Process of Applying for and Extending Visas for Foreign Nationals at University of Economics Ho Chi Minh CityApplying for and Extending Visas for Foreign Nationals at University of Economics Ho Chi Minh City

Procedures for guaranteeing foreigners' entry into Vietnam

Step 1: Send a request

• The UEH unit sends an application request to HRM/RMIC/DSA/PTH through the online form at the Kho tri thức UEH (UEH Knowledge portal) (https://hotro.ueh.edu.vn/), including the information below:
  • Name of the program at UEH:
  • Invitation letter:
  • Organization:
  • Certified copy of Certificate of Work Permit (for LĐ2 visa) or Certificate of Exemption from Work Permit for cases of work permit exemption (for LĐ1 visa). If employees do not have a work permit or an exemption from a work permit, they should contact HRM for advice and support (in the case of experts, foreign nationals with a labor contract with UEH);
  • Temporary Residence Card (TRC) or Certificate of Temporary Residence of Foreigners (in cases of request from the Immigration Department) (in the case of experts, foreign nationals' workers with labor contracts with UEH);
  • 01 3x4 portrait photo: a foreigner with Chinese or Taiwanese nationality to be granted a separate visa (in the case of a specialist, a foreign national employee who has a labor contract with UEH);
  • List of participants (Choose one of the two):
    • List of foreigners applying to enter Vietnam, case of electronic visa application (CSHTNH.QT.10.01 form);
    • List of foreigners applying to enter Vietnam, other cases ( CSHTNH.QT.10.02 form).
  • Receive soft file of response results from Vietnam Immigration Department - Ministry of Public Security via email (without signature or stamp).
• Skip to step 2.

Step 2: Receive

• When the UEH unit successfully submits the request, the CRM system automatically creates a ticket and assigns it to the unit in charge of processing;
• HRM/RMIC/DSA/PTH will check information, compare it, and respond to the UEH unit via the CRM system within 1-2 days of receiving the request for a guarantee for foreigners. 
  • Step 2a: Valid dossier → Notify that the application is valid and is being processed (Skip to step 3);
  • Step 2b: Invalid dossier → HRM/RMIC/DSA/PTH rejects, closes, and saves the file;
  • Step 2c: Editing the dossier → HRM/RMIC/DSA/PTH requesting additional, adjusting dossier. (Go back to step 1) 

Step 3: Process

• Step 3a: In case of electronic visa (E-visa):
  • After receiving a complete application and being able to issue an electronic visa, HRM/RMIC/DSA/PTH will make a declaration at the Vietnam Immigration Portal: https: //evisa.xuatnhapcanh.gov.vn/web/guest.
    • Step 3a.1: Use the provided account to log in to the declaration and submit the electronic visa application file;
    • Step 3a.2: Enter the information of foreigners requesting electronic visas.
    • Step 3a.3: Sign and confirm the requested information with an electronic pen.
    • Step 3a.4: Pay the e-visa fee (the e-visa fee is paid via an electronic payment gateway regulated by the Immigration Department and is non-refundable in case the applicant is not granted a visa);
    • Step 3a.5: Use the provided account to check the results, and if approved, send the electronic file code to the foreigner to print the e-visa and enter or exit Vietnam.
  • Skip to step 5
• Step 3b: Other case:
  • After receiving a complete application and being able to issue an electronic visa, HRM/RMIC/DSA/PTH will make a declaration at the Vietnam Immigration Portal: https: //evisa.xuatnhapcanh.gov.vn/web/guest.
    • Step 3b.1: Use the provided electronic account to log in to the "Invitation and Guarantee" section for foreigners to enter;
    • Step 3b.2: Enter the information from the official letter requesting approval and inspection of foreign personnel on entry and the electronic file code. Choose to receive replies to paper dispatches or not, depending on user needs;
    • Step 3b.3: Download the Official Disclosure from the Portal (Form NA2) in accordance with the regulations of the Ministry of Public Security (Form ITS.QT.10.03).
  • Skip to step 4

Step 4: Perform digital signature on UEH's E-office system

• Within 01 - 02 working days, HRM/RMIC/DSA/PTH will carry out the process of digitally signing the official letter requesting the entry of foreigners on the UEH E-office system and issue the approved document to the applicant;
• Currently, the Immigration Department - Ministry of Public Security has not accepted the digitally signed document from UEH. Therefore, after completing the digital signature process, HRM/RMIC/DSA/PTH submits the paper document for signature and approval to the Board of Managers and stamps it. 
• Skip to step 5.

Step 5: Return the dossier and look up results

• The UEH unit receives a notification from the CRM system or actively looks up the request status at the Kho tri thức UEH (UEH Knowledge portal) (https://hotro.ueh.edu.vn/), and comes to receive the application. The UEH unit will be instructed by the unit that is in charge of instructions on application procedures at the Immigration Department - Ministry of Public Security:
  • For cases of experts and foreign nationals with labor contracts with UEH, the dossiers will be received, registered, declared, and processed directly by HRM, and documents will be submitted to the Immigration Department - the Ministry of Public Security. The functional units are responsible for supporting and coordinating HRM to complete the procedures for guaranteeing learners' entry into Vietnam;
  • For cases of experts and authors with foreign nationality participating in the UEH-level scientific seminar program, the dossiers will be received, registered, declared, and processed by RMIC directly before being submitted at the Immigration Department - the Ministry of Public Security. The functional units are responsible for supporting and coordinating with RMIC to complete the procedures of guaranteeing learners to enter Vietnam;
  • For cases in which foreign nationals are abroad and have already had a matriculation decision, the study decision shall be issued by UEH; for learners with foreign nationality participating in the UEH-level student exchange program, the DSA receives, registers, declares, and directly processes and submits the application at the Immigration Department - the Ministry of Public Security. The functional units are responsible for supporting and coordinating the DSA to complete the procedures for guaranteeing learners' entry into Vietnam;
  • For students, experts, and authors with foreign nationality participating in international student exchange programs/scientific conferences at training units, the PTH is responsible for the organization. The organization will receive, register, and directly handle the submission of dossiers at the Immigration Department - the Ministry of Public Security. The functional units are responsible for supporting and coordinating with PTH to complete the procedures for guaranteeing learners' entry into Vietnam.
• Dossier includes:
  • Legal entity dossier, including:  Establishment license (notarized copy) + Certificate of seal sample, official letter NA16 + Power of attorney (if any). UEH has registered an electronic account. Please ignore this entry;
  • Official letter applying for entry - form NA2 with bar code (Form HTNH.QT.10.03) + Photo of passport identity page;
  • Documents proving the purpose of entry;
  • Letter of introduction of the person to submit the application, clearly stating the position, working position, mobile phone number (issued by Administration Office);
  • Certified copy of Certificate of Work Permit (for LĐ2 visa) or Certificate of Exemption from Work Permit for cases exempt from work permit (for LĐ1 visa). If employees do not have a Work Permit or Work Permit Exemption certificate, they should contact HRM for advice and support (in the case of experts, foreign nationals with a labor contract with UEH);
  • Temporary Residence Card (TRC) or Certificate of Temporary Residence of Foreigners (in cases of request from the Immigration Department) (in the case of experts, foreign nationals' workers with labor contracts with UEH);
  • 01 3x4 portrait photo: a foreigner with Chinese or Taiwanese nationality to be granted a separate visa (in the case of a specialist, a foreign national employee who has a labor contract with UEH);

Note: DSA serves as the point of contact for managing UEH's electronic accounts as well as advising and resolving any issues that may arise between UEH and the Immigration Department - the Ministry of Public Security. During the implementation process, if the applicant has questions or needs to solve related issues, please contact HRM/RMIC/DSA/PTH for advice and support. For special cases, HRM/RMIC/DSA/PTH will seek guidance from the UEH Board of Managers to resolve related issues (if any).

• Summary of the application process at the Immigration Department - Ministry of Public Security:
  • Address: Immigration Department - Ministry of Public Security, 333-335-337 Nguyen Trai Street, District 1, Ho Chi Minh City;
  • Phone number: 028.39202300 / Phone number to answer immigration procedures of foreigners: 028.39200365;
  • Step 5.1: Get the number at the Instruction Desk;
  • Step 5.2: Submit dossier at the counter shown on the order number;
  • Step 5.3: Pay the fee for dossier/faxing the official dispatch according to current regulations;
  • Step 5.4: Receive the official letter (signed and stamped by the Immigration Department - Ministry of Public Security) to reply according to the receipt or HRM/RMIC/DSA/PTH will provide a soft file of the response results of the Immigration Department - Ministry of Public Security (without signature or stamp).
  • Look up the results and send the results to the applicants within 01 - 02 days from the date of receiving the processing results (if any);
• Skip to step 6.

Step 6: Save the dossiers

• HRM/RMIC/DSA/PTH will store dossiers in the CRM system indefinitely.
• Archives include:
  • Letter of request to sponsor foreign learners to enter Vietnam;
  • List of foreigners applying for entry into Vietnam; electronic visa cases (if any);
  • List of foreigners applying to enter Vietnam, other cases (if any);
  • Immigration letter: Form NA2 with barcode (if any);
  • Documents proving the purpose of entry (including: an invitation letter, a certificate of matriculation, etc.);
  • Official reply from the Immigration Department - Ministry of Public Security on the entry of foreign visitors, the case of electronic visa (if any);
  • Official reply from the Immigration Department - Ministry of Public Security on the entry of foreign visitors, other case (if any)
  • Certified copy of Certificate of Work Permit (for LĐ2 visa) or Certificate of Exemption from Work Permit for cases exempt from work permit (for LĐ1 visa). If employees do not have a Work Permit or Work Permit Exemption certificate, they should contact HRM for advice and support (in the case of experts, foreign nationals with a labor contract with UEH);
  • Temporary Residence Card (TRC) or Certificate of Temporary Residence of Foreigners (in cases of request from the Immigration Department) (in the case of experts, foreign nationals' workers with labor contracts with UEH);
  • 01 3x4 portrait photo: a foreigner with Chinese or Taiwanese nationality to be granted a separate visa (in the case of a specialist, a foreign national employee who has a labor contract with UEH);

Send a request: here

Visa extension procedures for foreigners

Step 1: Send a request

• Foreigner sends an application request to HRM/DSA via the online form at Kho tri thức UEH (UEH Knowledge portal) (https://hotro.ueh.edu.vn/), including the information below:
  • Occupation (Student or Lecturer/Employee);
  • Scan files of Passport (including the profile page and all other pages with content);
  • Scan file of Temporary Residence Card (certified by the local police);
  • Scan file of Study Decision/Matriculation Notice Paper/ Certificate of Work Permit/Certificate of Exemption from Work Permit;
  • Scan file of Official Note, Official Letter of the country (if any);
  • Scan file of the application form for visa and temporary residence extension - form NA5 (Form CSHTNH.QT.10.04).
• Skip to step 2

Step 2: Receive

• When the foreigner successfully submits a request, the CRM system automatically creates a ticket and assigns it to the unit in charge of processing.
  • Step 2a: Valid dossier → Notify valid application, submit NA5 declaration form at the location notified by email → Processing the application (Skip to step 3);
  • Step 2b: Invalid dossier → HRM/DSA rejects, closes, and saves the dossier;
  • Step 2c: Editing the dossier → HRM/DSA requesting additional, adjusting dossier. (Go back to step 1).

Step 3: Process

• Within 01 - 02 days, HRM/DSA will process, verify and provide some relevant documents:
  • Official dispatch of Visa extension request (Form CITNH.QT.10.05);
  • Certificate of student studying at school (Form INHNH.QT.10.06);
  • Confirmation of the visa and temporary residence extension application form - form NA5 (Mẫu CSHTNH.QT.10.04).
• Skip to step 4

Step 4: Perform digital signature on UEH's E-office system

• Within 1–2 working days, HRM/DSA will carry out the process of digitally signing the official letter requesting visa extension for foreigners on the UEH E-office system and issue the approved document to the applicant (Form CSHTNH.QT.10.05)
• Currently, the Immigration Department - Ministry of Public Security has not accepted the digitally signed document from UEH. Therefore, after completing the digital signature process, HRM/DSA submits the paper document for signature and approval to the Board of Managers and stamps it:
• Skip to step 5

Step 5: Return the dossier

• The foreigner receives a notification from the CRM system or actively looks up the request status at the Kho tri thức UEH (UEH Knowledge portal) (https://hotro.ueh.edu.vn/), and comes to receive the application. He/she will be instructed by the unit that is in charge of instructions on application procedures at the Immigration Department - Ministry of Public Security:
  • For cases of experts and foreign nationals with labor contracts with UEH, the dossiers will be received, registered, declared, and processed directly by HRM, and documents will be submitted to the Immigration Department - the Ministry of Public Security. The functional units are responsible for supporting and coordinating HRM to complete the procedures;
  • For cases where foreign nationals are in Vietnam and have had a matriculation decision or a study decision issued by UEH, DSA will receive and directly process the application at the Immigration Department - Ministry of Public Security. The functional units are responsible for supporting and coordinating the implementation.
• Dossier includes:
  • Official dispatch of Visa extension request (Form CSHTNH.QT.10.05);
  • Confirmation of the visa and temporary residence extension application form - form NA5 (Form CSHTNH.QT.10.04);
  • Certificate of temporary residence (applicant prepares by himself/hershelf);
  • Certificate of student/student studying at school (Form CSHTNH.QT.10.06);
  • Study decision/dispatch/dispatch sending to study (the applicant prepares his/her own);
  • Original passport: Passport must be valid for at least one month longer than the duration of the visa;
  • Certified copy of Certificate of Work Permit (for LĐ2 visa) or Certificate of Exemption from Work Permit for cases exempt from work permit (for LĐ1 visa). If employees do not have a Work Permit or Work Permit Exemption certificate, they should contact HRM for advice and support (in the case of experts, foreign nationals with a labor contract with UEH);
  • Temporary Residence Card (TRC) or Certificate of Temporary Residence of Foreigners (in cases of request from the Immigration Department) (in the case of experts, foreign nationals' workers with labor contracts with UEH);
  • 01 3x4 portrait photo: a foreigner with Chinese or Taiwanese nationality to be granted a separate visa (in the case of a specialist, a foreign national employee who has a labor contract with UEH);

Note: DSA serves as the point of contact for managing UEH's electronic accounts as well as advising and resolving any issues that may arise between UEH and the Immigration Department - the Ministry of Public Security. During the implementation process, if the applicant has questions or needs to solve related issues, please contact HRM/DSA for advice and support. For special cases, HRM/DSA will seek guidance from the UEH Board of Managers to resolve related issues (if any).

Summary of the application process at the Immigration Department - Ministry of Public Security:

• Address: Immigration Department - Ministry of Public Security, 333-335-337 Nguyen Trai Street, District 1, Ho Chi Minh City;
• Phone number: 028.39202300 / Phone number to answer immigration procedures of foreigners: 028.392003;
  • Step 5.1: Get the number at the Instruction Desk;
  • Step 5.2: Submit dossier at the counter shown on the order number;
  • Step 5.3: Pay the fee for dossier according to current regulations (if nay);
  • Step 5.4: Get the result (passport stamped with a new visa, renewed) and reply according to the receipt.
  • Skip to step 6.

Step 6: Update the results

• Foreigner will pay visa fees in accordance with current regulations (if any) and receive processing results from the Immigration Department - Ministry of Public Security. Foreigner update the visa extension results right at the attachment of the file at Kho tri thức UEH (UEH Knowledge portal) (https://hotro.ueh.edu.vn/) or respond to the email received from the CRM system in step 5. The purpose of updating is to manage and statistically track the success rate of a foreigner's visa extension request. 
• If the requester fails to update the results or does so after the prescribed time (one month from the date of receiving the processing results), HRM/DSA reserves the right to refuse to support the request the next time;
• Skip to step 7.

Step 7: Save the dossiers

• HRM/DSA will store dossiers in the CRM system indefinitely
• Format and storage space: all documents are saved as PDF files (scanned from the original); if done online, the answer results are saved online at Google Drive or OneDrive of HRM/DSA;
• Archives include:
  • Letter of request to provide visa extension documents;
  • The application form for visa and temporary residence extension - form NA5;
  • File scan of newly issued visa page;
  • Decision to study, official dispatch, dispatch to study;
  • Scan file of the certificate of temporary residence of the foreign student;
  • Certificate of student studying at the school.

Send a request: here

(for more information, please view here)