AEP Renewal Requirements: What Documents You Need

Renewing an Alien Employment Permit (AEP) is crucial for foreign nationals who plan to continue working in the Philippines beyond the validity of their current permit. The AEP is generally tied to the duration of the employment contract but can be renewed for additional years as needed. Employers and foreign workers must ensure that the renewal process is started early to avoid legal complications, and the correct documents must be submitted to DOLE for a successful renewal.

Here’s a comprehensive list of the AEP renewal requirements and what documents you’ll need to ensure a smooth renewal process.

1. When to Start the Renewal Process

AEP renewals must be submitted to the Department of Labor and Employment (DOLE) at least 60 days before the AEP’s expiration. This helps avoid any gaps in the foreign worker’s legal status and ensures continuity in employment.

Failing to renew the AEP on time can result in penalties, and the foreign worker may lose the legal right to work until the permit is renewed. It’s important for both the employer and the foreign worker to keep track of the AEP’s expiration date and begin the renewal process early.

2. Required Documents for AEP Renewal

To renew an AEP, you must submit a set of documents to DOLE. These documents verify the ongoing employment of the foreign worker and ensure that all legal requirements are being met.

Here is a list of the essential documents needed for AEP renewal:

a. Duly Accomplished AEP Renewal Application Form

• This is the official form provided by DOLE. The form must be accurately filled out with updated information about the foreign worker and the employer. It should include the same job position and responsibilities listed in the original AEP, unless there has been a change in employment terms.

b. Photocopy of the Current AEP

• A clear photocopy of the foreign worker’s current AEP must be submitted. This serves as proof of the original permit and its validity period, ensuring that DOLE can process the renewal based on the original permit details.

c. Updated Employment Contract or Appointment Letter

• Submit a copy of the updated employment contract or a letter from the employer confirming the renewal of the employment agreement. The contract should specify:
  • The job position and responsibilities of the foreign worker.
  • The duration of the renewed contract.
  • The foreign worker’s salary and benefits.

If the foreign worker’s job responsibilities or position have changed, this must be reflected in the new contract. However, significant changes in the role may require a new AEP rather than a renewal.

d. Photocopy of the Foreign Worker’s Passport and Valid Visa

• Include a photocopy of the foreign worker’s passport, specifically the pages with personal details and the current visa. The 9G Working Visa or other valid work visas should also be submitted to ensure the foreign worker’s immigration status is in order.

e. 2×2 ID Photo

• A recent, colored 2×2 photo of the foreign worker is required. This photo will be used for the renewed AEP card, so it must meet DOLE’s guidelines (i.e., plain white background, no shadows).

f. Proof of Payment for the Renewal Fee

• The renewal fee is PHP 4,000 per year, depending on the length of the contract. A payment receipt should be included with the application as proof that the required fees have been paid.

g. Employer’s Proof of Business Registration (if applicable)

• If the employer’s business registration details have changed, updated proof of business registration (such as a Business Permit or SEC registration) may be required. This confirms that the company is legally registered to operate in the Philippines.

3. Additional Documents for Special Circumstances

In certain cases, additional documents may be required, depending on the specific situation of the foreign worker or the employer.

a. Changes in Job Title or Position

• If the foreign worker has been promoted or transferred to a different position within the company, the renewal application must include an updated employment contract and a detailed job description outlining the new responsibilities.

b. Change of Employer

• If the foreign worker is transferring to a new employer, this is considered a new application rather than a renewal, and a different set of documents will be required.

c. Termination of Employment

• If the foreign worker’s employment is terminated before the AEP expires, the employer must notify DOLE of the termination within 15 days. A new AEP must be applied for if the foreign worker is hired by a new employer.

4. Step-by-Step Process for AEP Renewal

To ensure a smooth and timely renewal, follow these steps:

Step 1: Gather the Required Documents

Make sure all the necessary documents are complete and accurate. This includes the renewal application form, updated employment contract, and proof of payment.

Step 2: Submit the Application to DOLE

Submit the renewal application to the DOLE Regional Office where the original AEP was issued. Be sure to submit the application at least 60 days before the expiration of the current permit to avoid penalties.

Step 3: Pay the Renewal Fees

Pay the required renewal fees, which are PHP 4,000 per year. The total amount depends on the length of the renewed employment contract.

Step 4: Follow Up with DOLE

Keep track of the renewal process by regularly following up with the DOLE office. This ensures that any issues or missing documents can be addressed promptly.

Step 5: Collect the Renewed AEP

Once the renewal is approved, the foreign worker will receive a renewed AEP card. Ensure that all the details on the renewed AEP match the employment contract and visa information.

5. Common Issues to Avoid During the Renewal Process

To prevent delays or complications, avoid the following common issues during the AEP renewal process:

a. Late Submission

• Submitting the renewal application late (fewer than 60 days before the AEP expiration) can result in penalties or gaps in the foreign worker’s legal employment status.

b. Incomplete Documents

• Double-check that all required documents are submitted, including updated contracts and payment receipts. Missing documents can cause delays in processing.

c. Failure to Reflect Changes in Employment

• If the foreign worker’s job title, responsibilities, or salary have changed, be sure to include an updated employment contract that reflects these changes. Significant changes may require a new AEP application instead of a renewal.

d. Not Monitoring the AEP Expiration Date

• Failing to monitor the expiration date of the AEP can result in the foreign worker losing legal working status, leading to fines or potential deportation.

6. Penalties for Late Renewal or Non-Renewal

Failing to renew the AEP on time or allowing the permit to expire without submitting a renewal application can result in:

• Fines for both the employer and the foreign worker.
• Deportation of the foreign worker for working without a valid AEP.
• Suspension or revocation of the employer’s license to hire foreign workers if non-compliance continues.

It’s essential to track the AEP’s expiration date and begin the renewal process early to avoid these penalties.

Conclusion

Renewing an Alien Employment Permit (AEP) is a straightforward process as long as all required documents are submitted on time and the application is properly completed. Employers and foreign workers must ensure that they comply with DOLE’s renewal requirements, including updated employment contracts, valid visas, and timely submission of fees.