Philippine Overseas Labor Office (POLO-Rome)

 

The Philippine Overseas Labor Office (POLO) serves as the Department of Labor and Employment’s (DOLE) overseas operating arm in the implementation of the Philippines’ various labor policies and programs for the protection and promotion of the welfare and interests of Filipinos working in Rome, Italy.

Broadly, the POLO’s functions and responsibilities include, among others:

To ensure the promotion and protection of the welfare and interest of overseas workers and assist Filipino migrant workers on all problems arising out of employer-employee relationship;

To coordinate the DOLE’s overseas employment promotion mandate, in accordance with the overall policy thrust of the government;

To verify and certify as requisite to authentication that the terms and conditions of employment contracts involving Filipino workers are in accordance with prescribed terms and conditions and established standards of overseas employment.

Monitor and report to the DOLE various situations and policy developments in the host country that may affect migrant workers and Philippine labor policies.

The POLO is headed by a Labor Attaché who is designated as head of post by the Secretary of Labor and Employment. The Labor Attaché is assisted by an Overseas Welfare Officer, as well as technical and administrative staff from the Department of Labor and Employment and the Overseas Workers Welfare Administration. The Labor Attaché also oversees policy and program coordination with representatives of the Pag-Ibig Fund and the Social Security System.

The POLO also regularly conducts information dissemination, marketing missions and community outreach activities in its area of jurisdiction. POLO-Rome, which is attached to the Philippine Embassy, Rome has jurisdiction over the regions of Abruzzo, Basilicata, Calabria, Campania, Lazio, Marché, Molise, Puglia, Sardegna, Sicilia, Toscana, and Umbria. POLO-Milan, which is attached to the Philippine Consulate General, Milan has jurisdiction over the regions of Emilia Romagna, Friuli Venezia Giuglia, Liguria, Lombardia, Piemonte, Valle d’Aosta, Veneto, and Trento Alto Adige.

 

Services: 

N. OVERSEAS EMPLOYMENT CERTIFICATE (OEC) 

Commonly known as EXIT PASS, the OEC is a privilege given to all OFWs whether new hires or Balik Manggagawa (workers on leave) that exempts them from payment of travel tax and terminal fees when returning to their place of employment (e.g. Italy)

Workers on leave or Balik Manggagawa (BM) need not go to the Philippine Overseas Employment Administration (POEA) or to the POEA Regional Centers/Regional Extension Units to secure OECs. They may secure the same from POLO-Rome or Milan in Italy before leaving the country.

A. Workers on leave/Balik Manggagawa shall include the following:

1. OFWs who are on vacation leave or on leave from a valid  and existing employment;

2. OFWs who are rehired and are returning to the same employer;

3. POLO-Registered worker - Undocumented/irregular workers who left the country as tourists, dependents, students, businessmen but subsequently became employed abroad and who registered with POLO for inclusion in the POEA database and  returning to the same employer

 

 B. Persons not classified as Workers-on-leave/Balik Manggagawa are as follows:

1. OFWs who changed employers and who are now considered new hires;

2. Dependents (Carico) of OFWs;

3. Permanent residents abroad

4. Persons traveling on student visa;

5. Persons traveling on business visas/self-employed

6. Persons travelling on visas other than a work or employment visa

7. Irregular/undocumented OFWs who have not registered with the POLO

 

C. Release of OECs

Four copies of the OEC shall be released to the worker to be distributed as follows:

1. 1. Airline copy for exemption from payment of travel tax
   2. Labor Assistance Counter (LAC/POEA) copy which serves as the worker’s travel exit
   3. Airport copy for exemption from payment of terminal fee
   4. Worker’s copy (validated by LAC/POEA) to be presented to the Bureau of Immigration

Note: One copy is retained by POLO.

 

D. Validity of OEC

The OEC is valid only for sixty (60) days from date of issuance. OFWs who will be on vacation for LESS THAN SIXTY DAYS may get their OEC from POLO-Rome or POLO-Milan. Those who plan to be on vacation longer than 60 days are advised to get their OECs from the POEA or its Regional Centers/Regional Extension Units or other places designated by the POEA. They may also avail of the Balik Manggagawa Appointment System of the POEA

Balik Manggagawa Appointment System- Vacationing workers have the option to set an appointment with the POEA for the processing of their exit clearance or overseas employment certificate (OEC). Workers may choose the time, place and any of the designated locations for issuance of OEC where they can process their OEC for their own convenience.  This appointment facility is free of charge and can be accessed through bmappointment.poea.gov.ph or www.poea.gov.ph 

Requirements:

1. 1. Duly accomplished BM Information sheet (Annex W)
   2. Proof of existing employment ( most recent INPS payment, Busta Paga,  and similar documents such as a certificate of employment from a company or business office but not from a private employer
   3. Passport valid for at least 6 months at the time of departure
   4. Valid visa/re-entry permit/work permit or equivalent document (permesso di soggiorno or carta soggiorno
   5. Active OWWA membership
   6. Pag-ibig Fund membership

FEE:  € 2.00 

PROCEDURE

1. 1. Applicant fills up BM Information Sheet
   2. Applicant presents valid passport, carta di soggiorno-lavoro subordinato, proof of existing employment and   OWWA and Pag-ibig membership and other required documents
   3. POLO Administrative Staff checks completeness and acceptability of documents presented and if applicant is qualified to be issued BM-OEC 
   4. If documents are complete and satisfy the requirements and applicant is qualified, POLO Administrative collects the processing fee of € 2.00 and issues official receipt together with the original and three (3) copies of THE OEC signed by the Labor Attaché
   5. If document are not complete or the applicant is not qualified, the application for OEC is denied

(Note: It is advisable to bring other related documents pertaining to one’s work in case there are questions  about status of work and qualification.

 

O. WORK CONTRACT VERIFICATION AND AUTHENTICATION (NULLA OSTA AL LAVORO)

The head of POLO shall verify overseas employment documents presented by prospective employers to establish the existence of the employer/principal, his or her ability to hire worker at the prescribed rates, at desirable working conditions consistent with the standards prescribed by the POEA and the terms and conditions prevailing in Italy.

Requirements: 

To be submitted in three (3) sets ( original copy and two duplicate copies)

1. Nulla Osta
2. Accomplished Verification Form 1 (Deed of Undertaking) – (Annex X)
3. Accomplished Verification Form 2 (Authorization/Statement of Guarantee), in case the Datore di Lavoro is not able to apply in person (Annex X.2)

Attachments Per Set:

1. Photocopy of identification Card of employer (carta d'identita/passport with signature page or p. 2 of Italian passport
2. Photocopy of worker’s passport
3. Photocopy of representative’s passport

5.  4. Verification fee of $10.00

II5 5. In the case of workers hired by diplomats or officers of International Organizations, the following documents shall also be submitted: Or

- Certification of Employment from the Administrative Officer of the Embassy of the Employer

- Copy of the Note Verbale sent to the Italian Ministry of Foreign Affairs regarding the request for visa issuance for the employee/household worker

Procedure

At the POLO

1. Applicant presendt the above requirements to the POLO.
2. POLO, through the Administrative staff, checks comleteness and corretness of the documentary requirements
3. Applicant pays $10.00 (ten dollars) as verification fee.
4. POLO through the Labor Attaché, verifies the documents.
5. Applicant proceeds to the Consular Section for authentication.

Note: Documents are further processed in Manila, Philippines as follows: Applicant presents the documents to: a) Consular Office of the Italian Embassy for the issuance of a working visa; b) POEA for employment documentation, PDOS (Pre-departure Orientation Seminar), and exit procedures. 

At the Consular Section

1. The Consular Section authenticates the employment contract (by affixing Consular seal and red-ribbon)
2. Applicant pays an authentication fee of € 22.50

Reminders:

To facilitate the processing of employment documents:

1. Submit three (3) complete sets of copies including the original
2. The representative must know all employment information including salary of worke
3. Pictures must be clear
4. The copy of the Carta d ‘ identita of the employer must be clear and in color and should not bear any signs of alteration especially on the signature portion
5. The signature of the employer on the documents must be the same the signature appearing on his carta d'identita.                                                                                                                                  

Note: DOCUMENTS SHALL NOT BE APPROVED IF THE SIGNATURES ARE NOT THE SAME OR ARE MARKEDLY DIFFERENT 

P. VERIFICATION OF EMPLOYMENT DOCUMENTS FOR ACCREDITATION  WITH POEA ( Sea-based)

Requirements: ( original and two photocopies)

1. Manning Agreement
2. Special Power of Attorney (SPA) in favor of a Philipine local manning agency
3. Crew Request/Complement with corresponding wage scales/number of vacancies
4. Commercial or business license (with English translation)
5. Photocopy of valid POEA license of local manning agency
6. Photocopy of passport or national identification card of the employer/signatory of the documents
7. List of ships and their particulars including IMO number (type, capacity, point of destination, etc.)
8. Special power of Attorney (SPA) of duly authorized representative in case the employer/principal cannot personally appear 
9. Such other documents as may be required

 

Procedure

1. Client submits letter request for verification with all documentary requirements
2. POLO Administrative Staff checks if the forms are complete and properly accomplished
3. If documents are complete and properly accomplished, the same are forwarded to the Labor Attachè for evaluation and for interview of the client
4. The  Labor Attaché evaluates the viability of the project, compliance with prescribed terms and conditions and standards of employment, welfare and protection and interviews the client to determine  if the employer/principal satisfies the required qualifications
5. The Labor Attaché verifies the documents if requirements are found to be complete  and compliant and the employer/principal is determined to be qualified
6. Client proceeds to the Consular section for authentication of the verified documents  leaving one set for POLO

Fee:

$ 10.00  or equivalent in local currency for each of the following documents relating to the hiring of an individual worker, namely: Job Order/Manpower Request, Individual Employment Contract, Special Power of Attorney or other similar document/s

$ 30.00  or equivalent in local currency for each of the following documents relating to the hiring of more than one worker:  Master Employment Contract, Special Power of Attorney, Job Order/Manpower Request, Service/Manning Agreement or other similar documents.

Notes: In case the crew request is for 10 or more workers the Labor Attaché conducts on-site verification especially for employers/principals hiring Filipino workers/seamen for the first time

Verification of documents for accreditation of landbased principals is not presently applicable in Italy

Verified and authenticated documents for accreditation are submitted for further processing at the POEA Seabased Center, Pre-employment Services Office

Prepared & Edited by:

ATTY. VIVECA C. CATALIG

Labor Attachè

DOWNLOADABLE

1.  OWWA Infomation Sheet
2.  Request for Assistance Form
3.  Checklist of Requirements for Death and Burial Benefit
4.  Checklist of Requirements for Repatriation of Human Remains
5.  Salaysay - Request for Repatriation of Human Remains.

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REQUIREMENTS FOR OWWA MEMBERSHIP

1. Personal Appearance 
2. Overseas Contract Worker must present the following:
             2a. Valid Philippine Passport
             2b. Permesso di Soggiorno
             2c. Any proof of existing employment (it can be the latest payment of INPS or Busta Paga, Existing Contract of Employment or Certificate of  employment (with copy of employer’s ID)
3. Payment depending on the exchange rate in Euro (equivalent to US$25.00).

POLO-ROME

REQUIREMENTS AND PROCEDURE APPLICABLE TO  MALTA AND ALBANI

I.  Employment Contract Verification for Individual Worker

 A. FEES:

• • $ 10.00 -  Verification      (POLO)
  • € 22.50  - Authentication (Consulate)

 B. DOCUMENTARY REQUIREMENTS: (To be submitted in 3 sets (originals and two duplicates)

II. For Household Service Worker:

• ·Individual Employment Contract for Household and Other Skills (please see attached sample)

• ·Undertaking of Employer (please see attached sample)

• ·Authority to work/work permit in the host country

• ·Valid Entry Visa

• ·Residence permit for those already in Malta

• ·Photo copy of the passport of the employer

• ·Photo copy of the passport of the worker

• ·Information Sheet of the Employer (please see attached sample)

• ·Proof of financial capability of the Employer

• ·Location Map of the Employer’s residence

• ·Family picture (Optional)

III. Other Skills (Company/Business Entity)

• ·Individual Employment Contract for Various Skills (please see attached sample)

• ·Valid Entry Visa

• ·Valid Residence Permit (for those already in Malta)

• ·Valid Work Permit

• ·Photocopy of workers’ passport

• ·Business/Commercial Registration duly certified by issuing agency (with notarized translation if not in English)

• ·Proof of Financial Capability

• ·Copy of passport of signatory to the Contract proof of Authority to sign for and in behalf of the employer

Note:

DOCUMENTS MUST BE SUBMITTED PERSONALLY BY THE EMPLOYER OR BY A DULY AUTHORIZED REPRESENTATIVE WITH A DULY NOTARIZED SPECIAL POWER OF ATTORNEY.  DULY AUTHORIZED REPRESENTATIVE MUST BE SOMEONE ELSE AND NOT THE WORKER.

C. PROCEDURE:

Step 1: For Outside Rome applicants, download sample forms at www.philembassy-rome.net or inquire about the requirements at This email address is being protected from spambots. You need JavaScript enabled to view it.

Step 2: Submit documentary requirements thru email for pre-evaluation. Employer/applicant will be notified if okay for submission

Step 3: If e-mailed documents are complete, Employer or Authorized representative will submit personally the documents to POLO-Philippine Embassy Rome (Counter 3, for verification)

Step 4: After the documents are processed by the POLO-Administrative Staff, Employer or authorized representative will go to the Labor Attachè’s Office for interview and verification of the documents.

Step 5: After verification, Employer or Authorized representative proceeds to the Consular section (Counter 5) for payment of authentication fee of € 22.50

Step 6:  Wait for the release of the documents at the releasing area.

ESTIMATED PROCESSING TIME:

Verification :  One (1) hour from receipt of Complete documents

Authentication :

Releasing time: 1:30 p.m to 5:00 p.m