Passport for Government Employees – How to Apply & Fees

Process for issuing passports to government workers, civil officials, PSUs, autonomous bodies, and other parties has been made simpler with assistance from the government.

Identity Certificates (IC) or No Objection Certificates might be challenging to get for some employees (NOC). The government has added a new tool called a Prior Intimation letter to address this.

Before submitting their application, the passport applicant might send this letter to the controlling authority. Facilitates process acceleration and simplifies the passport application procedure.

How to Apply for the Passport?

As it was difficult for government workers to apply for passports under the previous system, steps were taken to streamline the processes. Before, workers had to ask their employers for a No Objection Certificate (NOC). Following that, they could enter the Passport Seva Kendra without making an appointment.

NOC would need to be delivered before the passport application process could start. Later, the police verification would take place. But under the current system, the government has both streamlined the procedure and removed some perks.

First step, the employee must submit a Prior Intimation Letter directly to their controlling authority or administration informing them about his passport application. 

After getting the intimation letter, the applicant should follow the procedure mentioned below: 

1. Visit https://www.passportindia.gov.in/AppOnlineProject/welcomeLink. 
2. Complete the registration process. 
3. Log in to your account. 
4. Under the regular or tatkal scheme, you will find the ‘Apply For a Fresh/ Reissue Of A Passport’, click on it. 
5. Submit the application form. 
6. Pay the fee. 
7. Next, the appointment date and time must be selected. Visit the Passport Seva on the date that you have selected. Carry the application receipt. 

Documents Needed For Passport Application For Government Employees

All government employees that apply for a passport will need to present a set of documents needed to verify their authenticity. Includes documents that provide identity and address proof, the same as a regular citizen, and some unique documents that only government employees need to present.

Identity Proof

As the name suggests, identity proof documents verify the individual’s identity and ascertain whether they are who they say they are. Documents that include details like the applicant’s name, date of birth, and other basic bio-data about the individual come under this category.

Some examples of valid documents you can produce for identity verification are:

• Birth Certificate.
• PAN Card.
• Aadhar Card.
• Certificates For Academic Qualifications (HSC, SSLC, and/or Bachelor’s Degree certificates).

Address Proof

Applicants need to present documents that state the current residential address of their place of stay. Valid documents under this category can be:

• PAN Card.
• Aadhaar Card.
• Bank Passbook.
• Income Tax Returns (ITR).
• Any utility bill receipt (Water, Gas, Electricity bills).

Specified Documents

Apart from the documents mentioned above, government employees also need to present additional documents when applying for a passport. Three primary documents, to be precise.

On all three of these documents, the controlling authority’s telephone, fax, and email ID should be included for the passport office to confirm the applicant’s details. All three documents will be valid for six months from their issue date.

Additional documents needed for a passport application for government employees:

1. Prior Intimation Letter (PI)

Letter from the applicant to their controlling authority or administration informing them about their passport application. A PI letter must be sent before they start their application process. The letter format is covered under Annexure H for the passport for government employees on the Passport Seva website.
So after the passport application has been submitted, a copy of this letter will be sent to the same authority or administration. Suppose the controlling authority has any objection regarding the applicant’s passport application. In that case, they must report to the Regional Passport Office with their reasons for the objection.

Final decision, however, will lie with the Passport Issuing Authority. Additionally, the PI letter must be submitted on plain paper.

2. No Objection Certificate (NOC)

No Objection Certificate for passports for state government employees or NOC should be issued in the format of Annexure G for passports for government employees. An NOC certificate is needed for the passport application of government and PSU employees in India. Even with a No Objection Certificate, the passport will be issued only after the police verification.

Applies when providing an NOC for all government employees for passports. The NOC can be submitted on plain paper with the signature or stamp of the issuing authority.

3. Identity Certificate (IC)

Issued by the governing authority under which the applicant works in the format of Annexure A provided on the Passport Seva website. An Identity Certificate is used by government servants, PSU employees, and autonomous body employees to get their passports.

With an IC, applicants can skip the police verification process, and their passports will be issued on a no-police verification basis. The IC should be submitted on Official Stationery with Office letterhead.

Passport Application Fees For Govt. Employees

Payment for passport application must be made online as regular applicants do. Fees applicable depends on the scheme and booklet you choose.

After you have submitted your application online, there is an option to view saved/submitted applications. Pay and schedule an appointment. In order to book an appointment, the payment has to be successfully made.

Passport Seva Kendra website uses the SBI Payment Portal. You can pay using any of the following modes:

1. Debit Cards (VISA or MasterCard) – Charged 1.5% + service tax.
2. Credit Cards (VISA or MasterCard) – Charged 1.5% + service tax.
3. Internet Banking (SBI and Associate Banks) – No charge.
4. SBI Challan- No charge. Fees should be deposited at the nearest SBI branch after 3 hours of generating the challan and within 85 days.

For applicants who wish to apply under the tatkal scheme, you need to make the payment for the normal scheme online. Remainder has to be paid in cash at the Passport Seva Kendra once your tatkal request has been accepted.

Police Verification Process Passport For Govt. Employees

1. With the Prior Intimation Letter, police verification will be done before the passport is issued. 
2. Police verification can be skipped if the employee submits an Identity Certificate in original as per Annexure-B. 
3. If the employee provides a NOC in accordance with Annexure-M, the passport may be issued after police verification. 
4. For retired government employees, the passport will be issued on post police verification basis if the employee submits the Pension Payment Order. 
5. In case of reissue of passport, police verification will be applicable. 
6. If they provide an Identity Certificate in original form as per Annexure-B (for dependents) and a Standard Affidavit as per Annexure-I, family members of employees may avoid police verification. 

Prior Intimation Letter for Passport

Prior Intimation is basically a letter from the passport applicant to their controlling authority or administration informing them about his passport application. Intimation must be sent before submitting an application for the passport. 

Format to be used is Annexure-N. So once the passport application is submitted, then a copy of the prior intimation will be sent to the same controlling authority of the employee/applicant.  

In case the authority has any objections to the issuance of the passport, then they can revert back to the Regional Passport Office with reasons of objection. Final decision of passport issuance will be taken by the Passport Issuing Authority.

No Objection Certificate

Regulating authority or administrative authority issues the NOC in Annexure-M format. The NOC assists PSU and government personnel in obtaining their passport. 

Passport will only be issued after police verification if only the NOC is provided; otherwise, police verification is necessary. 

Identity Certificate

IC should be issued in the format of Annexure-B. IC will be issued by the controlling authority or administrative authority under which the employee works. 

The IC helps Government servants/PSU and autonomous body employees to obtain their passport. With the IC, the police verification can be skipped. Passport will be issued on the basis of no-police verification.

Provisions

1. For a passport to be issued quickly, the employee’s spouse and dependent children under the age of 18 can submit the Identity Certificate. Annexure T must be submitted along with the IC if the applicant is doing so. 
2. IC should be issued on Official Stationery / Office letterhead. 
3. NOC on plain paper with the signature or stamp will be accepted. 
4. Prior Intimation is submitted by the applicant and should be submitted on plain paper. 
5. On all three documents, the telephone, fax and email ID of the controlling authority should be indicated so that the passport office can confirm the details. 
6. For military personnel with APO address, they may submit their passport applications at their station of posting. They may also submit their applications at their permanent address and write their permanent address in the passport. In these cases, the spouse or adult children in case the spouse is divorced or expired, may receive the passport by an authority letter. The passport can be received by hand or via post. The same procedure applies to the Navy and Air Force personnel. 
7. All three documents will be valid for 6 months from the date of issue. 

Travelling Abroad

Government employee should obtain prior permission from their department or ministry for travelling abroad. Conduct rules remain the same as per the instructions issued by the Department or Personnel and Training and other concerned authorities.

Key Benefits of Passport for Government Employees

Following are the key benefits governments employees can avail:

• Official travel: A passport allows government employees to undertake official trips abroad, enhancing their professional experience and contributing to international cooperation.
• Personal travel: Having a passport enables government employees to travel internationally for personal reasons, such as vacations, family visits, or educational purposes.
• Diplomatic privileges: Certain government employees may be eligible for diplomatic or official passports, which offer additional privileges and facilitate smoother travel.
• Professional development: International exposure can contribute to the professional development of government employees by allowing them to attend conferences, training sessions, and seminars abroad.

Age Criteria for Passport Application

Following age groups can apply for passport:

• Children (below 18 years): Government employees can apply for passports for their minor children. The age limit for children’s passports is generally below 18 years.
• Adults (18 years and above): Government employees themselves must be 18 years or older to apply for a regular passport. There is no upper age limit for applying.
• Senior citizens: Senior citizens including retired government employees can apply for or renew their passports without any age restrictions, although the process may differ slightly for senior citizens.

FAQs on How to Apply Passport for Government Employees

What is the maximum amount to be paid for re-issuing passports to government employees?

• Government employees will have to pay a maximum amount of Rs.5,500 for re-issuing passport under tatkal scheme. 

How many days will it take to get my passport?

• It may take between 30 days to 45 days to get your passport. 

Does every government employee need to submit the prior intimation letter before applying for passport?

• Yes, every government employee needs to submit the prior intimation letter before applying for a passport. 

What is a prior intimation letter?

• Essentially, the Prior Intimation is a letter advising the regulating authority or administration of the passport applicant’s application. Before submitting a passport application, this notification must be sent. 

Is police verification needed for re-issue of passport to government employees?

• Yes, police verification is necessary, even if it is a case of re-issuing passport to the government employees. 

What are the categories or schemes under which a passport can be issued to a government employee?

• Passports can be issued to the government employees under the categories of normal and tatkal scheme. 

Who is included in the Government Employee Category regarding the issue of a passport?

• Category of government employees who are considered regarding issuing passports are employees of Public Sector Undertaking; autonomous bodies, such as IIFT, AIIMS, Indian Academy of Sciences, AMU, and other designated universities; and State and Central government employees. 

What is the validity of the Identity Certificate (IC), NOC, or Prior Intimation (PI) issued by the controlling authority?

• The IC, PI, or NOC are valid for six months from the date of issuing and are issued by the controlling authority, which are required to apply for passports of government employees. 

What documents does a retired government employee will need for police verification?

• Pension Payment Order can be submitted by the retired government employees for police verification as a part of documentation for applying for passports. 

What is the requirement related to issuing NOC, IC, or PI for passports of government employees?

• Requirements for issuing NOC involve submitting NOC on plain paper with a stamp or signature of the issuing authority. The PI should be submitted on plain paper and IC will be issued with the office letterhead of the controlling authority. 

Can government employees get a passport without NOC?

• Yes, government employees in India can apply for passport without NOC (No Objection Certificate). The requirment or the non-requirment of NOC for applying for passports of government employees depends upon the passport polices that varies from one country to another. 

Is police verification needed for reissuing passports to government employees?

• If Identification Certificate (IC) is issued, then passports can be re-issued for government employees without police verification. 

Which colour passport is required for govt employees?

• Government employees of India traveling outside the country for official purposes are issued with ‘White’ coloured passport. 

Is present address proof required for the passport?

• Yes, the present proof of residential address is required to submit for applying for passport. Applicants can provide the current address proof irrespective of the date from which the applicant is residing on the address. 

What is Annexure G for passport for government employees?

• Annexure G is the no objection certificate issued by the Ministry or the Head of the Department of the office where the applicant is employed. 

Which type of passport is only issued to govt officials?

• Government officials involved with services including Indian Armed Forces, are issued with White Cover passport. This ‘S’ type passport denotes services that are related to Indian Government. 

Which annexure is required for govt employees for renewal of passport?

• Annexure B is required for government employees and employees of PSU or Autonomous body which is issued in the form of Identity Certificate by the Administrative Authority of the concerned department that the employee is working under.