Passport and Visa Procedures
Academic and administrative staff may travel to many countries without a visa by using a Service Stamped Passport (Grey Passport). Likewise, Green Passport holders are entitled to visa-free entry to certain countries. However, since passport regulations may change from time to time, it is strongly recommended to check the most up-to-date information through the Provincial Directorate of Population and Citizenship Affairs. In addition, the latest visa policies of the host countries must also be carefully reviewed.
In cases where a visa is required, the staff member must submit the Letter of Invitation received from the host university to the Erasmus Office and request a Confirmation Letter, which is an essential document for visa application.
The follow-up of visa procedures and passport application processes is the responsibility of the staff member who has been granted mobility.
To apply for a Service Stamped Passport, the staff member must first obtain an official Assignment Letter (Rectorate Approval) stating that they will participate in teaching or training mobility and specifying the dates during which they will be considered on official duty. This document must be submitted to the Personnel Department through the EBYS system.
The subsequent steps are as follows:
The staff member applies to the Personnel Department and completes the Service Stamped Passport Application Form accurately and in full.
The required official approvals are obtained.
After the approvals are finalized, passport fee and service payments are made.
With the approved documents from the Personnel Department and other required paperwork, an application is submitted to the Provincial Directorate of Population and Citizenship Affairs, where the passport procedures are completed.
In countries where visa exemption applies, applications must be submitted at least 20 days prior to the start date of the assignment. For countries requiring a visa, applications must be submitted at least 60 days in advance.
Moreover, the accuracy of the information provided in the application forms is under the responsibility of the approving authorities. Therefore, preparing all required documents completely and correctly is of utmost importance to avoid delays in the process.