Units of the Travel Administration

Tasks of the Reception Unit:

- Transfer of passport sponsorship.

- Issuance of Muqeem ID (Residency Permit) for spouse and children.

- Addition of children (born inside the Kingdom) and printing of residency permits.

- Handling final exit and settlement transactions from the Passport Department (Jawazat) for new students prior to residency issuance.

- Processing residency data amendments at the Passport Department (Name / Gender / Photo / Date of Birth).

- Processing passport validity amendments at the Passport Department (for passports extended by the embassy).

- Renewal of residencies for students of certain nationalities that are not processed through the Muqeem system.

- Issuance of Laissez-Passer from the Passport Department based on a letter confirming the absence of the country’s embassy in Saudi Arabia, or based on an alternative document to the passport.

- Processing of prior passport cases (for those who left the Kingdom on an exit and re-entry visa and did not return, then returned on a new visa).

- Processing of lost passport cases.

- Processing of lost residency cases.

- Processing of nationality change.

- Issuance of residency for the first time.

- Follow-up of passport transactions for new students.

- Recording passport data, entry number, and Muqeem ID data in the E-REGISTER system.

- Responding to transactions via the Tawasul and Mersal systems.

- Receiving all tasks of the Travel Administration for submission to the Passport Department in Al-Madinah Al-Munawwarah Region (those not completed via the Muqeem system).

- Receiving all transactions from various units of the Travel Administration and forwarding them to government entities for completion.

Tasks of the Follow-up Unit

Generating reports to monitor the compliance of graduating students with departure on time.

Generating reports to monitor the compliance of students holding exit and re-entry visas with travel and return on scheduled dates, and directing the relevant units to take appropriate action.

Generating reports on students who have been issued final exit visas but have failed to depart.

Screening students who have neither departed nor been re-enrolled or admitted to other academic levels, to report them as absent to the Expatriates Administration in case of failure to depart.

Generating reports on students who left the Kingdom on an exit and re-entry visa and were unable to return.

Preparing absenteeism reports as well as reports for lifting absenteeism status.

Listing students whose sponsorship transfer to other universities has been approved and following up on the actual transfer of sponsorship.

Listing reported students and following up on those who have actually left the Kingdom.

Responding to and routing transactions in the Tawasul and Mersal systems.

Following up on students who transferred their sponsorship without the University’s knowledge to take appropriate action.

Updating Muqeem system reports.

Generating reports to monitor employee performance on a quarterly / annual basis.

Tasks of the E-Services Unit

• Responding to student inquiries via the Tawasul system.

• Processing exit and re-entry transactions for more than six months or for certain nationalities not processed through the Muqeem system.

• Following up on Muqeem ID (residency) renewal requests for students via the Muqeem system.

• Preparing a list of residencies that could not be renewed due to the following reasons: (traffic violations – failure to add children – birth certificate penalties – expired visas) from the Muqeem system for follow-up.

• Receiving lists for issuing exit and re-entry visas according to regulations for the following cases:

Requests for exit and re-entry visas for students during vacations.
Requests for exceptional leave approved by the University Administration.
Requests for end-of-year vacation (summer vacation) for University students.
Requests for exit and re-entry visas for students with deferred or excused status.

• Issuing student travel tickets for the end-of-year vacation through the Travel Administration Ticketing System.

• Tickets for new students: The Ticketing Section creates boarding orders via the Minhati system after the student uploads a copy of the visa and a copy of the passport, based on a letter from the Deanship of Admission and Registration. The boarding orders are then sent to the travel agency to make reservations. They are subsequently sent to the Commitments Section in Financial Affairs for financial approval, and then signed by the Director of the Travel Administration. The staff of the Ticketing Unit then stamps them and returns them to the travel agency for ticket issuance. This process will be linked to the Travel Administration Ticketing System to handle the ticketing cycle electronically.

• Issuing travel tickets for graduating / de-registered / academically dismissed students: Tickets are issued via the Travel Administration Ticketing System after confirming clearance in the E-REGISTER system.

• Issuing travel tickets for students participating in scientific trips / student activities: Tickets are issued upon submission of a letter from the Deanship of Student Affairs approving domestic trips, and a letter from Graduate Studies approved by His Excellency the President of the University for scientific trips.

• Issuing travel tickets for students admitted to Graduate Studies through the Travel Administration Ticketing System.

• Canceling unused student travel tickets and refunding their value to the University account.

Tasks of the Faculty Members Services Unit: Receiving all tasks related to faculty members for submission to the Passport Department (Jawazat) in Al-Madinah Al-Munawwarah Region that were not completed via the Muqeem system.