Foreign nationals employed in the Philippines must maintain current Alien Employment Permits (AEP) from DOLE and 9(G) Pre-Arranged Employment Visas from BI to avoid penalties, work interruptions, or deportation. These interrelated documents—governed by DOLE Department Order No. 221-21 and the Philippine Immigration Act—require synchronized renewals filed well in advance of expiration.
Legal Framework for AEP and 9(G) Renewals
Understanding the statutory basis ensures compliance when renewing foreign work permits. The AEP derives from Article 40 of the Labor Code and DOLE D.O. 221-21, mandating labor market tests protecting Filipino employment priority. The 9(G) visa falls under Commonwealth Act No. 613 (Immigration Act), requiring a valid AEP as a prerequisite.
Key principles:
- AEP validity: 1-5 years matching employment contract
- 9(G) validity: 1-3 years, cannot exceed the AEP period
- Renewal interdependence: AEP first, then 9(G)
- Employer sponsorship is mandatory throughout the lifecycle
Non-renewal triggers administrative fines (PHP 9,000+), permit revocation, and potential blacklisting.
When and Where to Renew AEP
Timing and jurisdiction are critical for seamless renewal of foreign work permits. AEP applications must be filed at least 30 days before expiration with the DOLE Regional Office that issued the original permit or has jurisdiction over the employment location.
Renewal Timeline
- Earliest filing: 60 days pre-expiry (recommended)
- Latest filing: 30 days pre-expiry (mandatory)
- Grace period: None; late filings incur PHP 1,000/day penalties
- Processing: 2-4 weeks, including publication/objection period
Regional offices handle verification, publication in newspapers of general circulation, and 30-day objection windows before issuance.
Complete AEP Renewal Requirements
DOLE demands comprehensive documentation proving continued employment necessity and employer compliance when renewing foreign work permits.
Core Documents:
- Duly accomplished AEP renewal application form
- Original AEP card + photocopy of previous AEP
- Passport photocopy (bio-data, current visa, latest arrival)
- Latest 9(G) visa photocopy
- Certificate of Employment or updated contract (position, salary, duration)
- Employer Business Permit and SEC/DTI Registration photocopies
- Recent 2×2 ID photo
- Payment receipt (PHP 9,000 base + PHP 4,000 per additional year)
DOLE publishes renewal notice; unresolved objections within 30 days result in issuance.
9(G) Visa Renewal Prerequisites and Procedures
Renewing foreign work permits culminates with a 9(G) extension, possible only after a valid AEP renewal. File one month before visa expiry at the BI Main Office (Intramuros, Manila) or authorized satellite offices.
Prerequisites
- Renewed AEP (mandatory)
- No derogatory BI records
- Continuing employment with the same sponsor
- Updated employer compliance (taxes, permits)
Filing Process
- Employer submits a letter-request to the BI Commissioner
- Complete Consolidated General Application Form (CGAF)
- Pre-screening at Central Receiving Unit
- Motion hearing before BI Legal Division
- Biometrics (Alien Registration Division)
- Passport submission for stamping
- New ACR I-Card issuance
Processing: 2-4 weeks.
Detailed 9(G) Renewal Documentation
Comprehensive employer and employee records are scrutinized during the renewal of foreign work permits:
Employee Documents:
- Letter-request from employer
- CGAF (BI standard form)
- Renewed AEP (certified true copy)
- Passport (original + all pages photocopies)
- Employment contract/Certificate of Employment
- BI Clearance Certificate
- Current ACR I-Card
- Official BI payment receipt
Employer Documents:
- SEC Registration + latest General Information Sheet
- Business Permit/Mayor’s Permit
- Latest Income Tax Return with payment proof
- Audited Financial Statements (if requested)
Fees: PHP 8,620 (visa) + PHP 2,800 (ACR I-Card) + PHP 500 express.
Employer Obligations During Renewal
Sponsors bear primary responsibility when renewing foreign work permits, including notifications and compliance verification:
Immediate Reporting
- Employment termination: Notify DOLE/BI within 15 days.
- Position changes: File new AEP/9(G) applications.
- Corporate changes: Update the SEC/Business Permit before renewals.
Publication Compliance
- DOLE handles the AEP newspaper publication
- Retain official publication proof for records
- Address timely objections (30-day window)
Dependent Renewals
- Spouse/unmarried children <21 renew concurrently
- Submit marriage/birth certificates (apostilled if foreign)
Employers must maintain foreign-to-Filipino employee ratios certification.
Processing Fees and Payment Structure
Budgeting is essential for renewing foreign work permits.
AEP Renewal Fees:
- Base: PHP 9,000 (1 year)
- Additional years: PHP 4,000/year
- Late penalty: PHP 1,000/day
9(G) Renewal Fees:
- Visa extension: PHP 8,620
- ACR I-Card: PHP 2,800
- Express processing: PHP 500
- Motion fee: PHP 10/page
Payments via authorized banks; receipts accompany applications.
Change of Employer or Position Scenarios
Renewing foreign work permits becomes new applications under these circumstances.
Employer Change
- Previous AEP/9(G) automatically invalidated
- New employer files fresh AEP (15-day job posting)
- Subsequent new 9(G) petition
- Potential 2-3 month work gap
Substantial Position Change
- Different job title/duties: New AEP required
- Same employer but new role: Full reapplication
Proactive Strategy: Secure new AEP before resignation.
Grace Periods, Penalties, and Risks
Strict timelines govern renewing foreign work permits.
Non-Compliance Consequences:
- Overstay fines: PHP 500/day (visa)
- AEP lapsed work: PHP 100,000+ employer fines
- Permit revocation: Immediate employment cessation
- Deportation/blacklisting for repeat violations
Limited Grace Period: 6 months post-termination for departure (no work allowed).
Common Pitfalls and Best Practices
Avoid these frequent renewal errors when renewing foreign work permits:.
Pitfalls:
- Filing AEP after 9(G) expiry (impossible)
- Incomplete corporate documents (SEC/BIR lapses)
- Ignoring publication objections
- Missing dependent renewals
Best Practices:
- 90-day renewal calendar
- Engage accredited liaisons/legal counsel
- Digital document repositories
- Automated expiry alerts
- Quarterly compliance audits
Summary Comparison:
| Aspect | AEP Renewal | 9(G) Renewal |
| Authority | DOLE Regional | BI Main Office |
| Lead Time | 30 days | 1 month |
| Prerequisite | Valid contract | Renewed AEP |
| Processing | 2-4 weeks | 2-4 weeks |
| Key Risk | Publication objections | Hearing delays |
Key Takeaways
Renewing foreign work permits requires precise timing, complete documentation, and coordination between employers and employees under DOLE and BI regulations. Synchronized AEP-then-9(G) renewals, filed 30-60 days early with updated corporate records, prevent disruptions while maintaining compliance. Proactive planning transforms routine administration into strategic business continuity.
Need Expert Assistance for Renewing Foreign Work Permits?
Work Visa Philippines manages end-to-end AEP/9(G) renewals:
- DOLE publication coordination
- BI hearings and biometrics
- Dependent visa processing
- Compliance audits and alerts
Contact our team of experts today:
- Contact Us Here
- Fill Out the Form Below
- Call us at +63 (02) 8540-9623
