Travel Documentation & Formalities

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Slide 1: 

Travel Documentation & Frontier Formalities A Presentation by Rajiv Bajaj

Finding Travel Information : 

Finding Travel Information Travel Information Manual – IATA’s monthly publication. World's leading source for information on travel requirements. Up-to-date country entry requirements worldwide. Rules & regulations for more than 216 countries.

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Contains country-wise information on subjects such as: Passports Visas Health information Airport Tax Customs Regulations Currency Regulations

Slide 4: 

Online version – Timatic Web. Also available through CRS. Extremely important tool for a travel agent.

Slide 5: 

Travel Documents

Passport : 

Passport An official document issued by a competent public authority or official; the sovereign head of the country. The President of India is the issuing authority in our country. A privilege issued to citizens of a country, or aliens residing in that country, for a period of time. Every citizen's birthright. Types of passport ….

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Ordinary Passport for common citizens. Diplomatic Passport for people with Diplomatic or Consular status. Official Passport for Government Officials travelling on official government business. Diplomatic Ordinary Official

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Diplomatic & Official / Government - valid only so long as the person holds the status officially. Must be surrendered at end of tenure. Also, Temporary or Ad-hoc Passport – for people who go for HAJ through WAKF board. Valid for duration of, and specific purpose of Haj.

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Alien Passport Issued to alien residents of issuing country – those who have taken up official residence (either permanent or temporary) in a country other than that of their nationality.

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Children’s Identity Card Issued by some countries to minors in lieu of passport.

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An Ordinary Indian Passport

Passport Details : 

Photograph Signatures Passport Number Date of Birth Place of Birth Place of Issue Date of Issue Date of Expiry Nationality Family Name First Name Signatures & Seal of Issuing Officer Passport Details

Seaman’s Book - CDC : 

Seaman’s Book - CDC Valid Travel Document issued to sailors by ILO member countries. Valid for a longer period of time. Also known as Continuous Discharge Certificate.

CDC Book – Inner View : 

CDC Book – Inner View

Laissez Passer Issued by UN : 

Laissez Passer Issued by UN International Red Cross or the United Nations issue this document.

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Indian passports also subject to an Emigration clearance from the office of Protector of Emigrants. This is applicable for some of the countries. Europe, U.S., Canada and some other countries are exempted. Required for all countries in the Middle East & some Asian & African countries. For tourist purposes, a waiver required for each trip.

Visa : 

Visa "Visitors Intended Stay Abroad" As per TIM, a Visa is an entry in a passport or other travel document made by a consular official of a government to indicate that the bearer has been granted authority to enter or re-enter the country concerned.

Types of Visa : 

Types of Visa Tourist Visa Immigrant Visa Student Visa Employment Visa Medical Visa Business Visa Pilgrim Visa Transit Visa TWOV (Transit Without Official Visa)

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Normally granted by High Commission / Embassy / Consulate of a country. Granted subject to eligibility, on application made in the prescribed form, supported by the necessary documents, along with the required number of photographs. A visa fee may be charged by the embassy to process the application.

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Tourist Visa - Documents generally required: A Valid Passport A Visa application form Visa application fee A confirmed return ticket Proof of adequate funds Hotel voucher etc.

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Visas, when granted, are endorsed on the passport, detailing the period of the stay in the country. May be for Single, Double or Multiple entries, depending on the purpose. CAUTION: Visa does not guarantee right of entry. Final decision rests with competent authorities at port of entry.

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Australian Visa Specimen

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U.S. Visa Specimen

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Schengen Visa Specimen

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Schengen – Agreement between several EU Members to remove Immigration controls for travel within their collective territories. This creates a “Borderless” region known as the “Schengen Area”. Came into effect on 26 March 1995.

Schengen Members : 

Austria Germany Belgium Denmark Finland France Greece Iceland Italy Luxemburg Norway Portugal Spain Schengen Members Estonia Latvia Lithuania Poland Czech Republic Slovakia Slovenia Germany Hungary Malta Sweden The Netherlands

Foreign Exchange : 

Foreign Exchange All travel abroad requires Foreign Exchange. Strict rules govern issuance of Foreign Exchange. Covered under the FEMA, introduced in the year 2000, and replaced the outdated FERA. Must be procured through an RBI authorised Money Changer license holder.

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Rules for Tourists Each Indian national has a Basic Travel Quota (BTQ). Entitled to purchase up to 10,000 USD per calendar year against BTQ. For a single trip, maximum purchase of Currency Notes allowed is USD 2000. Any amount over this has to be purchased in form of Travellers Cheques.

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For purchase amounts exceeding INR 50,000 the allowed payment mode is only by Bank Drafts or Cheques. For availing BTQ, for each purchase pax must fill up the BTQ form. Documents required for drawing BTQ are an air ticket & a visa. Endorsement of BTQ on passport not mandatory. However, a bill as proof of purchase is a must.

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Rules for Business Travellers Under FEMA, No Annual limit. Can draw up to USD 25,000 for each trip, even if travelling for just a day.

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Rules for Students A TRS (Travelling form for Students) is to be filled up, and submitted along with: A valid passport. Admission letter from the university. Form 120 of RBI. Latest score-card. Estimate of expenses on official university letterhead. The questionnaire given by the bank.

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Students can draw a maximum of 1,00,000 USD for education purposes. Additionally, they are also allowed to avail their BTQ of USD 10,000 for the first trip.

Health Documents : 

Health Documents Some countries require visitors to take some precautionary vaccinations prior to a visit. These are normally for Yellow Fever & Cholera infected zones. Pax must have these vaccinations endorsed in a booklet, format for which is prescribed by the WHO.

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Important Vaccinations

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Yellow Fever - Validity of Vaccination Primary Vaccination - Certificate valid for 10 years beginning 10 days after primary vaccination. Re-vaccination within validity - Certificate will be valid for another 10 years beginning on the date of re-vaccination. However the old certificate must be shown during the first 10 days after re-vaccination.

Slide 37: 

Cholera - Validity of Vaccination Primary Vaccination - Certificate valid for 6 months beginning 6 days after primary vaccination. Re-vaccination within validity - Certificate will be valid for another 6 months beginning on the date of re-vaccination. However the old certificate must be shown during the first 6 days after re-vaccination.

Slide 38: 

Need for Health Certificates Depends on where pax has come from & whether he has stayed for sometime in an infected area. Some countries having zones infected by Cholera or Yellow fever do not require health certificates. However, as a precaution, pax should be advised to vaccinate before visiting certain tropical regions of Africa & South America.

Airport Tax : 

Airport Tax Many countries charge airport tax from passengers departing from their airports. The information regarding each country’s airport tax can be found in the TIM. Most countries require this tax to be collected on the ticket itself. Hence this info also included in fares / pricing function of CRS.

Currency Regulations : 

Currency Regulations Contained in the TIM are currency regulations for each country. This includes details of Currency Import & Export. Import – How much of currency can a passenger bring into the country. Export – How much Foreign Exchange can a passenger carry out of the country.

Customs Regulations : 

Customs Regulations TIM includes information on Customs regulations for all countries. This information is about what a passenger can bring into and take out of a country without having to pay duty. Also known as the Duty-free allowance of a passenger.

Travel Insurance : 

Travel Insurance Always advisable to carry Insurance while travelling abroad. Also mandatory for many countries. Covers several risks associated with travel. Should be pre-purchased and must remain valid for the duration of trip. Covers several risks, such as…

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Loss of Advance Deposit Travel Delays Medical & Related Expenses Interruption / Curtailment

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Returning to Resume Travel Personal Accident Luggage, Personal Effects & Money Loss Personal Liability

Slide 45: 

Frontier Formalities

Frontiers / Borders : 

Frontiers / Borders All Borders & Ports from where a visitor legally enters or leaves a country are subject to controls by Immigration & Customs. Applicable whether arrival / departure is by Land, Sea or Air. All International Airports are also known as Gateway Points – from where International Air Travel is possible.

By Air - Before Landing… : 

By Air - Before Landing… Filling up of Disembarkation Cards. If arrival is by Land or Sea, these forms are available at the port of arrival. These are required for Arrival Immigration check. Must be produced along with Passport / Travel Document.

Slide 48: 

Disembarkation Card Specimen

After Landing… : 

After Landing… Submission of Disembarkation Card & Passport Check at Immigration. Ensure Arrival Stamp placed in passport. Collect Baggage. Duty-Free shopping may be done at this point if arriving at an International airport. However, the Free Allowance limit must be borne in mind while making purchases.

Health Check : 

Health Check Many countries have special Health Check counters on arrival. Currently, most countries have special counters for screening passengers with symptoms of Swine Flu.

Customs Check : 

Customs Check After baggage collection, proceed for customs clearance. Green Channel – Nothing to Declare. Red Channel – Items to Declare / Dutiable items.

Exit : 

Exit After Customs check, exit. End of Arrival Formalities.

Departure - On Reaching Airport : 

Departure - On Reaching Airport Keep Ticket / Passport Handy. Will be required for entering the airport.

Departure - Immigration Check : 

Departure - Immigration Check After Check-in at the airline counter, proceed for immigration check. Hand over Passport & Embarkation card. When cleared, check – Departure stamp in Passport. Departure stamp on Boarding Pass.

Slide 62: 

Embarkation Card Specimen

Customs Check : 

Customs Check Customs check on departure rare in most countries. However, exists in India. Check for – 1. Unauthorised Foreign Exchange. 2. Contraband / Prohibited Goods. 3. Goods in commercial quantities.

Departure : 

Departure After Customs Check & Security Check, the passengers can proceed to board the flight or vessel.

Slide 68: 

Thank You. Questions ?