administrative processes

Slide 1 : Administrative Procedures

Slide 2 : From selling to TN form status in Available

Slide 3 : Closing the sale and Filling JQ form Fill “Agreements database” googledoc to generate agreement format. Upload TN form MCVP ICX checks pricing policy and quality of TN form JD and MCVP F&A generates the PDF document Company representative signs 3 copies of agreement. LC sends the 3 copies signed and the JQ to MC office MC generates the bill for the 50% of the C.U.A After company has paid, TN form status goes to Available

Slide 4 : People involved in each step MCVP ICX MCVP F&A LCVP F&A LCVP ICX Company representative LC member (Account Manager) MC LC Company

Slide 5 : RECOMENDATIONS

Slide 6 : “Agreements database” googledoc to generate agreement format: http://spreadsheets.google.com/ccc?key=0AlTfAQqxWOyTcERfZzYzV3RMZldnWDI4VjBtamJvVGc&hl=en Make sure you upload in the TN form: Complete and detailed Job Descriptions Attachment with visa explanation document Salary information in COP (Additional Information) Any other additional information Track!!! MC: generation and send to LCs agreements and bills, status change Company: agreements sign and payments

Slide 7 : FAQs

Slide 8 : Visa

Slide 9 : Make company fill TN AN Send physical documents to MC Office (3 ANs , copy of trainee passport and letter for ICETEX explaining details of traineeship) and virtual documents at MCVP ICX mail (copy of passport, visa statement signed, bank account with 500 USD, health insurance info) Collect documents required from trainee MCVP ICX starts process with ICETEX Once the ICETEX letters are done, MCVP ICX notifies LC and LC notifies trainee to pick up the visa Trainee goes to consulate and gets the Visa! Now that you have a match…

Slide 10 : People involved in each step MCVP ICX Visas Coordinator LCVP ICX Company representative LC member (Account Manager) MC LC Company Trainee

Slide 11 : RECOMENDATIONS

Slide 12 : Make company fill TN AN Check this documents regarding how to fill TN AN and letter to ICETEX: http://www.aiesec.net/content/viewfile.do?contentid=10055277 http://www.aiesec.net/content/viewfile.do?contentid=10055279 http://www.aiesec.net/content/viewfile.do?contentid=10055280 The start date MUST be at least 1 month after visa process starts The address in the TN AN should the closest CONSULATE to trainees country. Check in this link the consulates info http://www.cancilleria.gov.co/wps/portal/espanol/!ut/p/c1/04_SB8K8xLLM9MSSzPy8xBz9CP0os_jQsKAwo2AXYwN_3yBTA6MwH7NAL1djI_dQE30_j_zcVP2CbEdFAIiEiFo!/dl2/d1/L2dJQSEvUUt3QS9ZQnB3LzZfODVGOVVPMTMwRzdQRTAyRkIyU0UyODBLRjQ!/ Check this document! http://www.aiesec.net/content/viewfile.do?contentid=10088184

Slide 13 : Collect documents required from trainee Copy of passport Copy of certification from bank which states that trainee has 500 USD Copy of International Health Insurance Visa statement signed by trainee ASK THE TRAINEE NOT TO BUY THE TICKETS UNTIL THE VISA IS DONE! AIESEC in Colombia wont take any responsibility of a ticket is wasted due to visa delays!

Slide 14 : Send physical and virtual documents to MCVP ICX Always make sure that the papers sent arrived on time and are correct! Physical documents: X ANs, copy of passport Virtual documents: mentioned in step 2 MCVP ICX starts process with ICETEX Visa process takes around 1 month (could be longer) Remember to keep track of the process!! Once the ICETEX letters are done, MCVP ICX notifies LC and LC notifies trainee to pick up the visa Ask trainee to confirm by phone with consulate if the documents arrived. Let us know immediately if there is any problem!

Slide 15 : Trainee goes to consulate and gets the Visa! Ask trainee to send scanned copy of visa and copy of round plane ticket. As soon as trainee arrives, take the trainee to your local DAS office to register the Visa! (otherwise LC must pay penalties and fees )

Slide 16 : FAQs

Slide 17 : Visa Renovation (should start at least 1 month before the visa expires)

Slide 18 : Make company fill TN AN Send physical documents to MC Office (3 ANs , pictures, copy of trainee passport, “poder notariado”, and original passport) Collect documents required from trainee MCVP ICX starts process with ICETEX Once Visa is renewed, MCVP ICX sends the passport with the new Visa to the LC office Now that you have a match…

Slide 19 : People involved in each step MCVP ICX Visas Coordinator LCVP ICX Company representative LC member (Account Manager) MC LC Company Trainee

Slide 20 : RECOMENDATIONS

Slide 21 : Make company fill TN AN Check this document regarding how to fill TN AN:http://www.aiesec.net/content/viewfile.do?contentid=10055277 http://www.aiesec.net/content/viewfile.do?contentid=10055279 Start date should be the exact date when the old visa expires The address in the TN AN should be Ministry of Foreign affairs address Collect documents required from trainee Ministry of Foreign affairs form filled http://www.aiesec.net/content/viewfile.do?contentid=10105903 Make sure the pictures are taken with white background “Poder notariado” when trainee authorizes Yenny Pinzon (National Visas Coordinator) to act in his/her name to get the visa Copy of passport Original passport “Salvoconduto” if visa expires in less than 1 month Check this document!: http://www.aiesec.net/content/viewfile.do?contentid=10105898

Slide 22 : Send physical documents to MC Office Always make sure that the papers sent arrived on time and are correct! Documents to send are listed in step 2 MCVP ICX starts process with ICETEX Visa renovation process takes around 1 month Remember to keep track of the process!! Once Visa is renewed, MCVP ICX sends the passport with the new Visa to the LC office As soon as you get the visa, take the trainee to your local DAS office to register the new Visa! (otherwise LC must pay penalties and fees )

Slide 23 : FAQs