Buisness Visa Process for Italy

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Shrinkhla
Visa Sep 25, 2015 0

If you are working in an IT company like Infosys,TCS or Sapient  it might be common for you to travel to various countries. A lot of people from India travel to Italy for business as well as tourism. If you are working in an India IT company and traveling to Italy on a business visa these are the steps which you should follow.

First of all talk to you Account and Project Manager as you will need several project approvals and letter of invite from the client. The next step would be to raise a request in the internal portal. For example:

Cognizant: Go to the ONEC portal https://onecognizant.cognizant.com and search on My Visa app

Accenture : Raise a request in my initiation tool at: https://rmsc.accenture.com

Tata Consultancy Services (TCS): Go to https://www.ultimatix.net/  and raise a request. FDFU team will contact you

Overall Process:

The visa initiation process will vary from company to company but the overall process for the business visa for Italy will be as given below

  • Respective country RMS / FDFU will issue the invite letter to which you are traveling to. On receipt of Invite letter, documents need to be submitted to Visa Services Provider.
  • After completion of visa stamping, the passport will be sent back to Visa Services Provider.
  • Visa Services Provider will intimate employee on the status of the visa after receiving passport.
  • Employee is required to come and collect the Passport from Visa Services Provider at your respective location

Note:If you have already travelled to Italy on a Schengen visa, then you might not need to go to a consulate. If you are travelling for the first time, you might need to go to the embassy in Mumbai or visit a local VFS centre.

Timelines: Visa Stamping to Italy would roughly take about 5-6 working days.

Documents Required:

  • Copy of your passport
  • Marital status (If married, submit your marriage certificate. Ignore if travelling alone)
  • CV resume
  • Copy of university degree
  • Full home address
  • Full name and address of hotel in Italy
  • Full address of the office in Italy (Branch office of your company like Sapient,Infosys)where you are employed
  • Italian Leadership of your company (BRM,Senior Manager,Client Partner) sponsoring your trip

Process in More Detail:

Please find attached the required documentation to proceed with your Visa request. Your Visa processing is divided into the following stages:

Step 1: Initiating the process in your company for Letter of Invite (LOI)

Raise a request in your company

  • In order to expedite the processing of you’re my Initiation request, we recommend that you continue through the process to the Immigration Information step and enter in any required information or documents (such as CV/resume, passport information, etc). Once you have completed your personal information and provided details regarding your international travel or work assignment, your nominated host country project manager will be contacted to provide additional detail.
  • Once you have raised the request in “My Initiation Site”, the request has to be approved online by your Onsite Manger. Post which the request will be taken up by the respective country RMS/FDFU to process the “Letter of Invite”. India RMS will not be responsible in this process.
  • Only after the receipt of the Invite letter, you are required to submit the documents to Visa Services Provider as per the checklist mentioned above

Step 2: Visa Stamping

Please take note that while you travel, you have to carry a copy of your invitation letter along with your passport.

Please bring all the documents that are mentioned in the Visa Stamping checklist and submit the same over to Visa Services Provider. Also, Visa Services Provider does not consider requests from employees to retain the documents on their behalf to be submitted the next day. Hence, please ensure that documents are submitted within the mentioned timeframe.

You also need to carry these documents:

  1. Visa checklist print out
  2. Passport copy first and last page
  3. TRA approval print out
  4. Declaration letter (if the employee is not able to produce 3 months pay slips / 3 yr income tax papers)

Information on Passport:

  • Original passport (should be valid for more than 6 months or more).
  • Enclose the old passports along with the new passport.
  • Passport with more than 10years validity is not accepted.
  • The applicant has to get a fresh passport with 10 years validity
  • Copies of the passport (First and last pages including the stamped pages – Both New passport and Old passport if any).
  • If you have multiple visa stampings in your passport, pls. ensure that you have atleast consecutive two empty pages in your passport.
  • If passport is issued in different state and working & staying in below mentioned states**, then the employee needs to provide stay proof as per attached Notice while applying for visa from Mumbai consulate.

Andhra Pradesh, Chhattisgarh, Madhya Pradesh, Goa, Gujarat, Karnataka, Kerala, Maharashtra and Tamil Nadu; the Union Territories of Daman, Diu, Dadra and Nagar Haveli, Lakshadweep and Pondicherry.

Note:  In case passport is issued by the Regional Passport Office in another state, i.e. other than your base work location, then an address proof letter will be required from HR showing your current location as the place of residence.

Information on passport size photo:

Two recent colour photos – should not be more then six months old (should be on a white background). The photo should be 34x45cms with dark shirt with 70% to 80% of face view

Other Documents

These documents need to be taken to the consulate:

    1. Covering Letter
    2. Invitation letter
    3. Last 6 Months bank statement (Original and Photocopy). The statement should have your name, address and account number reflecting)
    4. Declaration From
    5. Copy of last three years income tax papers. Form 16 will also suffice – If IT returns are not filed, assignee must provide a letter stating the reason.
    6. Salary Slip for last 3 months
    7. Front and Back copies of an internationally accepted Credit Card with statement of credit limit of 50,000 INR or Forex endorsement on the passport (to be done by approaching the travel desk) original receipt (kindly find attached list for day to day requirement of Foreign Exchange Value for each Applicant)
    8. Copy of offer letter
    9. Confirmed Air Ticket
    10. Confirm Hotel Confirmation
    11. Confirm Medical Insurance- The insurance has to be valid for 15 days above the duration of the trip
    12. Registration Certificate + Memorandum & Articles of association of Indian Company Please bring the Print out along with application.

visa doc

Additional Information on Visa Stamping:

      • Additional documents may be requested for on a case to case basis by the Italian Embassy. Only after submitting the above documents to consulate will we be told of this.
      • also take note that the invite letter needs to be signed by a local government official from Italy and hence at times, the invite letter takes more than the mentioned timeframe. Secondly, the timeline mentioned for visa stamping completely depends on the embassy. In certain instances, visa stamping exceeds the mentioned timeframe. This could be due delays with the courier, work load with the consulate/embassy, etc. Hence, we would request you to kindly plan taking the mentioned circumstances into consideration.
      • Please take note that if the assignee is traveling to Italy for the first time or has never traveled to a Schengen country prior to the current travel, he/she might be required to go for the personal round of interview at the consulate in Mumbai.
      • Kindly detail the previous stays in any of the Schengen country visited in the visa form rightly.
      • Kindly note that at the time of applying for the current business visa, if you have exceeded 90days of stay in the last 6months then you cannot apply for a business visa as per Schengen rule.
      • Additional documents may be requested for on a case to case basis by the Embassy. Only after submitting the above documents to consulate will we be told of this.
      • Please take note that if the assignee is traveling to respective county for the first time or has never traveled to a Schengen country prior to the current travel; he/she might be required to go for the personal round of interview at the Consulate. RMS will intimate you on how to proceed with your personal appearance with the consulate.

Disclaimer:

      1. All information on visa processing times, documentation requirements and processes given here are based on the current guidelines from Consulates/ Embassies, Immigration and/or visa facilitator.
      2. Consulates and Embassies strongly advise applicants to book their travel tickets only after the visa is granted. RMS/FDFU also endorses this stand because visa processing can be delayed (or visas may not be granted) due to circumstances beyond our control
      3. Consulates normally observe both Indian and their home country holidays.  In addition, some Consulates do not process visas on Fridays.
      4. Visa process, documentation requirements, and processing times can vary on account of :
        • Consulates or Embassies requesting additional or supplementary documents or other information during the application process.
        • Consulates or Embassies requesting a personal interview when it is normally not a requirement
        • Some applications are selected for further scrutiny by Consulate or Immigration
        • Process or requirement changes implemented while application is under process
        • Technical snags at Consulate or Immigration
        • Delay in courier
      5. The visa approval or rejection  is  totally at the discretion of the Consulates/Embassies and normally they are not obligated to reveal reason for rejection or selecting an application for further scrutiny
      6. Business/ Projects pls. check with RMS/FDFU before making any travel commitments with client
      7. The effective start date of visa can be either the day of stamping the visa or date of travel given in the application forms and letters. This is again at the discretion of the Consulate/ Embassy
      8. Consulates do not encourage applicants to call Consulates for expediting visas. This could lead to further delays in getting your visa stamped.
      9. Additional documents might be requested by the Consulate after the visa stamping documents have been submitted. This happens on a case to case basis and totally depends on the consulates discretion.
      10. With regards to financial documents, the Consulate may ask for verification from the bank.
      11. Submitting false documents may be followed by legal action.
      12. Please refrain from contacting any consulate/ Embassy directly for any status update on visa. Reach out to RMS/FDFU for any assistance in this regard
      13. In case the consulate/ embassy writes/ contacts you directly for further information/ personal appearance etc, please keep the respective location POC/ Visa service provider informed. You will be guided further in such situations

Felice Viaggio

You can download the forms from here:

Sample filled Visa form

Italy_Visa_Form

Italy_Visa_Document_Requirement

Italy Health Declaration

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Shrinkhla

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