How to Renew Your Alien Employment Permit (AEP) in the Philippines

For foreign nationals working in the Philippines under an Alien Employment Permit (AEP), it’s important to remember that the AEP is not permanent and has a validity period that matches the length of the employment contract, up to a maximum of five years. To continue working legally in the Philippines, the AEP must be renewed before it expires. Here’s a step-by-step guide on how to renew your AEP to ensure uninterrupted employment and compliance with Philippine labor laws.

1. When to Renew Your AEP

The renewal of your AEP must be done at least 60 days before its expiration. It is important to keep track of your AEP’s validity date, as working with an expired permit can result in penalties or even deportation. If you plan to continue working for the same employer and in the same position, you are eligible to renew your AEP.

2. Requirements for AEP Renewal

To renew your AEP, you need to prepare the following documents:

• Duly Accomplished AEP Renewal Application Form: This can be obtained from the Department of Labor and Employment (DOLE) regional office or downloaded from their website. The form must be accurately filled out with updated information about the foreign national and the employer.

• Photocopy of the Existing AEP: Include a clear copy of your current AEP. This document shows that you have been legally working in the Philippines and need to extend your work permit.

• Updated Employment Contract or Appointment Letter: A photocopy of the updated employment contract or appointment letter from your employer must be provided. This document should state:

  • The continuation of your employment.
  • Your job title and salary.
  • The duration of the new or extended employment contract.

• Passport and Visa: A photocopy of your passport with the pages showing your personal details and a valid visa is required. You may also need to submit your valid 9G Working Visa if applicable.

• 2×2 ID Photo: You will need to provide a recent 2×2 colored photo with a white background. This photo will be used for your renewed AEP.

• Proof of Payment of Processing Fee: The renewal processing fee is PHP 4,000 per year. The amount varies depending on how long you are renewing your AEP for, up to a maximum of five years.

3. Step-by-Step Process for Renewing Your AEP

Step 1: Prepare the Documents

Gather all the required documents mentioned above. Ensure that everything is in order and up to date, particularly the employment contract and your passport visa details.

Step 2: Submit the Renewal Application to DOLE

Visit the DOLE Regional Office where your current AEP was issued. You or your employer’s representative can submit the renewal application along with all the required documents.

• Make sure to submit the application at least 60 days before the expiration of your current AEP to avoid any lapses in your work permit.

Step 3: Pay the Processing Fee

Once your documents are submitted, you will need to pay the renewal fee of PHP 4,000 for each year of validity you are renewing. Retain the official receipt as proof of payment. The fee may vary slightly depending on the DOLE regional office.

Step 4: Wait for Processing

DOLE will review your renewal application to ensure that all requirements are met. The processing time usually takes about two to three weeks. During this period, DOLE may conduct an evaluation of your documents, but since this is a renewal (and not an initial application), the process is generally faster.

Step 5: Issuance of Renewed AEP

Once the DOLE has processed your renewal, you will be issued a renewed AEP. This document will reflect the updated validity period, allowing you to continue working in the Philippines legally.

4. Additional Requirements for Certain Cases

There are some scenarios where additional documents may be required during the AEP renewal process. These include:

• Changes in Employment Terms: If your job title, position, or salary has changed significantly since your initial AEP application, you may need to submit updated documentation, including job descriptions and additional clearances.

• Transfer to a New Employer: If you are transferring to a new employer, this is considered a new application rather than a renewal. You will need to reapply for a new AEP under the new company, as AEPs are employer-specific.

• Expired AEP: If you missed the 60-day renewal window and your AEP has already expired, you may need to submit an explanation for the delay along with your renewal application. Additional penalties or fines may apply.

5. Penalties for Late Renewal or Non-Renewal

Failing to renew your AEP on time can lead to serious consequences:

• Fines: Employers and foreign workers may be fined for working with an expired AEP.
• Deportation: Working without a valid AEP may result in deportation or blacklisting from future employment in the Philippines.
• Employer Liability: Employers can be held legally accountable and may face fines, sanctions, or even revocation of their business license for hiring foreign workers without a valid AEP.

6. How to Avoid Delays and Issues

To avoid delays or complications with your AEP renewal, keep the following tips in mind:

• Track your AEP expiration date and begin the renewal process at least 60 days in advance.
• Ensure that all documents are accurate and complete before submission to avoid delays in processing.
• Communicate with your employer about the renewal process to ensure they are aware of any changes to your employment contract that need to be reflected in the AEP.
• Follow up with DOLE if there are any issues or if the processing takes longer than expected.

7. Other Permits and Requirements

Remember that the AEP is only one part of the work authorization process for foreign nationals in the Philippines. You may also need to renew your 9G Working Visa from the Bureau of Immigration (BI) alongside your AEP to ensure that your immigration status matches your employment status.

Conclusion

Renewing your Alien Employment Permit (AEP) is a necessary step for foreign nationals who wish to continue working legally in the Philippines. By following the proper procedures, ensuring that all required documents are prepared, and submitting your application within the required time frame, you can avoid interruptions in your work and stay compliant with Philippine labor laws.