August 15, 2023
How Small Business Owners Can Help Employees Obtain Passports in Kenya
Table of Contents
- Introduction: The Importance of Passports for Employees
- Step-by-Step Guide for Business Owners
- Required Documentation for Employees
- Utilizing the eCitizen Portal for Business Applications
- Handling Application Fees and Payments
- Common Issues and How to Resolve Them
- Frequently Asked Questions by Employers
- Conclusion: Ensuring a Smooth Process for Your Employees
Introduction: The Importance of Passports for Employees
In today's globalized world, having a passport is essential for international travel, business, and personal growth. For employees, possessing a passport opens up numerous opportunities, from attending international conferences to pursuing overseas training programs. As a small business owner, facilitating the passport application process for your employees can not only enhance their professional development but also contribute to the overall growth of your business.
Helping employees obtain their passports can be a daunting task, especially with the various requirements and procedures involved. However, with the right guidance and resources, you can streamline this process and ensure a smooth experience for your team. This guide provides you with detailed steps, required documents, and tips to assist your employees in obtaining passports in Kenya.
Step-by-Step Guide for Business Owners
1. Educate Your Employees
The first step in assisting your employees with obtaining passports is to educate them about the importance of having a passport and the application process. Provide them with information about the benefits of having a passport, the necessary documents, and the steps involved in the application process.
2. Gather Necessary Documents
Ensure that your employees have all the required documents for their passport applications. These documents include:
- Original birth certificate and a photocopy
- Original National ID Card and a copy
- Three current passport-size photos
- Recommender’s ID Card copy
- Consent letter for minors
- Old passport for replacement (if applicable)
- Parents' National ID cards and copies (for minors)
3. Utilize the eCitizen Portal
The eCitizen portal (https://ecitizen.go.ke) is the official online platform for government services in Kenya, including passport applications. Guide your employees on how to register and navigate the portal to complete their passport applications. This involves:
- Registering on the eCitizen portal
- Accessing the Department of Immigration Services
- Filling out the passport application form
- Selecting the mode of payment and paying for the passport fees
- Downloading and printing the application form and three application receipts
Required Documentation for Employees
Essential Documents
To ensure a smooth passport application process, employees must have the following documents ready:
- Original Birth Certificate and Photocopy: This is a mandatory document for all applicants.
- Original National ID Card and Copy: For identification purposes.
- Three Current Passport-Size Photos: These should meet the required specifications.
- Recommender’s ID Card Copy: A copy of the ID card of a person who can vouch for the applicant.
- Consent Letter for Minors: Required for applicants under 18 years old.
- Old Passport for Replacement: If the applicant is renewing or replacing an old passport.
- Parents' National ID Cards and Copies: Required for minors applying for their first passport.
Additional Documents
Depending on the type of application, additional documents may be required, such as:
- Proof of Citizenship: For applicants born outside Kenya.
- Affidavits: In case of name changes or discrepancies in documents.
- Police Reports: For lost or stolen passports.
Utilizing the eCitizen Portal for Business Applications
The eCitizen portal is a user-friendly platform that simplifies the passport application process. Here’s how business owners can assist their employees in using this portal:
Registration and Account Setup
Employees need to create an account on the eCitizen portal by providing their personal details and creating a secure password. Once registered, they can log in to access the Department of Immigration Services.
Filling Out the Application Form
Employees should carefully read the instructions and fill out the passport application form accurately. Any errors or omissions can delay the processing of their application.
Payment and Submission
After completing the application form, employees need to select their preferred mode of payment and pay the required fees. The payment can be made using mobile money, credit/debit cards, or online banking. Once the payment is confirmed, they should download and print the application form and three receipts.
In-Person Submission
Employees must submit the printed application form and receipts, along with the required documents, in person at designated immigration offices (Nyayo House, Mombasa, or Kisumu).
Handling Application Fees and Payments
Fee Structure
The passport fees vary depending on the type of passport being applied for:
- 32 Pages Ordinary "A" Series: Kshs. 4,550
- 48 Pages Ordinary "B" Series: Kshs. 6,050
- 64 Pages Ordinary "C" Series: Kshs. 7,550
- East African Passport: Kshs. 990
- Diplomatic Passport (48 Pages): Kshs. 7,550
- Mutilated Passport: Kshs. 10,050
- Lost Passport: Kshs. 12,050
Payment Methods
Payments can be made through various methods, including:
- Mobile Money: M-Pesa or similar services
- Credit/Debit Cards: Visa, MasterCard, etc.
- Online Banking: From local banks
Ensure that your employees have access to at least one of these payment methods to complete their application.
Common Issues and How to Resolve Them
Delays in Processing
One of the most common issues employees face is delays in the processing of their passport applications. To avoid this, ensure that all documents are accurate and complete before submission. Encourage employees to apply well in advance of any planned travel.
Incorrect Information
Any discrepancies or incorrect information in the application form can lead to delays or rejection. Double-check all details before submission and rectify any errors promptly.
Lost Documents
In case of lost documents, such as a lost passport, employees need to provide a police report and an affidavit explaining the circumstances of the loss. Ensure that they have these documents ready to avoid delays.
Frequently Asked Questions by Employers
1. How long does it take to process a passport application?
The processing time for a passport application is typically 10 working days for first-time applications and 5 working days for renewals or replacements. However, it can take longer if additional information is needed or if the application is not filled out correctly.
2. Can an employee apply for a passport on behalf of their family members?
Yes, an employee can apply for passports for their family members, including minors, by providing the required documents and consent letters.
3. What should an employee do if their passport application is rejected?
If an application is rejected, the employee should review the reasons for rejection and rectify any issues. They can then resubmit the application with the correct information and required documents.
4. Can an employee expedite their passport application?
There is no official expedited service for passport applications in Kenya. However, applying well in advance and ensuring all documents are accurate can help speed up the process.
5. What should an employee do if they lose their passport?
In case of a lost passport, the employee needs to provide a police report, an affidavit explaining the loss, and apply for a replacement through the eCitizen portal.
Conclusion: Ensuring a Smooth Process for Your Employees
Assisting your employees in obtaining their passports not only benefits them but also enhances your business operations by enabling international travel and professional development. By following the steps outlined in this guide and utilizing the eCitizen portal, you can streamline the passport application process and ensure a smooth experience for your team.
For further assistance and legal advice, consider leveraging platforms like M-Wakili to provide your employees with instant legal support and guidance on passport applications and other legal matters.
By providing this comprehensive guide, you empower your employees to navigate the passport application process with ease, paving the way for new opportunities and growth for both your team and your business.