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Knowledge Co-Creation Program (Group and Region Focus)

Steps for Trainees (March 2022)

After receiving Letter of Acceptance to the course, kindly follow accordingly to avoid delay in the processing of your documents:

STEP # WHERE TO GO WHAT TO BRING
1. Travel Authority To your concerned department head Acceptance letter from TESDA (for Group and Region Focus Courses - short-term); from CHED ( for GRF -degree courses ) or from JICA (for Counterpart and Country-Focus Training)
2. Official Passport
(RED)
*5 Working days
Department of Foreign Affairs
Office of Consular Affairs Building
Aseana Business Park
Diosdado Macapagal Blvd. corner
Bradco Avenue, Brgy. Tambo
Paranaque City

Tel. No: (02) 8651-9419
Email: oca.dops.@dfa.gov.ph
  1. Issuance/Revalidation of Passport Application Form
  2. Original or Certified True Copy and an extra copy of Signed Travel Authority
  3. Scholarship/Training Contract from respective agencies for training with duration of one month and more
  4. Original or Certified True Copy of Latest Service Record/Appointment (with full middle name)
  5. Original Certificate of No Pending Administrative Record/ Case
  6. Acceptance Letter from TESDA, CHED or JICA
  7. Endorsement Letter from the Applicant's Agency addressed to DFA.
  8. Certified True Copy of Oath of Office (for Elected Officials)
  9. Certified True Copy of Presidential Full Powers or Appointment Paper (for Presidential Appointees)
* Personal Appearance is required for those who have never been issued an e-passport. (Regular, Official or Diplomatic Passport)
- For married women, submit Marriage Contract (MC) in Security Paper (SECPA) issued by PSA or CTC issued by the Local Civil Registrar duly authenticated by PSA.

Visit this link for details on official passport:
https://dfa.gov.ph/ (external link) or call (02) 8651-9419
3. Pre-departure Orientation JICA Philippines
40th Floor, Yuchengco Tower 1, RCBC Plaza
6819 Ayala Avenue Makati City
Tel no. (02) 8889-7119 local 143

*M-W-F (starts at 9:00 am until 12:00nn)
*Prior to PDOS, please call JICA to request for appointment.
*Must go to JICA at least ten (10) working days before departure date to attend orientation & issuance of pertinent documents for visa application.
  1. PASSPORT

    *For Government employee: Official Passport (validated)
    *For NGO/Private organizations employee: Regular (maroon) passport that is at least 6 months valid until after the scheduled end of training in Japan
  2. Photocopy of Travel Authority
  3. DFA Note Verbale (for Official Passport only, to be issued by DFA)
  4. Php500 for membership to JICA Alumni Association of the Philippines (JAAP)
NOTE:
*All JICA Trainees starting JFY 2013 are automatically members of JAAP and are required to pay the registration fee of Php 500.00 during PDOS. There is also an annual due of Php200.00 for those who are already JAAP members.
4. Travel Tax Exemption Certificate Privilege Administration Travel Tax Department
TIEZA CENTRAL OFFICE
6th Floor, Tower 1,
Double Dragon, Meridian Tower, Diosdado Macapagal Avenue cor EDSA extension,
Pasay City

Tel. No.: (02) 8512-0485
Email.: traveltax@tieza.gov.ph

Monday to Friday, 07:30am - 05:30pm
  1. Original JICA letter addressed to TIEZA (to be issued by JICA during the Pre-departure Orientation)
  2. Official valid passport or photocopy
  3. Photocopy of Travel Authority
NOTE:
*Processing will take less than an hour
*Check your tax exemption certificate if your name is spelled correctly and passport number and destination details are correct.
*Though TEC may also be processed at the NAIA International Airport, it is advised to process this at the TIEZA CO before the departure date
5. Visa
*5 working days
Embassy of Japan
2627 Roxas Boulevard
Pasay City
Tel. No: (02) 8551-5710
*Personal appearance required

Schedule of Filing:
8:40 am - 11:00 am
Monday to Friday

Schedule of Releasing:
10:00 am - 11:00 am
Monday to Friday
  1. Official valid passport (with JICA tracker attached at the back with paper clip)
  2. Original DFA Note Verbale (for Official Passport only)
  3. JICA letter in Japanese (released by JICA at the Pre-departure Orientation) and Acceptance Notification
  4. Visa application form
  5. Photo (2x2) with white background pasted on the form.
NOTE:
Upon getting your visa, check if your name is spelled correctly and double check your birthday and passport number details.
6. Day of departure Be sure to be in NAIA Terminal 1 (for JAL), Terminal 2 (for PAL), and Terminal 3 (for ANA) for check-in at least 3 hours before departure time. See checklist on the PDOS brochure.

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