Denmark – Work Permit

Check list & Process Flow

International Mobility Team

Current Document Version / Details : Ver. 1.0/18-July-2016
L&T Infotech Proprietary

18-July-2016

INDEX

1. Eligibility for Work Permit

2. Key Pointers
3. Documents needed for Work Permit Approval
A. Employee B. LTIL
4. Documents needed for Work Permit stamping
A. Employee B. LTIL
5. Work Permit Process
6. Work Permit Milestones
7. FAQ on the Work Permit Process and Applications (for VISA Applicant)
8. Application Forms
9. Post Travel Formalities
10. Acronyms
11. Record of Version Release

(1) Eligibility for Denmark Work Permit

 All employees who are A, B and C levels who are on the rolls of the company.
 Retainers (who are on direct contract with the Company for more than 12 months)
equivalent to A12 and above cadre.
 Retainers will need exceptional approval from Head - International Mobility
 Should have a Passport with a minimum validity of 6 months with at least two blank pages.

(2) Key Pointers

a. Document Specifications :

All the documents should be:

 In soft copies
 Clear & Legible
 It should be in PDF/Word Doc format ( wherever applicable )
 If PDF, each file size should be less than 1 MB
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b. Photo specifications – for Stamping only

 35 x 45 mm
 white background
 Glossy finishing
 80 % facial features
 teeth should not be visible in the photo
 must be less than 6 months old

c. General Information :
 All forms to be filled in BLOCK LETTERS.
 Applicant signature on visa forms should match with signature on their Passport.
Applicants can be asked for additional documents if deemed necessary by the Immigration

(3) Documents for Work Permit Approval

1. A (i) Documents to be submitted by Employee

Samples /
Document Checklists Forms Instructions

Employee Information Form (Completely Filled)

Employee Info Employee Info
Form.xls
Form.xls

Passport Copies all pages including blank pages

Confirmation letter

Visa Form No. AR1

AR1 Form.doc

Updated Resume

Job Description – 15 to 20 Bullets in Word Document

Job Description -
Template.doc

Power of Attorney
Power of
Attorney_Fast Track.pdf
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1. A (ii) Documents to be submitted by Employee for dependents when applying together

Passport Copies all pages including blank pages

Power of Attorney
Power of
Attorney_Fast Track.pdf

Marriage certificate. Attested translated Copy, if issued in any

other language other than English

Birth certificate. Attested translated Copy, if issued in any other

language other than English

Visa Application Form No. FA8 for each dependant(s)

MF1_Family.doc FA8 - Sample.pdf

1. A (iii) Documents to be submitted by Employee for dependents when applying separately

Passport Copies all pages including blank pages

Power of Attorney
Power of
Attorney_Fast Track.pdf

Marriage certificate. Attested translated Copy, if issued in any

other language other than English - Photocopy
Birth certificate. Attested translated Copy, if issued in any other
language other than English - Photocopy

Visa Application Form No. FA8 - separately filled and signed by

each dependent(s). For child- either of the Parent can sign on
MF1_Family.doc
application form beside the thumb impression of child.

1. (B) Documents to be arranged by LTIL

Danish Salary Certificate

Download from
Highest Degree Certificates
DMS
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Download from
LTIL offer Letter
DMS

Employment Agreement Letter

Important note:

International Mobility Team will download the degree certificate copy uploaded by the
employee in the Empower system.
Employee is required to upload the copy of the highest degree certificate in the system.

(4) Documents needed for Work Permit Stamping

(A) Documents to be submitted by Employee

Original Valid Passport with 12 months validity*

Original Photograph - Two No’s (Refer specification Above)

BioMetric Receipt Copy

Denmark Application Detail Form

DENMARK DETAILED
FORMS2015.pdf

Photocopy of Work Permit Approval

Authorization Letter (Only for Mumbai and Pune Location)

Authorisation Letter
denmark.docx

*Check if the existing Schengen Business Visa is cancelled – If Applicable

(B) Documents to be arranged by LTIL

Covering Letter

(5) Denmark Work Permit Process

Steps Process Owner Process Days

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Visa Facilitation
Step 1 Desk Verify all the documents against the documents checklist. Day 0 + 1

Visa Facilitation Save all the documents under a common directory named with “PS
Step 2A Day 0 + 1
Desk Number_Applicant’s Name”.

Visa Facilitation
Desk
Step 2B Create the case number in IMage. Day 0 + 1

Visa Processing Initiate request with Compensation Team for Salary Certificate and
Step 2C Day 0 + 2
Officer prepares the Employment Agreement Letter

Sign on the Employment Agreement Letter and forward to VPO as

Step 3 Employee/BU Day 0 + 2
a soft copy.

Visa Processing Forwards the Completed set of documents to Denmark Office with
Step 4 Day 0 + 3
Officer a Mail notification.

Representative
Obtain Signature from Country Manager in the Employment
Step 5A from Denmark Day 0 + 6
Agreement Letter.
Office

Representative
Fills the Employer information in Visa Application form AR1, i.e
Step 5B from Denmark Day 0 + 7
client details, salary inputs, Company’s turnover etc.
Office

Representative
Prepares to make the online fee payment for the concern WP
Step 5C from Denmark Day 0 + 7
application received through Corporate Card.
Office

Representative
Step 5D from Denmark Facilitates the filing of the case with Danish Immigration Services. Day 0 + 8
Office

Representative
Forwards the complete application documents to DIS through
Step 6A from Denmark Day 0 + 9
courier.
Office

Representative
Step 6B from Denmark Forwards the receipt for Bio-Metric Process. Day 0 + 9
Office
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Day 0 +
Step 7 Employee Competes and confirms the Bio-Metric Process with VFS
11

Day 0 +
Step 8 DIS Acknowledges the documents receipt and initiates the process
12

Day 0 +
Step 9 DIS Takes a decision and forwards the Original WP approval
34

Representative
Denmark Office informs and shares the copy of the WP approval Day 0 +
Step 10 from Denmark
with VPO. 35
Office

Visa Processing Forwards the Approval copy to VSO with CC to BUC, Employee Day 0 +
Step 11
Officer and FHR Europe. 35

Visa Stamping Day 0 +

Step 12 Initiates the Work Visa Stamping Process
Officer 35

Day 0 +
Step 13 Employee/BU Submits the Stamping Documents to VSO.
36

Visa Stamping Day 0 +

Step 14 Submission of stamping documents to Travel agent
Officer 37

Day 0 +
Step 15 Travel Agent Submits the documents to Embassy
38

Day 0 +
Step 16 Embassy Scrutinize the application and Issues the Visa to Travel Agent
39

Day 0 +
Step 17 Travel Agent Forwards the Passport to VSO
39

Visa Stamping Day 0 +

Step 18A Receives the passport from Travel agent
Officer 40
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Visa Facilitation Mail Communication to the Employee on receipt of passport, with Day 0 +
Step 18B Desk CC to HR.Europe@lntinfotech.com 40

(6) Denmark Work Permit Milestones

Representative
Prepares to make the online fee payment for the concern WP
Step 5C from Denmark Day 0 + 7
application received through Corporate Card.
Office

Representative
Facilitates the filing of the case with Danish Immigration
Step 5D from Denmark Day 0 + 8
Services.
Office

Representative
Forwards the complete application documents to DIS through
Step 6A from Denmark Day 0 + 9
courier.
Office
Representative
Step 6B from Denmark Forwards the receipt for Bio-Metric Process. Day 0 + 9
Office

Step 8 DIS Acknowledges the documents receipt and initiates the process Day 0 + 12

Step 9 DIS Takes a decision and forwards the Original WP approval Day 0 + 34

Representative
Denmark Office informs and shares the copy of the WP approval
Step 10 from Denmark Day 0 + 35
with VPO.
Office

Step 15 Travel Agent Submits the documents to Embassy Day 0 + 38

Step 16 Embassy Scrutinize the application and Issues the Visa to Travel Agent Day 0 + 39

Step 17 Travel Agent Forwards the Passport to VSO Day 0 + 39

Each and every milestone will be tracked and updated by the VISA Processing Officer for each case and the
same will be provided to VISA Facilitation Officer.

These are the normal timelines. Unforeseen peaks need to be planned and worked out accordingly.

Step 8, 9, 10, 15, 16 & 17 are dependent on external Stakeholders and hence the time could vary.
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(7) Frequently Asked Questions (FAQs) on the Denmark Work Permit Process

Q Can the Work Permit be valid if I have not used my work visa for more than six months?

A Work Visa not utilized for 90 days would automatically turn VOID.

Q Can I convert my status from Business to work visa at Onsite?

A No.

Q Is the WP client specific and location specific?

A WP is client specific and not location specific.

Q My WP is filed for Client ‘A’. Can I work for Client ‘B’?

A No, you will need to work for the same client for which the WP is filed i.e ‘A’

Q How long would my WP be valid?

A Minimum of Six months to maximum of Two years, further extendable.

Q Within how many days I have to complete my Bio-Metric Process?

A 2 weeks from the date of application being filed with DIS.

Q I have returned back to offshore. Can I extend my residence permit from offshore?

A No, an individual have to apply for fresh WP.

Q When will my Visa/RP card get lapse?

If you stay out of the country (Denmark) for more than 6 months and when you cancel your CPR, the
A
RP card get lapsed and VOID.

Q How long can I hold on with my VISA stamping after the receipt of approval letter?

A Within 5 months from the date of Approval letter received.

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(8) Denmark Work Permit Application Forms

Form No. AR1

AR1 Form.doc

Form No. FA8

MF1_Family.doc

Power of Attorney_Fast Track

Power of
Attorney_Fast Track.pdf

Denmark Application Detail Form

DENMARK DETAILED
FORMS2015.pdf

Employment Information Form

Employee Info
Form.xls

(9) Post Travel Formality

Employee [s] to contact Denmark office for applying Residence Permit Card

Ms. Ketki Karkhanis

Larsen & Toubro Infotech Denmark
Lyngbyvej 20, 3rd floor, 2100 Copenhagen, Denmark
Mobile: +45 50 21 98 45 | +45 52 17 58 68

Ketki.Karkhanis@lntinfotech.com

Employment Agreement Letter – Photocopy

Original Photograph - Four No. (Refer specification Above)

Original Passport, Old Passport(s) if any

Original Marriage / Birth Certificate(s) as applicable - Photocopy

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Work Permit Approval Copy

(10) Acronyms

DIS Danish Immigration Services

WP Work Permit

BV Business Visa

RP Residence Permit

CPR Civil Registration Number

VPO Visa Processing Officer

VSO Visa Stamping Officer

BUC Business Unit Coordinator

(11) Record of Version Release

Version Release Date Hi-lights of the
Modified By Reviewed By Authorized By
No. Revision
Shivkumar
1.0 Raju Dutta Aruna Perumal 17 OCT 2012 First Release
Mudaliar
1.1 Raju Dutta Bhamathi C Bhamathi C 10 Oct 2013 Second Release
Contact details
of HR in
1.2 Raju Dutta Bhamathi C Bhamathi C 18 July 2016
Denmark
changed
Ravi Shankar 22 Dec 2016 DMS Access
enabled to refer
1.3 Raju Dutta Bhamathi C
Employee
documents