Guide to Getting your Z-Visa / Work & Residence Permit

Given the recent upheaval and turmoil in the whole visa process, many folks are considering becoming legal. If you are to be sponsored as an employee by a local company or have been hired by a small to mid-sized company as an expat, you may find yourself in the predicament of having to walk through the entire work visa process on your own. Having joined a local start-up as a consultant, and then as an employee, I had the distinct "pleasure" of going through the process myself and now seems a good time to share what I know and put together a step by step manual. Please be advised that everything is subject to change here so contact the relevant authorities to confirm. This will be a guideline of sorts and based on information of November 2010.

The general application process for getting "legal", to work and live in China as a working employee in Shanghai, is a multi-step one that involves various governmental organizations. It is bureaucracy at its finest. The following is a basic step-by-step narrative of what one needs to do to get a proper Work Permit and Residence Permit. This starts with the company getting approval to hire you, the foreigner, and then getting all info together to get you your Z visa and ends with you returning, visa in hand, to complete the process to get your work permit and residence permit. This article assumes your employer is not one that is capitalized over 3 million USD and that you are not being hired as a GM or Vice GM.

Follow up:

1. Work License
   1. Your C.V. in Chinese and English - (add company seal)
   2. A copy of your passport
   3. A copy of the company business license (should have company seal)
   4. A copy of the organization code certificate (should have company seal)
   5. ** A copy of the permit for foreign investment enterprise (if your company is a WOFE)
   6. Qualification Documents like your Diploma or other Professional Certification or Reference letters from your former company. The application must be filled out twice as they need two copies. Make sure to check before you go submit the forms as it may require a company seal. This application process takes 5 days. The Work License is a laminated green 2-sided certificate with basic info about you and the company hiring you.

Officially, it is the Company that wants to hire you that applies to the government to allow them to hire a foreigner. This application is submitted Shanghai Administrative Center for Employment of Foreigners on 4th Flr, No 77 Mei Yuan Rd, Line 1(Hanzhong Rd) exit 2.
Website: http://www.12333sh.gov.cn
Tel: 12333 Consultant Tel: 32511585
Work time: 9:00am-11:30am   1:30pm-5:00pm Monday-Thursday    
9:00am-11:30am   1:30pm-3:30pm   Friday

1. Invitation Letter for application for Z visa

Documents required:
1. Employment license with original & copies of two sides
2. Employer business license of copies with seal.
3. The copy of applicant’s valid passport
4. Application form with company’s seal

Your hiring company cannot invite you legally without the authority of the government. Different kinds of jobs have different requirements so it is necessary to apply to the appropriate department. For example, your company might apply to one of the following departments:
Shanghai Municipal Commission of Commerce
Contact info: 11th floor, building 55, Loushanguan Rd.
Website: www.scofcom.gov.cn:9999/sfic/index.jsp                 
Consultant tel: 52881111
Work time:  9:00am-16:00pm   Monday-Friday

Shanghai Foreign Affairs Service Centre
Contact info: 2nd floor No 228, Huashan Rd
Website: http://www.11fa.com/LHQZ/5.htm            
Consultant tel: 021－62470833
Work time:  9:00am-17:30pm   Monday-Friday

The government department will then issue an invitation notice that will be recognized by the Chinese Embassy or Consulate where you apply for your visa. The process takes 3 days and costs 20 RMB. The invitation letter is just an A-4 paper form with the relevant stamps on it.

Please note that companies incorporated in the Pudong New District should apply to the Pudong District Services office at No.2 HeHuan Rd in Pudong where on the first floor there is a counter that handles these applications. The same documents will be required. (For more info call: 68542222-88106 58788388-64105)

1. Apply for Z visa

You will need:

1. Your passport
2. The original invitation letter and a copy
3. 3 passport photos
4. A completed visa application form
5. The original work license
6. Medical check (possibly)

After you have the invitation in hand, you need to exit China and then apply for a Z-visa elsewhere. Some return to their home country, others go to Japan, Korea, or Kuala Lumpur, but many choose to go to Hong Kong because it is cheap, close, and convenient. At the time of publication, Hong Kong was a perfectly acceptable place for most people to apply for the Z visa. Do bear in mind, however, that political and other events can have a significant impact upon your ability to apply for or obtain a visa. It is also possible that Hong Kong may not allow applicants of your nationality and in that case you may be asked to return to your home country and apply there.

Visa costs vary as these costs are reciprocal with your home country. US fees are the highest for the most part. The Z-visa is just a standard full page Chinese visa inserted into your passport.

4.           Medical exam

The Medical exam can be done prior to leaving to make the Z visa application or after your return but it is best to do it before for sake of timeliness. There is also the slight possibility that you will be asked to submit the health certificate as part of your Z visa application so it is best to have it with you then just in case.

The medical centre is located at No 15 Jingbang Rd, Changning District (Working hours:  9:00am-16:00pm, Monday-Friday). It is a very professional and efficient facility and you should call ahead on 62686171 or 62688851 to make an appointment first.

You will need to bring:

1. Your passport and a copy
2. A copy of the company business license (should have company seal )
3. 3 passport photos
4. A completed application form (forms available at the centre)

The medical check costs 702 RMB + 25 RMB if you want the report delivered via courier. The examination itself is conducted over about 12 different stations and the tests range from x-rays and blood work to ultrasounds and standard blood pressure checks. This examination process takes about an hour.

The final report and Health Certificate is available after 4 working days. The Health Certificate is just a stamped certification paper on standard A-4 paper inserted into the front of your report.

1. Temporary Residence Registration

Upon your return to Shanghai, get a new Temporary Residence Registration Form or "Pink Slip" within 24 hours if at all possible from your local PSB. Late registration may result in fines of up to 500RMB.

1. Apply for Work Permit
2. Passport with valid Z visa
3. 2 copies of the work permit application including required Company Seal
4. Work license and a copy
5. A copy of your health certificate
6. A copy of your labor contract (this contract only needs to be a simple form listing title (must match original work license application, and term of employment)
7. A copy of the company business license
8. A copy of the organization code certificate
9. ** A copy of the permit for foreign investment enterprise (if your company is a WOFE)
10. 3 passport photos

With your Z visa and health check out of the way, you have 30 days to complete the rest of the process. Despite the "000" listed as the validity of the Z-visa, if you do not complete the process in 30 days, the PSB will fine you up to 500RMB per day that you exceed that period so time is of the essence. The next step is to actually get permission to work here in China by applying for the Work Permit. To do this, your company will need to return to the Shanghai Administrative Center for Employment of Foreigners on the 4th flr, No. 77 Mei Yuan Rd.

The process should take 5 working days and cost 10 RMB. The Alien Work Permit is a little red booklet with your photo and employer’s information inside.

1. Apply for Residence Permit
2. A completed visa application form with company seal
3. Your work permit
4. Your health certificate
5. Your pink temporary residence registration
6. A copy of the business license (** this is where they may ask for the original document)
7. The original organization code certificate and a copy
8. ** A copy of the permit for foreign investment enterprise (if your company is a WOFE)
9. Employment registration form
10. Passport
11. One (1) passport photo

Once the Work Permit is in hand, you must then go to the PSB's Entry Exit Bureau at 1500 Min Sheng Rd. in Pudong to apply for a Residence permit. The residence permit costs RMB 400 for 1 year or less, and 800 for more than 1 year. It will take 5 working days to get the Residence Permit. You can ask the service counter behind the restrooms area near the waiting room to courier your application, which will save you another trip out. The cost for this is usually around 30RMB.
The PSB may ask you to present a letter of introduction introducing you as an incoming employee and asking the PSB to please help you complete the application process. The letter should be signed and stamped by your company. Not everyone gets asked for this but it’s best to prepare one just in case.
I hope this information is helpful. Most large companies will probably hire someone to do this process or even handle it in-house. However, smaller and local companies, who are hiring expats more and more, will most likely handle this on their own. Even if you do not need to do this all yourself like I did, you can at least use this as a reference.
Good luck.

Appendix:
Here is the summary of what you will need along the way:
1. 1 copy of resume with translation, both chopped by company
2. 5 copies (chopped) of the company's business license (and one instance you will need to show the original document)
3. 3 copies of the company's organization code certificate
4. 5 copies of your passport’s main information page
5. 10 passport pics
6. 1 copy of your diploma with translation (and chopped by company)
7. Work references
8. 2 copies of work license after you get it both instances you will need to show or submit the original
9. 2 copies of the health certificate you get from the med exam
10. 1 copy of Z visa

1. 1 copy of labor contract
2. 1 copy of work permit
3. 1 updated registration form of temporary residence (pink slip)

Appendix 2
List of needed documents for applying for residence for family:
1.      Your passport and the original of your residence permit plus a copy
2.      A copy of your marriage certificate
3.      A copy of your child(ren)'s birth certificate listing you as a parent
4.      Your family members' passport(s) with valid visa(s)
5.      An updated registration form of temporary residence (pink slip)
6.      A health certificate for adult member
7.      A copy of the company business license
8.      The original company organization code certificate and a copy
9.      A letter of application on company letterhead confirming the employee and his/her position in the company, relation to the family applicants, and a request to allow additional residence permits to be issued for family members.
These documents with a stamped application (for each member of family) for residence permit(s) are to be submitted to the Entry Exit Bureau at 1500 Min Sheng Rd (Pudong), tel: 2895 1900, (Work Monday-Saturday)