How to Expedite Your Alien Employment Permit Application

Obtaining an Alien Employment Permit (AEP) is a necessary process for foreign nationals who wish to work legally in the Philippines. However, the standard processing time for an AEP can take anywhere from two to three weeks, and in some cases, delays may extend this timeline. For foreign workers and employers looking to expedite the AEP application process, there are several steps and strategies that can help streamline the process and avoid unnecessary delays.

Here’s a comprehensive guide on how to expedite your AEP application in the Philippines:

1. Submit Complete and Accurate Documentation

One of the most common causes of delays in the AEP application process is the submission of incomplete or incorrect documents. Ensuring that all required documents are accurate, complete, and submitted in one go is critical to preventing unnecessary back-and-forth with the Department of Labor and Employment (DOLE).

Key Documents Required:

• Duly accomplished AEP Application Form: Ensure all details are correct, including the job title, salary, and duration of the employment contract.
• Employment contract or appointment letter: Clearly stating the position, responsibilities, and compensation.
• Photocopy of the foreign worker’s passport: Include pages showing the personal details and valid visa.
• 2×2 ID photo: Recent, colored, and compliant with DOLE requirements.
• Proof of job vacancy posting: The job must be advertised in a local newspaper at least 15 days before submitting the AEP application.

How to Expedite:

• Double-check all documentation before submitting the application to avoid missing or incomplete forms.
• Use a checklist to ensure that each document is complete and compliant with DOLE standards.
• If you are unsure about specific requirements, consult with DOLE officials or legal experts beforehand to clarify.

2. Ensure Early Job Vacancy Posting

DOLE requires employers to advertise the job vacancy in a newspaper of general circulation to give Filipino workers the chance to apply for the position. The job posting must be published at least 15 days before submitting the AEP application. Failing to meet this requirement can delay the application process.

How to Expedite:

• Plan ahead and publish the job vacancy as soon as you know that a foreign national will be hired for the position.
• Submit the proof of job posting (i.e., the newspaper ad and certificate of publication) along with the AEP application to avoid delays.

3. File the Application in Advance

While the AEP application process can take up to three weeks under normal circumstances, submitting your application well in advance of the foreign worker’s start date can help prevent time-sensitive delays.

How to Expedite:

• Submit the application at least one month before the intended start date of the foreign worker. This allows ample time for processing and any unforeseen delays.
• Do not wait until the last minute to gather documents or submit the application. Early submission ensures that there is enough time to address any issues that may arise.

4. Follow Up Regularly with DOLE

Once the application is submitted, DOLE typically takes two to three weeks to process and approve the AEP. However, delays can occur due to high application volumes or administrative issues. To keep the process moving, regular follow-ups with the DOLE office handling your application can help ensure that it doesn’t get overlooked or delayed.

How to Expedite:

• Follow up with DOLE at least once a week to check on the status of the application.
• If there are any missing documents or issues with the application, address them immediately to prevent further delays.
• Assign a specific employee or representative to regularly coordinate with DOLE and provide updates.

5. Consider Hiring a Legal Consultant or Immigration Expert

For companies or foreign workers unfamiliar with the AEP application process, hiring a legal consultant or immigration expert can help expedite the process. These professionals are familiar with the requirements and can help ensure that the application is completed correctly the first time.

How to Expedite:

• Engage an immigration consultant who specializes in AEP applications. They can guide you through the entire process and help avoid mistakes that might delay the issuance of the AEP.
• Legal consultants can also liaise with DOLE on your behalf to ensure that the application is processed efficiently.

6. Ensure Correct Payment of Fees

Errors in payment can cause significant delays in the application process. Make sure that the correct fees are paid when submitting the AEP application to avoid any complications.

AEP Fees:

• PHP 9,000 for the first year of the AEP.
• PHP 4,000 for each additional year (up to five years).

How to Expedite:

• Pay the correct fees at the time of submission and ensure that the official receipt is attached to the application. Keep a copy of the receipt for your records.
• Double-check the validity period of the AEP to calculate the total fee accurately.

7. Submit the Application at the Correct DOLE Office

The AEP application must be submitted to the DOLE regional office that has jurisdiction over the employer’s principal place of business. Submitting the application to the wrong office can result in delays as the application will need to be rerouted.

How to Expedite:

• Verify the correct DOLE office where the application should be submitted based on the location of your business.
• If your company has multiple locations, ensure that the application is filed in the appropriate regional office to prevent any confusion or delays.

8. Be Prepared for DOLE Inquiries or Inspections

During the AEP application process, DOLE may request additional information, clarification, or even conduct an inspection of the business. This is more common for complex applications or for companies hiring multiple foreign workers.

How to Expedite:

• Respond promptly to any inquiries or requests for additional documents from DOLE. Delays in providing the necessary information can slow down the process.
• If an inspection is required, ensure that all company records, employee information, and permits are in order so that the inspection can be conducted smoothly.

9. Handle Objections Quickly

If there are any objections to the AEP application (such as from Filipino workers or labor groups), DOLE may conduct further investigations, which can delay approval. Being proactive in addressing these objections can help expedite the resolution process.

How to Expedite:

• If an objection is raised, work closely with DOLE to address the concerns as quickly as possible. Provide additional documents or evidence to resolve the issue.
• Engage with legal counsel to handle any disputes that arise during the AEP application process.

10. Track Your Application Status Online (If Available)

Some DOLE regional offices may provide online tracking for AEP applications. This allows employers and foreign workers to monitor the status of the application and receive updates without needing to visit the office in person.

How to Expedite:

• Check if online tracking is available for your region and use it to stay informed about your application status.
• If there are any issues or delays noted online, follow up with DOLE immediately to resolve them.

Conclusion

While the standard AEP application process can take up to three weeks, there are several ways to expedite the process and avoid unnecessary delays. By ensuring that all documents are complete, following up regularly with DOLE, and seeking assistance from legal experts if necessary, employers and foreign workers can significantly speed up the approval of their AEP application.