Info updated on: 11 May 2022

Click apply to submit the documents for a study visa

To study at UKSW, either as an exchange student or as a degree-seeking student, you will be required to apply for Limited Visa Stay (VITAS 316). This VITAS will be converted to Electronic Limited Stay Permit Card (e-KITAS) once you arrive in Indonesia.

BKHI UKSW will provide instructions and assist you in the process of applying for this visa. The procedure of applying is as follows.

 

 

Pre-arrival

1. Study Permit

Processing Time: maximum 2 weeks

The Ministry of Education, Culture, Higher Education, Research and Technology will issue a study permit in Indonesia. This permit is also for applying for the Telex Visa, extending the VITAS, and extending the e-KITAS.

2. Telex Visa/Visa Authorization

Processing Time: 1 week

Visa authorization or telex visa is a pre-approval letter issued by the Indonesian Directorate General of Immigration.

BKHI UKSW will assist all international students studying at UKSW to apply for their study permit and telex visa.

Required Documents for Study Permit and Telex Visa

  1. a Recommendation/Nomination Letter from your home university (for exchange students) or Acceptance Letter at UKSW (for degree-seeking Students at UKSW)
  2. Academic Transcript in English (for exchange students) or Academic Diploma in English (for degree-seeking Students at UKSW)
  3. Scanned passport (cover and bio page)
  4. Curriculum Vitae (template)
  5. Study Objective(s) in Indonesia
  6. Passport size Photo (template)
  7. Certificate of Health from a local doctor in English (template)
  8. Statement of Understanding (template)
  9. Declaration of Financial Support (template)
  10. Bank Statement (with a balance of minimum USD 2,000 or equivalent) in English (template)
  11. Health Insurance
  12. Statement Letter to Follow Health Protocol and to do a Self-Quarantine (template)
  13. Certificate of COVID 19 Vaccination (minimum of two doses) in English
  14. Police Clearance Certificate / Certificate of Good Conduct (never involved in criminal activities) in English (this clearance certificate is not mandatory)

All documents must be submitted as soft files to this form. You will need to sign in using a Gmail account to fill out the form and upload the required documents.

Click apply to submit the documents for a study visa

3. Limited Stay Visa (VITAS 316)

Processing Time: 1 week

Purposes: study (VITAS 316)

Duration of Stay/Validity: 30 days after arrival in Indonesia; must be converted to e-KITAS within these 30 days

Requirements: 

a. Copy of passport
b. Application Form
c. Sponsor Letter (provided by BKHI UKSW)
d. Study Permit* (assisted by BKHI UKSW)
e. Visa Authorization/Telex Visa* (assisted by BKHI UKSW)

Procedure:

Post-Arrival

You are required to report to the office of Cooperation and International Relations (BKHI) at Universitas Kristen Satya Wacana (UKSW) (Address: Jl. Diponegoro No. 52-60, Salatiga, Central Java; Google Maps: click here) maximum of one week after they arrive in Salatiga, Indonesia to start the process of converting your VITAS into e-KITAS, including filling out the forms, compiling the required documents, and delivering them to the immigration office, assisted by BKHI.

This process is MANDATORY because VITAS will expire 30 days after the student’s arrival. It means you will stay in the country illegally (overstay) if you do not immediately convert it to e-KITAS.

Overstay

If you stay in Indonesia for a more extended period than the validity of your visa or stay permit, it is considered an overstay.

Example:

  1. You entered Indonesia on the 1st of August using the visa on arrival, valid for 30 days. It means that the validity will be until the 30th of August, and each day after that date would count as an overstay.
  2. You entered Indonesia on the 1st of August using VITAS, valid for 30 days. Until the 30th day of your stay, you have not started processing the conversion of your VITAS to e-KITAS. As long as you do not process your e-KITAS, each day after the visa expiration would count as an overstay.

If the overstay is 60 days or less, the consequence is paying a fine. As of the 2016 regulation, the fine is IDR1,000,000 per day. In addition, if the overstay exceeds 60 days, there might also be a further investigation from Immigration, a deportation, an inclusion to the deny list to re-enter Indonesia in a certain period, and other unfavorable consequences.

WARNING: Failure to fulfill the above administrative process and all the consequences of overstaying will be your responsibility. Please consult with BKHI UKSW should you have any inquiries regarding visa and immigration matters.

 

4. Electronic Limited Stay Permit Card (e-KITAS)

Processing Time: 1 week

e-KITAS is an electronic identity card for a limited stay in Indonesia. After you arrive in Salatiga with VITAS, BKHI UKSW will assist you to convert your VITAS to e-KITAS.

Validity period: 6 months or 1 year

Requirements: 

  1. Completed immigration forms (in Bahasa Indonesia, will be filled by BKHI UKSW)
  2. Sponsor Letter from the Head of BKHI UKSW (provided by BKHI UKSW)
  3. Passport and the copy of passport relevant pages
  4. Copy of visa/VITAS
  5. Copy of Study Permit
  6. Two photos of 3×4 cm (with red background)
  7. Letter of Domicile
  8. Power of Attorney that authorizes BKHI UKSW officer to process visa on behalf of the student (provided by BKHI UKSW)

Procedure:

Wherever you go, you can show this e-KITAS to Immigration officers or other authorities without the obligation of keeping the physical card that is prone to get lost.

5. Police Registration Letter (Surat Tanda Melapor/ STM)

Processing Time: 1 week

This letter is issued by Indonesian Police to record foreigners’ stay in Indonesia. STM is used to extend a study permit, apply for a new SKTT, extend SKTT and apply for a driving license.

BKHI UKSW will assist all international students studying at UKSW to apply for this letter at Salatiga Police Station.

6. Letter of Domicile

Processing Time: depending on your situation

Letter of Domicile is issued by your local village (Kelurahan) in Salatiga that states that you temporarily reside in the mentioned address in the card. This letter is one of the requirements to apply for a new e-KITAS, new SKTT, and extend SKTT. To get this letter, you must get approval from your landlord, the Head of your Neighborhood Community Unit (RT & RW), and your Head of Village (Kelurahan) in Salatiga.

It is your responsibility to obtain this letter. Should you be in doubt about the process, please consult  BKHI.

Extending Your Stay

7. Temporary Residential Card (Surat Keterangan Tempat Tinggal/ SKTT)

Processing Time: 2 weeks

Temporary Residential Card (Surat Keterangan Tempat Tinggal/SKTT) is an identification card issued by the local Department of Population and Civil Registration (Disdukcapil) in Salatiga. SKTT is one of the requirements for the e-KITAS Extension.

BKHI UKSW will assist all international students studying at UKSW to apply for this card.

8. e-KITAS Extension

Processing Time: 1 week

BKHI UKSW will assist all international students studying at UKSW to apply for this card.

Please apply for your e-KITAS Extension one month before the expiry date.

Requirements: 

  1. Sponsor letter for e-KITAS Extension (from BKHI UKSW)
  2. Copy of sponsor ID (provided by BKHI UKSW)
  3. Letter for study permit extension (provided by BKHI UKSW)
  4. SKTT
  5. Copy of Passport, sticker visa, and the latest e-KITAS
  6. Academic Transcript from your faculty
  7. Two photos of 3×4 cm (with red background)
  8. Completed PerDim forms at the Immigration Office (will be done by BKHI UKSW)

You should submit all of these documents together with BKHI UKSW.

Leaving Indonesia

9. Exit Permit Only (EPO)

Processing Time: 3 days

e-KITAS holders must apply for EPO (Exit Permit Only) before leaving Indonesia. EPO will inactivate your e-KITAS, and therefore you will need a new visa to enter the country in the future.

EPO must be processed immediately before your departure date. You can start processing your EPO one week (maximum) before your departure date.

Requirements: 

  1. Original Passport
  2. Copy of Passport
  3. Copy of passport page with your e-KITAS stamp
  4. Printed e-KITAS
  5. Copy of flight ticket leaving Indonesia
  6. Immigration forms (available at the Immigration Office)
  7. Sponsor letter (from BKHI UKSW)
  8. Copy of Sponsor ID

Once you submit all these documents, you will be handed a receipt with the pick-up date on it. On the stated date, go back to Immigration Office, and BKHI UKSW will help you pick up your Passport with an EPO stamp. Check the stamp to ensure that it is the correct date of your departure.

Necessary: You must leave Indonesian territory within seven days after receiving the EPO stamp in your Passport. A more extended stay in Indonesia might give you overstay charges from the Immigration Office.

Click apply to submit the documents for a study visa