BUSINESS TRAVEL

The term business visit, from an immigration perspective defines a short trip that does not require work permits and authorizations in Russia. As such the business traveler is only allowed to undertake specific business activities allowed by Russia legislation, during which visitor represents interest of employing company based outside of Russia.

Business visitors must generally limit their activities and may undertake the following:

• attend business meetings, negotiations, exchange programs, conferences, seminars, congresses and workshops on trade and economic questions
• attend auctions, exhibitions, shows and other events commercial in nature
• purchase, sell and formally accept equipment, raw material, materials on the basis of the framework of contracts interviewing and negotiating an employment agreement with inviting company for Highly Qualified Professionals (HQP) position

Except for HQP, conversion of visitor status into work permit status is not possible without leaving the country. Please contact Move One to confirm whether a visit may be classified as business.


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VISA EXEMPT

Nationals of the following countries may enter Russia without a visa for unlimited period of stay:

• Belarus

Nationals of the following countries may enter Russia without a visa for up to 90 days at a time:

• Armenia
• Azerbaijan
• Bosnia and Herzegovina
• Croatia
• Kazakhstan
• Kyrgyzstan
• Macedonia
• Moldova
• Tajikistan
• Ukraine
• Uzbekistan

VISA REQUIRED

Nationals not specified above must obtain a visa for business purpose before entering Russia. Business visa holders may stay on Russian territory for up to 90 days within 180 days within the limitation of the received visa.

• EU nationals require a business visa based on invitation letter issued on company letterhead or by Russian authorities.

• • Other nationals require a business visa based on invitation letter or telex issued by Russian authorities.

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Authorities may grant single/double/multiple entry business visa for the period of up to 30/90/180/360 days. First-time applicants may only receive single or double entry visas.

STANDARD DOCUMENTS REQUIRED

• Passport
• 3 Photos
• Application form
• HIV test certificate (depending on consulate)
• Health insurance
• Invitation letter

For specific requirements visitors should contact the consulate where application is to be lodged. List of Russian consulates is available on the website of the Ministry of Foreign Affairs of Russia.

INVITATION LETTER ON COMPANY LETTERHEAD

• Nationals of specific EU countries (excluding United Kingdom, Ireland, Denmark) may apply for visa based on invitation letter issued on the letterhead of the company based in Russia.
• The letter must contain specific data required by the authorities in order to be accepted for visa application.

INVITATION LETTER/TELEX ISSUED BY RUSSIAN AUTHORITY

• Other nationals must obtain invitation letter or telex issued by the Ministry of Foreign Affairs upon company’s request.
• The FMS issues the official invitation letter within approximately 5-30 days.

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MIGRATION CARD

Upon arrival to Russia, foreigner must fill out a migration card at the point of entry (usually airport). A migration card can be provided by a flight attendant or personnel of trains or other forms of transportation. They are also found free of charge at the airport area before customs check points. Migration card must be completed based on information entered in a traveler’s passport and inviting party information.

In case of loss of a migration card, the foreign citizen must apply for a duplicate within three days at the customs where original migration card was received.

APPEARANCE: A5 paper size, consists of parts A and B

ISSUING AUTHORITY: Customs

VALIDITY: Until duration of stay

EXTENSION: New migration card is issued upon re-entry

DOCUMENT LOCATION: Migration card is divided at border checkpoint, foreigner holds on to part B, while authority holds onto part A

ADDRESS REGISTRATION

If foreigner stays at a hotel, registration is handled by the hotel, therefore additional registration is not required. Foreigner must make sure to ask reception to provide a registration certificate.

Visitors staying in private accommodation must be registered by their host company/landlord within 7 working days, and those from privileged group employed in Russia as highly qualified professionals or their family members are required to register within 90 days of each arrival.

APPEARANCE: Double-sided A5 paper size

ISSUING AUTHORITY: Post office or territorial or central UFMS office (Unit of Federal Migration Services)

VALIDITY: Usually up to visa validity

EXTENSION: Possible

DOCUMENT LOCATION: Foreigner must carry address registration at all times while in Russia

From February 15, 2011 de-registration requirement has been abolished.

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Visa regime for family members is defined in the same way as for business travelers. Family members who require a visa to enter Russia may apply for visa together with main applicant, and their status during travel will be identified in the visa as “dependent”.‎


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WORK PURPOSE

In order to carry out paid activities in Russia a work authorization is required valid for a predetermined period of time and allowing the foreigner to hold a temporary job in the country. The process for obtaining work and residence authorization depends on factors including but not limited to nationality, company type and payroll.

Answers to the following questions will determine what immigration process must be followed for a foreign employee:

• Nationality?
• Location of company (city within Russia)?
• Location of payroll (home or host)?
• Company type (limited liability, branch office or representative office)?
• Job position and description (according to the Russian employment contract)?
• Salary amount in rubles per year (according to the Russian employment contract)?
• Does company have a labor quota for the present year and is foreigner included?
• Estimated start date of assignment?
• Length of assignment?
• Will family members join?
• Respective nationalities of family members?

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STANDARD PROCESS

Common scenario for a visa citizen employee working for limited liability company. For your specific case please contact Move One.

HIGHLY QUALIFIED PROFESSIONAL PROCESS

Common scenario for a visa citizen employee with higher qualifications working for limited liability company. For your specific case please contact Move One.

*The time-frames are an estimate and authorities can shorten or extend it according to their requirements. Immigration procedure vary depending on many variables therefore specific information about the foreigner and / or family member will be needed to better clarify the specific procedures that will be involved.

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TAX

• Notification to tax authorities – required for standard case and HQP case: The company must submit an official statement to the tax authority within 10 days of signing the new employment contract / receiving a work permit / submitting application for Invitation letter / arriving to a place of work.
• In case of cancellation of corporate and personal work permit, tax authority must be notified within 10 working days. The date of submission must be clearly stamped on the document.
• Enrollment with tax authority – required for HQP: The main criteria of HQP is annual salary no less than 2 million rubles, therefore HQP employees must obtain a tax identification number (TIN) within 20 days after work permit collection. The foreigner receives a certificate which confirms enrollment with the specific individual number on it. Generally, documents for TIN issuance can be submitted by any person, however requirements may vary based on tax authority. TIN must be picked up in person by HQP or based on notarized power of attorney.

HEALTH / SOCIAL SECURITY

• A federal law on obligatory medical insurance in Russia is in effect since January 1, 2011. The law gives legal residents the right to choose an insurance company which provides a list of medical clinics from which applicants can choose the most convenient for them by location or by services provided, and receive treatment during their stay in Russia free of charge based on an appropriate policy certificate.‎
• Most popular insurance companies to choose from include ROSNO-MS, Medical Joint Stock Insurance Company, RESO-Med, ASK-Med and Rosgosstrakh-Medicine.‎
• A company must provide voluntary medical insurance for HQP employees and their family members for the whole period of their employment in Russia.

NOTIFICATIONS

• Notification to FMS: From the moment of HQP work permit issuance, an employer is obliged to notify the Federal Migration Service on a quarterly basis about the salary which has been paid to the HQP; about employment contract termination; about granting vacation for more than one month during the calendar year without salary. Notification to FMS is also required regarding the issuance of a TIN Certificate. This notification must be submitted within 30 days from the day the HQP work permit is picked up.

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The following foreigners may be exempt from the requirement to obtain a personal work permit:

• foreigners who have obtained permanent residence permit in Russia
• foreigners participating in governmental programs aimed at  assisting the voluntary resettlement to the Russian Federation of compatriots living abroad and their families, relocating with them to the Russian Federation
• personnel of  diplomatic missions, employees of international organizations, and private household workers of such persons
• personnel of foreign companies providing after-sales service of imported equipment
• journalists accredited in Russia;
• International students of Russian universities providing services during vacation including work in their spare time as a teacher and support staff in the educational institutions where they study
• foreign nationals invited in Russia as professors by accredited governmental universities and government research centers, other scientific organizations
• foreigners invited to enter the Russian Federation with a business or humanitarian purpose or for the purposes of work and involved in additional processes of  teaching in academic institutions and state-accredited institutions, except  religious education (religious educational institutions)
• employees of foreign legal entities registered in the Russian Federation on the principle of reciprocity (special international agreements)
• companies can attract nationals of Belarus and Kazakhstan without work permit according to agreement between these countries.

An employer can hire a foreigner without obtaining a corporate work permit if the employee:

• does not require a visa to enter Russia
• is a highly qualified professional engaged to work in Russia in accordance with procedure of highly qualified professionals
• is a family-member of a highly qualified professional

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Dependents may accompany a main traveler by obtaining a dependent visa. The application for the dependent may be submitted simultaneously with that of the main applicant. An invitation letter from a FMS-registered company is necessary.

• Generally only spouse, and children under 18 qualify for dependent visas; however, highly qualified professionals are also able to bring the following family members as dependents:  spouse and children (including adopted), children’s spouses, parents, parents’ spouses, grandparents, grandchildren
• Marriage and birth certificates are required for family member applications. Please, note that these might require legalization\apostille; please contact Move One to confirm specific requirements for a case.
• Non-married or same sex couples are not recognized by Russian legislation.
• Registration with the local migration authorities is mandatory, regardless of status.

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• Processing times for applications may vary depending on individual circumstances and may take up to a year. Therefore, assignments must be planned well in advance.
• Degree certificates are required for the work permit application and must be legalized. An apostille must be obtained for diplomas issued in member-countries of the Hague Convention.
• Marriage and birth certificates must be legalized for obtaining an invitation letter for HQP family members. An apostille must be obtained for certificates issued in member-countries of the Hague Convention.‎
• The foreign national must undergo a medical examination by a registered physician in a Russian clinic and be free of tuberculosis, HIV, and certain other infectious diseases.
• Work permits are only granted to employees with Russian contracts and on a Russian payroll.
• Passports must be valid for at least 180 days beyond the intended stay in Russia.
• Sponsoring employers must submit a letter to the Federal Migration Service guaranteeing the payment of any expenses should the Federal Migration Authority issue a decision to deport an employee.

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FOREIGNER

• Fines for violating the above provisions range between 2000 to 5000 rubles (approximately from 70 to 180 dollars) for foreigners
• In case of repeated non-compliance within one year, a foreign national may not be granted new work permit and further a foreigner may face administrative expulsion from the country. A foreign citizen who has been administratively expelled may be banned from re-entering Russia for a period of up to five years.

HOST COMPANY

• Fines for violating the above provision range between 2000 to 5000 rubles (approximately 70 to 180 dollars) for administrators responsible for employment related matters, 40000 to 50000 rubles (approximately 1430 to 1790 dollars) for company management and from 400000 to 800000 rubles (approximately 14280 to 28570 dollars) for legal entities.

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VITAL DOCUMENTS

Vital documents are official records issued by government institutions to individuals, essential as proof of identity and status. Move One offers support for the procurement of vital documents in Russia, as well as their legalization for use outside the country.

A birth certificate documents the birth of an individual, naming a child’s biological parents, indicating the date of birth and the place where the child was born. Birth certificates may be required as supporting documents during immigration procedures.

BIRTH CERTIFICATES IN RUSSIA

• Russian birth certificates are available in two formats, those issued before 1991 and after 1991.
  Birth certificates are issued at the city of birth’s local registry office. Issuing a duplicate of a birth certificate may take up to 60 days, in case the application is being handled from outside the region where the birth was registered.

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A marriage certificate serves as proof of an act of marriage between two individuals. Marriage certificates may be required as supporting documents during immigration procedures.

MARRIAGE CERTIFICATES IN RUSSIA

• Russian marriage certificates are obtained in the regional office depending on marriage location. Issuing a duplicate of a marriage certificate may take up to 60 days, in case the application is being handled from outside the region where the marriage was registered.

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Public documents, such as birth and marriage certificates, criminal record certificates and notarial attestations of signatures, frequently need to be used abroad. However, before a public document can be used in a country other than the one that issued  it, its origin must often be authenticated.

CONSULAR LEGALIZATION

The traditional method for authenticating public documents to be used abroad is called legalization and consists of a chain of individual authentications of the document. This process involves officials of the country where the document was issued as well as the foreign consulate of the country where the document is to be used.

APOSTILLE

A large number of countries have joined a treaty that simplifies the authentication of public documents to be used abroad. This treaty is called the Hague Convention of 5 October 1961 Abolishing the Requirement of Legalisation for Foreign Public Documents. It is commonly known as the Apostille Convention. Where it applies, the treaty reduces the authentication process to a single formality: the issuance of an authentication certificate by an authority designated by the country where the public document was issued. This certificate is called an apostille.

Apostille requirements:

• the country where the document was issued must be party to the Apostille Convention
• the country in which the document is to be used must be party to the Apostille Convention
• the law of the country where the document was issued must consider the document to be a public document
• the country in which the document is to be used must require an apostille in order to recognize it as a foreign public document

Russia is a signatory to the Hague Convention, therefore documents issued in Russia may be authenticated with an apostille for use in a country which is also a signatory member of the convention.

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*International travelers should note that immigration procedures vary depending on many factors and specific information about the transferee and / or family members. Please get in touch with Move One to discuss your specific case by sending an email to immigration@moveoneinc.com.

Last updated: June 28, 2012