ework permit system · 3 1) introduction the aim of this user manual is to present a detailed...

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MINISTRY OF LABOUR, INDUSTRIAL RELATIONS, EMPLOYMENT & TRAINING

eWork Permit System

A Step by Step Guide for the Online Portal Users

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Table of Contents

1) INTRODUCTION .................................................................................................................................... 3

2) COMPANY REGISTRATION .................................................................................................................... 4

3) DASHBOARD OVERVIEW ....................................................................................................................... 6

4) COMPANY DETAILS ............................................................................................................................... 7

5) PERMISSION IN PRINCIPLE – PIP ......................................................................................................... 10

6) LODGING ACCOMODATION PERMIT – LAP .......................................................................................... 22

7) EMPLOYMENT CONTRACTS ................................................................................................................ 23

8) PROVISIONAL HEALTH CLEARANCE ..................................................................................................... 26

9) WORK PERMIT APPLICATION .............................................................................................................. 28

10) COMPLAINTS ..................................................................................................................................... 44

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1) INTRODUCTION

The aim of this user manual is to present a detailed process of the e-Work Permit System for online

portal users. It explains the purposes and features of the system, the interfaces of the system and what

the system will do.

The e-Work Permit system is a solution that facilitate the application process for Employers/Companies

to obtain Work Permits, Certificate of Exemption, amongst others on a digital platform. The main

benefits of the system can be resumed into the following:

• Quicker submission of applications

• Faster processing time through Workflows

• Tending towards a paperless environment

• Easy searching of applications and expatriates’ information

• Digital future

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2) COMPANY REGISTRATION

Pre-requisites

Make sure you have the following documents readily available and scanned in the appropriate format

(pdf, jpg, png):

• Certificate of Incorporation (where applicable)

• Business Registration Card, (where applicable)

• Proof of Address (e.g. recent Utility Bill or Bank Statement should be less than 3 months)

1. Click on the Register Now button on the e-Work Permit Portal: www.workpermit.mu

2. Read and Agree to the Terms and Conditions before filling in the Registrant Sign-Up form

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3. Indicate whether you are registering as an Individual, Association, Private Company, etc., by

selecting the Type of Applicant from the drop-down list and then click Proceed”

4. Depending on the selection at Step 4, the appropriate Registration Form (individual or

Organisation) will be displayed. Please ill in the fields in the form. Fields, marked with an asterisk

(*) are compulsory

5. Upload all the required documents in the appropriate format provided by the system. The size

limit is of 5 MB

a. Also, scanned pages of same document, e.g. Passport, will have to be submitted as a

single merged document

6. Agree to the Declaration and click JSUBMIT”. A registration email will be sent to the user to guide

him/her on the next step

a. One of the Directors/designated Authorised Users of the e-Work Permit Portal as

provided in the Applicant Registration Form should, within two weeks of the notification

issued by the System, call in person at the Employment Division of the Ministry, Level 11,

Victoria House, Port Louis, within working hours to sign the Applicant Registration Form.

The original of the scanned documents should be produced for verification. The person

calling at the Ministry should bring along his/her National Identity Card

Note: After the company has been approved by the Ministry, the company user can start using the online

system.

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3) DASHBOARD OVERVIEW

After login on the eWork Permit Online Portal, the user is automatically directed to the Dashboard

section where several steps and useful links/documents are provided

A notification icon has been provided where the user can view and manage all his/her notifications

received from the Ministry

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4) COMPANY DETAILS

Users can navigate under the menu Company Details” to view and manage:

• Company Info

o Previous details entered while registering can be viewed or edited

• Directors o Contains the list of Directors

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• Applications Summary

o Dashboard which contains a summary of the application submitted

• Users

o Display the list of users available for a company. Users can also be added from the screen

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• Quota Summary

o Display the list of quotas

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5) PERMISSION IN PRINCIPLE – PIP

Companies proposing to employ a large number of foreign workers or workers in skilled positions like

Machine Operators, Masons, Cooks, etc., should first obtain a Permission in Principle(PIP)/Quota from

the Ministry.

A PIP specifies the number of foreign workers a company is authorized to employ, the positions and the

countries of recruitment. Generally, the ratio of 1 foreign worker for 3 locals is applied in determining a

quota. Flexibility is applied in case of scarcity areas and where justified.

Users can navigate via the menu Permission in Principle to apply, manage PIP and perform various

operations:

• New Request

• Amend Existing Quota

• Project Maintenance

• Additional Quota

• Appeal

• Current Status

New Request

Users can submit new PIP request via the menu Permission in Principle > New Request

1. The Employer Details are already filled in with information submitted at the time of Organisation

registration to the e-Work Permit System. Fill in the required field and click on Save and Proceed”

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2. Enter the information regarding the existing Workforce of the company and proceed

3. Enter the details of the request and proceed

a. For Required Grades, please type the first few letters of the grade being searched for the

required grade to be displayed. Click on the + sign to add additional Job Grades being

requested

b. To add Countries of Recruitment, select the country from the list and click on the → sign.

To remove one from the list on the right, select the country you want to remove and click

on the sign

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4. Enter the Project details and proceed

a. In the event that the project is eligible for Exemption, please provide the documentation

by uploading the relevant document.

5. Scan and attach all relevant documents needed and submit the application

Note: You will receive a notification by email that your application has been successfully submitted. You

will also be notified once a decision has been taken with regards to your application.

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Amend Existing Quota

Users can extend their project or amend their quotas via the menu Permission in Principle > Amend

Existing Quota > Project Extension or Amend Country/Grade Wise

• Project Extension

1. Click on the Project for which extension is being requested.

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2. The details of the Permission in Principle for the Project will be displayed.

3. Please update the date with the new completion date for the project (Project Extension

Date) being requested and attach the supporting document



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• Amend Country/Grade wise

1. Click on the Request for Permission in Principle for which Amendment is being requested

2. The details of the Permission in Principle will be displayed

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3. Edit the required grades and/or Countries of Recruitment



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Project Maintenance

Users can apply for Project Maintenance via the menu Permission in Principle > Project Maintenance

1. All the information should be verified and updated accordingly along with the Project Maintenance

Start and End date



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Additional Quota

Users can apply for additional quotas via the menu Permission in Principle > Additional Quota 1.

Click on the Application in Principle for which Additional Quota is being requested.

2. The details of the additional request (Required No of Workers and Required Grade) should be

entered. Click on + sign to add more requests



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Appeal

Should the applicant not be satisfied with the decision of the Ministry, an appeal may be submitted

online via the menu Permission in Principle > Appeal

1. Click on the Request for Permission in Principle for which you want to appeal. You will see the

details for which the Appeal is being done

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2. Fill in the details for Grounds of Appeal (at the bottom of the form) and attach any relevant

documents that may support the Appeal



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Current Status

The status of requests for Permission in Principle can be viewed via the menu Permission in Principle >

Current Status.

The following status are displayed:

• Incomplete Request

o All requests that have not been submitted are incomplete

• Pending Request

o All requests that have been submitted and not yet approved are displayed on

the grid

• Rejected Request

o All requests that have been submitted and rejected by the Ministry will be

displayed on this grid

• All Request

o All requests (Incomplete, Pending, Rejected) are displayed on this grid

The Acton icon can be used to view each request:

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6) LODGING ACCOMODATION PERMIT – LAP

Employers offering accommodation for foreign employees only. Health and Fire Clearance to be obtained

prior to application of Lodging Accommodation Permit

If the salary is MUR 30,000 or less, a copy of Contract of Employment duly vetted by the Labour Division

of the MLIRET

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7) EMPLOYMENT CONTRACTS

The vetting of employment of contract can be done either by bulk or individually. Users can upload the

employment of contract via Contract of Employment > Upload New

• Change Region of your system

o Open Region in Control Panel

o Change Format to English (United Kingdom)

o Ensure Short date is in format dd/MM/yyyy

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• Bulk (Excel Upload)

o Enter the Contract Name

o Select Yes” on Upload Expatriate Details using Excel

o Download the sample Excel, ill in all the necessary information without modifying the

column name of the Excel Sheet

o Upload the Excel sheet on the Upload Expatriate Details

o Click on Upload Excel button

o After uploading the excel sheet, the Expatriate Information” grid shall be updated with

the data added on the excel sheet

o Add the Job Title” field manually

o Upload the Employment of Contract

o Submit the form

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o The Check Views” grid will be updated with Contract Details. Once it is approved from

the Ministry, the user shall be notified

• Individual (Manual)

o For the manual upload, the user should select No” on the Upload Expatriate Details using

Excel and ill in the mandatory fields and submit the contract for vetting

Users can view all contracts submitted, approved or rejected t via Contract of Employment > Check Views

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8) PROVISIONAL HEALTH CLEARANCE

Users can upload the Provisional Health Clearance & Medical Clearance via the menu Provisional Health

Clearance > Upload New. Bulk or Manual uploads have been provided

• Change Region of your system

o Open Region in Control Panel

o Change Format to English (United Kingdom)

o Ensure Short date is in format dd/MM/yyyy

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o Company Name: Automatically displayed

o Ref Number: Add the Reference Number provided by the Ministry of Health o Date:

Enter the date of issue

o Upload Expatriate Excel: Select Yes” for the bulk option and select No” for manual option

o Upload Excel File: Download the sample, update it with the appropriate information and

upload it

o After updating all the fields, click on the Upload button

o The Expatriate Information grid shall be updated with the records. The user should

upload the Medical Clearance document on the Upload Medical Clearance” and Save

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9) WORK PERMIT APPLICATION

Applications normally fall under two categories:

I. those under a quota/ Permission in Principle already granted. In this case, the e-Work Permit

System will track the number of applications submitted by a company and Work Permits issued.

Applications not in line with that quota or in excess of the quota will not be accepted by the

System

II. those in respect of professionals, technical and managerial grades for which a permission is

generally not needed

Users can navigate via the menu Work Permit, to apply for a Work Permit and perform various tasks:

• New Application

• Renewal

• Cancellation

• Duplicate

• Appeal Renewal

• Appeal

• Current Status

New Application

• Within Quota – Navigate via the menu Work Permit > New Application > Within Quota

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1. Select the appropriate Job Grades and click on Apply for Work Permit”

2. Fill in the appropriate details and click on Next button

a. Passport Number

b. First Name

c. Surname

d. Date of Birth

e. Is this application for renewal?

Note:

I. Companies which are going Live on the eWork Permit are requested to use this menu for

renewal as previous applications submitted on the old system are not available on the new

system. In the future, whenever there is a need for renewal, users can renew via Work Permit >

Renewal. The system shall verify and automatically inform the user under which menu he/she

should apply for renewal

II. If a new application is being submitted, the Provisional Health Clearance is mandatory before

proceeding

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3. Fill in all the mandatory fields regarding the personal details of the expatriate, upload any

attachment and click on save and proceed to the next step

4. Fill in the details of profession

a. If Salary RS 30000 or less, a contract of employment is mandatory on Step 5

b. If Salary is more than RS 30000, a covering letter is mandatory on Step 5

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5. Enter the Employer Details

6. Enter the details of recruitment

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7. Upload the required documents

8. Complete the declaration and click on submit

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9. After the application has been submitted, click on Step 7 – Payment button. Only 2 options have

been provided for the time being:

a. Counter Cash

b. Counter Cheque



• Quota N/A – Navigate via the menu Work Permit > New Application > Quota N/A

1. Fill in all the necessary information, complete all the steps and submit the application

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Renewal

Applications for renewal of Work Permits should be submitted online. The process for the renewal of

Work Permit is similar to that of a new application with the exception of certain documents that will not

be required. All documents in the checklist should be scanned and submitted.

In case no application for renewal is received prior to the expiry of the valid Work Permit, the Passport

and Immigration Office will be notified and requested to take Acton as appropriate at its end. The

company won’t be able to apply for a renewal

1. Users can navigate via the menu Work Permit > Renewal to renew work permit

a. Click on Renewal under the Acton column of the grid

b. 3 months before the Work Permit expire, the application shall be available on the grid

2. Edit the necessary details for all the steps and submit the renewal

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Cancellation

2 types of cancellation have been provided:

1. Cancel Work Permit Application o Option to cancel a work permit application that has

not yet been approved by the Minister

2. Cancel Work Permit o Option to cancel a work permit that has already been approved by

the Minister

Cancel Work Permit Application

Users shall navigate via the menu Work Permit > Cancellation > Cancel Work Permit Application

1. Select the Application No using the checkbox on the left side of the grid

2. Fill in the reason for cancellation and click on Submit

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3. After cancelling an application for work permit, the concerned application will be moved to the

Cancelled Application” menu under Work Permit > Current Status > Cancelled Application

4. An email will also be received to inform that the application for the concerned expatriate has

been cancelled

Note: The company can re-apply for the same expatriate if needed and follow the normal process

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Cancel Work Permit

Users shall navigate via the menu Work Permit > Cancellation > Cancel Work Permit

1. Enter the Expatriate ID and click on Search button

2. Click on the Cancel” hyperlink under the Acton column

3. Verify the Employer Details and click on Save and proceed

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4. Verify the Employee Details, ill in the mandatory fields and submit

Note: Once the cancellation of Work Permit has been approved by the Ministry, the company shall

receive a notification

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Duplicate

Users can request a duplicate work permit via the menu Work Permit > Duplicate

1. Enter the Expatriate ID and click on Search button

2. Click on Duplicate” hyperlink under the Acton column of the grid

3. Verify the Employer Details and proceed

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4. Verify the Employee Details, enter the reason for justifications and submit the form

Note: After completing the payment, the Ministry shall process the application. Once approved, the

duplicate work permit shall be delivered, and the company will be notified

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Appeal Renewal

Should the applicant not be satisfied with the decision of the Ministry regarding the renewal, an appeal

may be submitted online via the menu Work Permit > Appeal Renewal. For tabs have been provided as

follows to better manage applications and their status:

• Eligible for Appeal

o All renewal applications that have been rejected by the Ministry and are eligible for an

appeal shall be displayed on this tab

• Incomplete Appeal

o All appeal applications that have not yet been submitted to the Ministry shall be


• Pending Appeal

o All appeal applications that have been submitted and awaiting the Ministry response

shall be displayed on this grid

• Completed Appeal

o All appeal applications that have been processed by the Ministry shall be displayed on

this grid along with their status (Approved or Turn Down)

1. Select the appropriate application and click on Appeal” hyperlink under the Acton column. The

user can also view the previous application

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2. Employer Details should be verified and then proceed

3. Verify the Employee Details, add the grounds of appeal and any documents before submitting

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Appeal

Should the applicant not be satisfied with the decision of the Ministry, an appeal may be submitted

online via the menu Work Permit > Appeal. The same process as explained on the Appeal Renewal should

be followed.

Current Status

The status of requests for Work Permit can be viewed via the menu Work Permit > Current Status.

The following status are displayed:

• Incomplete Request: All applications that have not been submitted are displayed on this grid

• Cancelled Application: All applications that have been cancelled are displayed on this grid

• Pending Request: All applications that have been submitted and not yet approved or rejected are

displayed on the grid

• Approved Application: All applications that have been approved are displayed on this grid

• Rejected Request: All applications that have been submitted and rejected by the Ministry will be


• All Request: All requests (Incomplete, Cancelled, Pending, Approved, Rejected) are displayed on

this grid

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10) COMPLAINTS

Complaints can be submitted under the menu Contact Us > Submit New Complaints

o Enter all the mandatory fields and submit the form

o Go under Contact Us > View Previous Complaints to view all complaints submitted and

their status

ework permit system · 3 1) introduction the aim of this user manual is to present a detailed...

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