Table 9: System Interface- Footer hyperlinks ....................................................................................... 18

Table 10: System Interface- Buttons Description ................................................................................. 18

Table 11: System Access (for RAs)- Header Hyperlinks ...................................................................... 21

Table 12: System Access (for RAs)- Navigation Bar Dropdown Menus ............................................... 21

Table 13: System Access (for RAs)- Buttons Description .................................................................... 22

Table 14: RA Registration Form Field Reference Table ....................................................................... 29

Table 15: RC Renewal Form Field Reference Table ............................................................................ 35

Table 16: Request for Duplicate RC Form Field Reference Table ....................................................... 36

Table 17: Request RC Cancellation Form Field Reference Table........................................................ 38

Table 18: Change in Registered Office Form Field Reference Table ................................................... 40

Table 19: Closure of Branch Office Form Field Reference Table ......................................................... 42

Table 20: Change in Directors/Partners Form Field Reference Table ................................................. 44

Table 21: Addition of New Branch Office Form Field Reference Table ................................................ 45

Table 22: Change in Office Status Form Field Reference Table .......................................................... 47

Table 23: Change in Profile Details Form Field Reference Table ........................................................ 49

Table 24: Capacity Enhancement Form Field Reference Table ........................................................... 51

Table 25: Acknowledging Demand from Employer Form Field Reference Table................................. 54

Table 26: Interview / Advertisement Permission Form Field Reference Table ..................................... 56

Table 27: Entering Identified Emigrant Details Form Field Reference Table ....................................... 57

Table 28: Emigration Clearance Form Field Reference Table ............................................................. 62

Table 29: Addition User ID Form Field Reference Table ...................................................................... 67

Table 30: De-activating Employee User ID Form Field Reference Table ............................................. 68

Table 32: Updating DSC Form Field Reference Table ......................................................................... 71


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Table 33: Viewing Application Transaction Status Form Field Reference Table.................................. 73

Table 34: Viewing Emigration Clearance Application Form Field Reference Table ............................. 74

Table 35: Viewing Open Jobs Form Field Reference Table ................................................................. 75

Table 36: Paying Appeal Filing Fee Field Reference Table ................................................................. 76


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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).

http://www.microsoft.com/en-us/download/details.aspx?id=2


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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.

3. Requesting for duplicate RC.

4. Requesting for RC cancellation/bank guarantee release.


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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 profile details.

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

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


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Menu Allows you to

Apply for Registration

Resubmit Registration Application

Submit Emigrant Eventuality

Track Application Status

Sample Employment Contract

Emigration Act

Indian Missions / Consulates in ECR Countries

Instructions for FE for using eMigrate system

Instructions for RA for using eMigrate system

Kit for Emigrants

List of DSC providers

List of Recruiting Agents

Minimum Referral Wages Compiled

Notification / Office Memo

PBBY Insurance Companies

PoE Offices- Location and Addresses

Press Releases

Reports

Training Videos

Find Employer

Find Project Exporter

Find Recruiting Agent

Search Minimum Referral Wages

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 Employer

Find Project Exporter

Find Recruiting Agent

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.

Next Takes the user to the next page.


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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:

Open URL https://emigrate.gov.in. Click Registered Users Login Here.

Figure 6: System Access (for RAs) – Register Users Login

Select Recruiting Agent from the drop down menu.

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 7: System Access (for RAs) – Register User Type Identification

In the Login dialog box, enter your Login ID, and click Login.

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


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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.

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


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Menu Allows you to

Return to internal Home Page

Apply for Emigration Clearance

Acknowledge Demand (With Employer Registration)

Apply for Capacity Enhancement

Apply for Interview / Advertisement Permission

Apply for Change in RA Details

Enter Identified Emigrant Details (With Employer Registration)

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


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

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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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 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.

Attested (from central or state Govt. gazetted officer) Photograph (in .JPEG format) of the Proprietor/ Managing Partner/ Managing Director, as the case may be.

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.

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.

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.

Income Tax return of the Company/ Firm/ Proprietor, All directors/ All partners for the last three consecutive years.

Attested Copy of PAN card of Agency/ Proprietor, Managing Director/ Managing Partner/Directors/ Partners.

Ownership Deed/ Proof of office Premise(required in case if office is owned)

Valuation Report of assets in office premise by a registered Valuer with registration number and membership number.

NOC from owner of the premise (if office is leased/ rented) on duly notarized affidavit.

Duly Notarized Affidavit that agency has not been involved in any recruitment business before.

Attested Copy of Registration Certificate under Shop and Establishment Act.

Copy of Latest Landline Telephone bill in the name of Agency.

Latest Lease/ Rent Receipt( Required if office is on Rent/ Lease).

Registered and Notarised Lease/ Rent agreement( Required if office is on Rent/ Lease).

Trade Testing Certificate along with Photograph.

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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Attested copy of Aadhar Card of Proprietor/ MD/ Mg. Part,Directors/Partners (Optional Attachment).

Specimen signature of MD/ Mg. Part/ Proprietor duly attested by a Gazette officer.

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:

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.

A copy of the certificate of registering the company

A copy of article of association

A copy of memorandum of Association

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:

1. 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 .

Attested copy of the partnership deed

True extracts from registrar of firms in support of registration of the partnership deed.

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:

Open https://emigrate.gov.in in a web browser.

Go to Recruiting Agent -> New Registration.

System will show instructions page of RA Registration form. Go through the same and click Proceed.

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

https://emigrate.gov.in/


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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.

Fill the recruiting agent registration application form.




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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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On each page of the form, click Save & Next to move to the next page. A confirmation screen appears after saving the uploaded documents.

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 Submit.

Once you click submit, system generates:

• Application Reference Number (ARN)

• Printable application form

For making online payment of application fee through credit card/ debit card/direct debit, go to the link: Payment -> RA Registration Fee on emigrate.gov.in

On successful payment, system generates:

• Printable Payment receipt

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.

The PoE office scrutinizes your application, carries out field visit of your registered office, and requests the police for carrying out a background check.

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.

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.


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If your application is rejected by the PGoE, a system generated email

informing of the rejection is sent to your email ID.

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.

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

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.


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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.

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.


56. Address Enter the address of police station


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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.


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.





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.



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.


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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

An RA has to apply for renewal of RC in the renewal period window, which is 90 - 180 days before expiry of RC..

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.

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.


The soft copies of the following documents are required to be uploaded while filling the online RC

renewal form:

Attested photograph of the Managing Director (MD)/ Managing Partner (MP)/Proprietor.

(Attested by a central or a state government gazetted officer)

Attested copy of PAN card of:

o Company/Partnership firm/Proprietor

o MD/MP

o All Directors/All Partners

Income tax return for last three years of:

o Company/Partnership firm/Proprietor

o MD/MP

Assets and liabilities statement of MD/MP/Proprietor for last three years assessed by certified CA with membership number and address.

Statement showing the sources of funds assessed by a certified CA with membership number and address.

In case of a company or a partnership, a copy of the balance sheet of the previous financial year.


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Bank Guarantee.

Details of ECNR/ECR deployment.



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.

Figure 20: Applying for RC Renewal Screen 1



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4. On each page of the form, click Save & Next to move to the next page. A confirmation screen appears after saving the uploaded documents.

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 Submit.

Once you click submit, system generates:

• Application Reference Number (ARN)

• Printable application form

5. For making online payment of application fee through credit card/ debit card/direct debit, go to the link: Administration -> Make payment for RC Renewal

On successful payment, system generates:

o Printable payment receipt

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.


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If your application is rejected by the PGoE, a system generated email will

be sent to you informing of the rejection.

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


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


3.3. Requesting for Duplicate RC

An 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:


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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.


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 23: 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

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.


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5. Date on which FIR was filed

If RC is lost, enter the date when the FIR was lodged.

Documents


3.4. Requesting for RC Cancellation / Bank Guarantee Release

An RA can request for RC cancellation / bank guarantee release if the agency does not want to continue business. In case the RA is no more, 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:

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.

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.


In case of a company, following additional documents are also required:

A duly passed resolution and registered with the RoC.

In case of a partnership, following additional documents are also required:

1. A duly passed resolution and registered with the RoF.


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:


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 24: 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.


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

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



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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.



The soft copies of the following documents are required to be uploaded while filling the online change in registered office form:

Valuation report certified by registered valuer with registration number and membership number.

Attested copy of the registration certificate under shop and establishment act.


Latest landline telephone bill in the name of agency.

Trade test centre certificate along with photograph.

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:

NOC from owner of the premises on duly notarised affidavit.

Rent/Lease receipt.

Registered and notarised rent/lease agreement.


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


40

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:


2. Go to Services -> Apply for Change in RA details -> Change in Registered Office. The form for change in registered office address appears.


Figure 25: Applying for Change in Registered Office Address Screen


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.


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


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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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.


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.


Prescribed documents: None (The Ministry may notify a document from time to time)


Process steps:

After you have arranged for the required prescribed documents, please follow the below mentioned steps to declare closure of a branch office:


2. Go to Services -> Apply for Change in RA details -> Closure of Branch Office. The Branch Office Closure form appears.


Figure 26: Declaring Closure of Branch Office Screen



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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.


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


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.



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).


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:

• MD/MP



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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.



Process steps:

After you have arranged for the required prescribed documents, please follow the below mentioned steps to apply for change in directors/partners:


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 27: Applying for Change in Directors/Partners Screen



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.


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).


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Table 20: Change in Directors/Partners Form Field Reference Table


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.


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.





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.


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.



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.


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.


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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


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:


2. Go to Administration -> Apply for New Branch Office. The form for addition of new branch office appears.


Figure 28: Applying for Addition of New Branch Office Screen


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.


10. 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


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1-10. New Branch Office Address, Email and Contact Details

Enter the new branch office address, email and contact details in the respective fields.



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.


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.


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.




Process steps:

After you have arranged for the required prescribed documents, please follow the below mentioned steps to apply for change in office status:


2. Go to Services -> Apply for Change in RA details -> Change in Office Status. The Change Office Status form appears.



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Figure 29: Applying for Change in Office Status Screen


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.


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


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 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


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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.



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.



Process steps:

After you have arranged for the required prescribed documents, please follow the below mentioned steps to apply for change in profile details:


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 30: Applying for Change in Profile Details Screen



5. If application is approved by the PGoE, a system generated mail is sent to your email id informing of the change.



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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 23: Change in Profile Details Form Field Reference Table


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.


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


If Ownership of Office is selected as Leased or Rented, enter the owner’s name and address in this field.

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




4. Email Enter the new Email address.


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


If Ownership of Office is selected as Leased or Rented, enter the owner’s name and address in this field.

Documents


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




5. Email Enter the new email address.


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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.

4.7. 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+.


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.


6. Details of ECR/ECNR deployment.

7. Attested copy of PAN card of:

• Company/Partnership firm/Proprietor

• MD/MP


8. A copy of the balance sheet as at the close of the previous financial year.



Process steps:

After you have arranged for the required prescribed documents, please follow the below mentioned steps to apply for capacity enhancement:


2. Go to Services -> Apply for Capacity Enhancement. The Capacity Enhancement form appears.



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Figure 31: Applying for Capacity Enhancement Screen


4. Submit the hard copy of the bank guarantee along with print out of the confirmation email at the jurisdictional PoE office.

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.


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 24: Capacity Enhancement Form Field Reference Table


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


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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.

In brief, the end to end process steps involved in the Emigration Lifecycle are mentioned:

1. Employer to apply for registration through eMigrate system (No Fees and Employer Registration is a one time process) [Detailed steps in Section 3.1 - FE User Manual]

2. Indian Mission to process registration applications of FEs using eMigrate system.

3. Registered Employer to raise demand through eMigrate system and choose RA online. [Detailed steps in Section 6.1 - FE User Manual]

4. RA to acknowledge Demand( Upload Signed Demand Letter and POA)

5. RA to apply for Interview/Advertisement. (Optional Process).

6. RA to enter identified emigrant details.

7. Employer to Generate Employer Contract. (Takes print out, sign it and mails hard copy to RA). [Detailed steps in Section 6.3 - FE User Manual]

8. RA -to apply for EC.

9. PoE to process EC application.

The following business processes are applicable to be completed by a Recruiting Agent. The same are covered in this section:

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)

5.1. 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:

A registered employer has assigned an approved demand to you on the eMigrate system.


The soft copies of the following documents are required to be uploaded while filling the online demand acknowledgement form:


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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)



Process steps:

After you have arranged for the required prescribed documents, please follow the below mentioned steps to acknowledge demand from employer:


2. Go to Services -> Acknowledge Demand (With Employer Registration). The Acknowledge Demand form appears.


Figure 32: 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 25: Acknowledging Demand from Employer Form Field Reference Table


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.


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9. I confirm acceptance of Demand

Select the option for accepting the demand.

Documents


5.2. 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.


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.



Process steps:

After you have arranged for the required prescribed documents, please follow the below mentioned steps to apply for interview / advertisement permission:


2. Go to Services -> Apply for Interview / Advertisement Permission. The Interview / Advertisement permission form appears.


Figure 33: Applying for Interview / Advertisement Screen


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4. 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 26: Interview / Advertisement Permission Form Field Reference Table


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.

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


5.3. 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 6 months 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.


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Process steps:

After you have arranged for the required prescribed documents, please follow the below mentioned steps to enter identified emigrant details:


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 34: 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).

Table 27: Entering Identified Emigrant Details Form Field Reference Table


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.


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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.

5.4. 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)


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.

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.




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Process steps:

After you have arranged for the required prescribed documents, please follow the below mentioned steps to apply for Emigration Clearance:


2. Go to Services -> Apply for Emigration Clearance. A page will open asking user to select any one of the following option:

"Yes, I've performed above steps. Please proceed for Emigration Clearance"

"No, I've raised demand myself. Please proceed for Emigration Clearance"

3. If Demand has been raised by Foreign Employer online and has been approved by Indian Mission, then select "Yes, I've performed above steps. Please proceed for Emigration Clearance"

ELSE

If Demand details have been entered by Recruiting Agent online and has been approved by jurisdiction PoE Office, then select "No, I've raised demand myself. Please proceed for Emigration Clearance"

(Please note: This option is only for those active demands which were raised by RAs before 1st October 2015 for those Employers who didn’t register before 1st October 2015. Post 1st October 2015, all Foreign Employers have to register mandatorily on eMigrate system)

4. The Emigration Clearance Form opens. Fill the online form.

Figure 35: Applying for Emigration Clearance Screen 1


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5. 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.


Click View Form to view the data you submitted in the form. If you want to edit or correct the form, click Edit . Once you have reviewed the form, click Save as Draft.

6. Make the online payment for Emigration Clearance through credit card / debit card / net banking, go the following link: Services -> Make Bulk Payment. Select the applications for which you want to make payment and proceed.

7. On successful payment, system generates the:

Application reference number

Printable registration form

Payment receipt

System also sends a confirmation email to your email ID.

8. The PoE office processes the application.

9. 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.


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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 28: Emigration Clearance Form Field Reference Table


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.

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.

28. Sum Assured Enter the sum assured amount


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Personal Details

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?


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.

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.


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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.

Documents

63 Upload Upload the required documents as per the Prescribed documents list mentioned in this section.

5.5. 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:


2. Go to Services -> Make Bulk Payment. The make bulk payment form appears.

Figure 41: 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.


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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..


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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:

First additional ID is free. For subsequent additional IDs there is a charge and system will

validate no. of ECs processed for the RA and allow RA to proceed accordingly.

Prescribed documents: None


Process steps:

Please follow the below mentioned steps to apply for additional user ID:


2. Go to Administration -> Apply for Additional User ID. The Apply for Additional User ID form opens.

3. Fill the Additional User ID form and click Submit.

If it is the first additional ID applied, 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.

Else

For subsequent additional IDs, system will prompt for payment to be made. The payment can be made by going to the following link: Administration -> Make Payment for Additional User ID. On successful payment, system auto approves the application and displays a confirmation message .The Employee user credentials are sent to your registered email ID.


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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 29: Addition User ID Form Field Reference Table


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

Prescribed documents: None


Process steps:

Please follow the below mentioned steps to de-activate the employee user ID:


2. Go to Administration -> Deactivate Employee User ID. The Deactivate Employee User ID screen appears.

3. Click Deactivate against the required ID.


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Figure 42: 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 30: De-activating Employee User ID Form Field Reference Table


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.


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

http://www.e-mudhra.com/


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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 of CAs, 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 43: Registering DSC Screen 1

4. Enter the details required in the next screen also, upload the DSC and click Submit.

Figure 44: Registering DSC Screen 2

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 Register Digital Certificate form. The fields are mentioned in the order in which they appear in the form (top to bottom).

Table 31: Register Digital Certificate Form Field Reference Table


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.

Service Tax Number Enter the Agency’s service tax number.


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4. Website URL Enter the URL of your agency’s website.

5. Password Enter the temporary password you received in the email on approval of RA registration application.

6. Text Box Enter the text as shown in the captcha image

Screen 2


Display field. The eMigrate system displays this field from the previous screen.

8. Partner ID Display field. The eMigrate system displays this field from the previous screen.

9. Organization Name Display field. The eMigrate system displays this field from the previous screen.

10. Attach Certificate Click DSC. Select the DSC to be registered.

11. Security Question Select a security question which is kept for authentication purpose in case you want to update your DSC

12. 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.



You should have the DSC available for uploading on the system.

Process steps:

To update the DSC linked to your RA ID.


2. Go to Administration -> Update Digital Certificate. The Update DSC form appears.

3. Enter the details required, upload the DSC and click Register.

Figure 45: 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).


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Table 32: Updating DSC Form Field Reference Table


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:


2. Go to Search -> Track Status. The Track Status form appears.

3. Enter the ARN in the form and click Submit.

Figure 46: Viewing Application Transaction Status Screen 1

The eMigrate system displays the name of the applicant and the application status.

Figure 47: 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


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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 33: Viewing Application Transaction Status Form Field Reference Table



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:


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.

Figure 48: Viewing Emigration Clearance Application Screen 1

The eMigrate system displays the list of the applications in a tabular form.



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4. Click on any ARN to open the respective application.


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 34: Viewing Emigration Clearance Application Form Field Reference Table


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:


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 51: Viewing Open Jobs Screen 1

Figure 52: 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 35: Viewing Open Jobs Form Field Reference Table


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:


2. Go to Search -> View Grievances Details. The View Grievances screen appears.

The eMigrate system displays the list of grievances raised against your firm.


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Figure 53: Viewing Grievances Screen 1

3. Click on any Grievance Reference Number to open the respective grievance details.

Figure 54: 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:


2. Go to Services -> Miscellaneous Fee Payment. The Pay Fee screen appears.

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 36: Paying Appeal Filing Fee Field Reference Table


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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 the 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:


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:


2. Go to Services -> Resubmit Application (Amendments 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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1. 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.

re

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.

U UID The unique 12 digit Aadhar card number of the

applicant.


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2. 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 [email protected].

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 feeEmigration Clearance fee

Any other fee notified by the Ministry from time to time

mailto:[email protected]


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Q6. What is an ARN?

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.