BUSINESS PROCESSES FOR RECTIFICATIONS, TRANSFERS AND APPEALS (REVISED – JAN 2017)

BUSINESS PROCESSES FOR RECTIFICATIONS, TRANSFERS AND APPEALS (REVISED – JAN 2017)

The following administration process applies to transfers and rectifications of visa issued by the Department of Home affairs. It only applies to valid visas in lost, damaged or stolen passport.

It is not applicable to expired passport

RECTIFICATIONS

The department of Home Affairs will only accept requests for rectifications in the following instances:

Approved: Visa labels

Names: Where the names of the applicant are incorrectly spelled or are not captured as indicates by the applicant on their application form

Visa category: Where the visa category is incorrectly captured and is not the same as the one applied for by the applicant. The visa label will only be corrected if VFS can confirm and prove theat the category as per the checklist on the pdf is correct and the category on the vusa label is incorrect.

Reference Nr.: Where the application reference number on the visa label is icorrect and does not correspond with the reference number allocates to the applicant on their original visa application form.

Dates: Where the issue date and the expiry date do not correspond, for instance where the validity period of the vsa is issued for a period longer than the period prescribed for the category applied for. Eg, a visitor's visa issued for 4 years.

Visa conditions: Where the conditions of a visa are incorrect. For example; where the applicant applied for a work visa which is granted, but has the incorrect name of the employer or the position.

Visa conditions – Secondary activities: Where the conditions on the visa were supposed to have more than one activity. For example; „to continue employment with ABSA bank as a general manager while studying with WITS university“.

The Department will accept a rectification if the visa was issued as „to continue employment with ABSA bank as a general manager“ and the applicant requests that the correct secondary activity of study be added.

Note: This will only be done if in the original application this was the full purpose of the application. This rectification does not apply to applicants who wish to add a secondary activity later after receiving the visa.

This service (Rectification) is free of charge. No DHA/VFS fee payable.

VISA TRANSFERS

The department of Home affairs will only accept requests for visa transfers in the following instances:

Where the applicant wishes to transfer a temporary residence permit (Issued before June 2014) or temporary residence visa (Issued after June 2014) for ay of the following reasons:

  • A valid visa in a lost/stolen passport
  • A valid visa in a damaged passport
  • Avalid visa in a full passport (no sufficient pages) – VFS must verify this claim at the time of submission of application at VFC.

Important Notes:

  • The department will re-issue a new visa label with the same expiry date of the visa label in the lost/stolen/damaged passport.
  • The department will not transfer/rectify any visa label which has less than 60 days before it expires.
  • No new (additional)  days/expiry dates will be given to the applicant.
  • The only new information on the new visa label will be the new VFS rectification/transfer reference number, the new passport number and the issue date.
  • The visa conditions will remain the same.
  • The application must have a written confirmation from the Department of Home Affairs regarding the validity of their visa & (where possible) the copy of the visa to be transferred. NO screen dumps from MCS or Track & Trace obtained from DHA Regional Offices or Head Office will be accepted as a proof of validity.
  • No visa transfer will be made from an expired passport to a new passport, regardless of the expiry date of that visa label

The applicant will have to make a new visa transfer (TRT) application at VFS. This service (Visa Transfer)  is NOT free of charge. There is no DHA fee but the VFS fee is payable.

GUIDELINES TO THE APPLICANT (NOTE 1)

  • If you wish to rectify/transfer a visa issued at a South African High Commission (abroad) after 2014.
  • If you wish to rectify/transfer a visa issued at a Regional Office of Home Affairs prior to June 2014.
  • The applicant must send an email to DHA requesting a confirmation of the authenticity and validity of their visa to be transferred/rectified. A copy of the visa (if available) and the passport details (of the passport which originally had the visa label that must be transferred) must be part of the email.
  • Once written confirmation has been received from DHA, the applicant must complete the transfers and rectification form available on the VFS website (www.vfsglobal.com/dha/southafrica).
  • The applicant must submit the copy of the written confirmation letter together with VFS Checklist attaching any other document required (such a an affidavit issued at a South African Police Services detailing the reasons for the request).
  • If the written confirmation from DHA is positive, a new visa label with the same expiry date as the lost/damaged/stolen visa will be issued to the new passport. The visa transfer/rectification process should not be used to extend any visa or legal status of the applicant or change the visa category or conditions.  

Due to the different time zones and operating hours, it may take longer to verify a visa that issued abroad. Applicants can expect a slightly longer response from DHA.

GUIDELINES TO THE APPLICANT (NOTE 2)

  • If you wish to rectify/transfer a cisa issued through VFS (in South Africa) after June 2014.
  • The applicant must submit a transfer/rectification application directly online and comply with the VFS transfers/rectification checklist. (NB: For visas issued via VFS there is no need to request verification from DHA)
  • On the day of submission, the manager st the VFS centre of application will prepare a written confirmation and certify that the visa label being transferred/rectified was issue and collected via VFS.
  • The written confirmation from VFS must accompany the VFS Checklist together with any other document required (such as an afficavit issued at a South African Police Services detailing the reasons for the request).
  • If the application is approved, a new visa label with the same expiry date as the lost/damaged/stolen visa will be issued to the new passort. The visa transfer/rectification process should not be issued to the new passport. The visa transfer/rectification process schould not be used to extend any visa or legal status of the applicant or change the visa category (except where it is clear that the error was made by the Department).

Please note: The Department will not re-issue any visa labels through VFS for holders of Quota Work Permits as this category has been abolished. The Visa Adjudication System of DHA is not enabled to print visas for Quota Permits. Holders of such are advised to apply for any of the new category of visas that they qualify for or contact the call entre of the Department for advice.

REJECTION LETTER

Section 8 of The Immigration Act stipulates that an applicant aggrieved by a decision issued by the Department may, within 10 working days from receipt of the Rejection Letter make an application in the prescribed manner to the Director-General for the review or appeal that decision.

In terms of procedure a negative decision already issued by the Department can only be reviewed by following the Appeal process. N o requests for a review of any negative decision will be accepted if it is not submitted as an Appeal. All requests for review of a decision as a result of:

  • Mistakes perceived to have been made by the adjudicator
  • Where the applicant believes that they have been rejected on a wrong category
  • Rejection reasons considered to be wrong by the applicant
  • Where the adjudicator claims that one or more supporting documents were not in the application but the applicant insists that the documents were attached
  • Any other negative reason not mentioned above

Where there are spelling/typing or material errors in the rejection letter related to the reference number, visa category and names of the applicant, the VFS manager should send an email to the relevant manager at DHA for correction. There is no rectification of the desisions contained in the rejection letter.

„VALID“ VISA IN AN EXPIRED PASSPORT

Immigration Regulation 2(3) states that „The period of validity of a passport contemplated in section 9(4)(a) of the Act shall not be less than 30 days after the foreigner's intended date od departure from the Republic“.

A temporary residence visa should not be issued for any validity period that exceeds the expiry date of a passport. A visa issued beyond the expiry date of a passport. A visa issued beyond the expiry date of a passport shall immediately lapse on the same date that the passport expires and will not be transferred to a new passport.

A visa issued with an expiry date beyond that of a passport is considered to have been issued in error and when discovered shall be withdrawn. In terms of section 48 of the immigration Act 2002, as amened, no illegal foreigner shall be exempt from the provision of this Act or be allowed to sojourn in the Republic on the grounds that „he or she was admitted or allowed to remain in the Republic through error“ or misrepresentation or because his or her being an illegal foreigner was undiscovered.