As Saudi Arabia continues to expand its economic landscape, the influx of international workers has led to a rise in job opportunities for migrants. To manage the complexities of employee relocation and ensure smooth transitions, the Kingdom has introduced Qiwa, an online platform that facilitates employment services and regulatory compliance. This platform, developed by the Ministry of Human Resources and Social Development, simplifies processes like employee transfers, making it easier for businesses and workers alike to manage the transition of labor within Saudi Arabia.

In this guide, we will walk you through the steps involved in transferring employees via the Qiwa platform, ensuring you understand how to effectively navigate the process.

Steps to Transfer Personnel in Saudi Arabia via the Qiwa Platform

Before diving into the details, let’s outline the primary steps you’ll need to follow when relocating employees through Qiwa.

1. Uploading the Employment Agreement on Qiwa KSA App

The first step in the employee transfer process is for the new employer to upload an employment agreement on the Qiwa platform, initiating the request for service transfer. However, there are specific conditions that must be met by the employer:

• Visa Eligibility: The new employer must be eligible for a new visa according to the regulatory guidelines.
• Wage Protection Compliance: At least 80% compliance with the wage protection system is required over the past three months.
• Contract Registration Program (CRP): Full adherence to the CRP is mandatory.
• Self-Evaluation Program: The employer must meet at least 80% compliance with the self-evaluation program.
• Nitaqat Status: The employer must have a green status under the Nitaqat system, ensuring compliance with the national worker ratio guidelines.

Once these conditions are met, the employment agreement can be uploaded to the Qiwa platform, and the transfer process begins.

2. Acceptance of the Job Offer via Qiwa SA App

After the employer has uploaded the agreement, it’s time for the employee to accept the offer. Employees must follow these steps to complete the process:

• Qiwa Registration: The employee should first register on Qiwa by creating an account.
• Login and Navigate: After signing in, navigate to the “Individual account” section and select “Employee transfer.”
• Review the Contract: It’s important to review the employment contract thoroughly, as it is legally binding in the eyes of both the Ministry of Human Resources and the Saudi government.
• Acceptance: The employee can accept or reject the contract. Once accepted, the transfer process moves to the next phase.

Candidates must meet certain criteria, including having worked for their current employer for at least one year and having no unpaid violations or pending transfer requests.

3. Present Employer’s Approval of the Transfer Request

Once the employee has accepted the job offer, the current employer receives a notification and must decide whether to approve or deny the transfer request. The following scenarios can occur:

• Approval Within 14 Days: If the current employer approves the transfer within 14 days, the process moves forward. If the employer does not respond within this timeframe, the transfer is automatically approved.
• Rejection: If the employer rejects the request, the system updates the status as “Rejected by the current employer.” The employer must provide a valid reason for this rejection, such as an incomplete employment contract.

4. Awaiting the End of the Notice Period

If the current employer approves the transfer, the notice period begins. The notice period allows the employer to either release the employee immediately or wait until the end of the specified timeframe.

During this period, the transfer status on Qiwa will be marked as “Pending for notice period completion.” Once this period ends, the process moves on to the final steps.

5. Completion of the Transfer by the New Employer

Once the notice period is complete, the new employer must finalize the transfer by paying the required Iqama transfer fees and submitting the necessary documentation through the Absher app.

The new employer has a 24-hour window to complete this final step. If the request is not completed within this period, the status will be marked as “Expired due to inaction.”

6. Registering for a New Iqama

Once the transfer is approved, the employee must register for a new Iqama (residency permit). The process involves:

• Payment of Iqama Transfer Fees: The new employer is responsible for covering the cost of the transfer in accordance with Article 40 of Saudi Labor Law.
• Checking the Status: The employee can check the transfer status using the Absher app.
• Collecting the New Iqama: Once the transfer is complete, the employee can collect their new Iqama from any Jawazat office.

Conclusion

Transferring employees in Saudi Arabia through Qiwa is a streamlined process that ensures both employers and employees can manage relocations efficiently and legally. By following the steps outlined above and partnering with a legal expert like Connect Legal, you can ensure that the transfer process is completed without any complications.