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Norsk

UDI circulars

RS 2010-156
Document-ID : RS 2010-156
Case-ID : 15/05729-3
Last modified : 21.05.2012
Documentdate : 01.01.2010
Receiver :

Chiefs of Police
The foreign service missions

Applications for renewal of travel documents and immigrants’ passports – case processing in cases of doubt and loss – the Immigration Regulations sections 12-3 and 12-7

1. Introduction

Applications for the renewal of travel documents and immigrants’ passports (hereinafter referred to as travel documents) are submitted to and decided by the police in the district in which the holder has his/her permanent place of residence, cf. the Immigration Regulations section 12-11 second paragraph. In cases of doubt, the question of renewal of a travel document shall be submitted to the Directorate of Immigration (UDI) for decision. Cases of doubt include cases where the applicant has changed his/her name, and where the name change has led to doubt about the identity the applicant has previously provided. In cases where the applicant states that he/she wishes to change his/her citizenship, there will also be doubt about whether the conditions for renewal of the travel document are met. In addition, applications for an immigrant’s passport for a single journey shall always be submitted to the UDI for decision.

This circular sets out more detailed guidelines for the police and foreign service missions’ handling of cases of doubt where misuse of a travel document has been detected or is suspected, and cases where the travel document has been lost.

The holder of the travel document is obliged to store the document in a manner that prevents it coming into the possession of unauthorised persons, cf. the Immigration Regulations section 12-13 first paragraph. When a travel document is lost, or the holder is for other reasons no longer in possession of the travel document, the holder is obliged to immediately notify the nearest police station or a Norwegian foreign service mission, cf. the Immigration Regulations section 12-13 second paragraph. In such cases, the question of a new travel document shall be submitted to the UDI for decision, cf. the Immigration Regulations section 13-6 third paragraph.

If, when processing an application for the renewal of a travel document, the police find that the travel document’s appearance or content has been changed in an unauthorised manner, or that the travel document is damaged or unsuitable for further use, doubt will be deemed to exist as to whether the conditions for renewal are met. The application shall then be submitted to the UDI for decision, cf. the Immigration Regulations section 13-6 first paragraph. If a foreign service mission becomes aware that an attempt has been made to misuse the travel document, the foreign service mission must report this to the Section for permanent residence permits, travel documents and citizenship in the Managed Migration Department at the UDI.

2. Case processing procedures

2.1 Preparing a written statement

When a foreign national contacts the police/a Norwegian foreign service mission and reports his/her travel document missing, the holder must submit a detailed statement describing when, where and how the travel document was lost or otherwise misplaced. This detailed statement comes in addition to completion of form GP-7091, which is referred to in section 2.5 of this circular. In the statement, the holder shall account for his/her travel activity in the period in which he or she has been in possession of the travel document. The police/the foreign service mission shall check the statement as far as possible and insofar as this is necessary.

When the police discover that a travel document has come into the possession of unauthorised persons and therefore open a case on their own initiative, the rightful holder shall be contacted as soon as possible for a detailed statement concerning when, where and how this could have happened.

The statement must be made in writing, and it must be signed by the foreign national in question.

In cases where the travel document has been damaged or the travel document’s appearance or content has been changed in an unauthorised manner, the holder must provide a detailed statement regarding how this has happened. The statement must be in writing, and it must be signed by the holder of the travel document.

2.2 Applications for renewal following loss of a travel document

When a travel document is reported missing, the application for renewal of the travel document shall be sent to the UDI for processing. The main rule is that a new immigrant’s passport is issued with the same area of validity as the original document. Renewal can be denied if the applicant has failed to provide a credible explanation of how the travel document was lost, or if the applicant has previously lost his/her travel document. Renewal can also be refused if there are clear indications that the travel document has been transferred or misused in some other manner. In cases where the UDI grants an application for renewal of a travel document after it has been lost, the UDI will consider whether to limit the travel document’s area of validity.

At the same time, it shall be made known to the holder that, if the UDI rejects an application for renewal of a travel document or decides to limit the travel document’s area of validity, the applicant will nonetheless be entitled to apply for a travel document to undertake a single journey, or to extend the travel document’s area of validity for a specific journey.

In cases where loss of a Norwegian travel document is reported to a foreign service mission, an application for a laissez-passer (emergency travel document) for the purpose of returning to Norway shall be sent to the UDI for decision, cf. the Immigration Regulation section 12-9.

2.3 Application for renewal when the travel document is damaged

If the travel document has been damaged or is unsuitable for further use, or the travel document’s appearance or contents have been altered in an unauthorised manner, doubt will be deemed to exist as to whether the conditions for renewal are met. The police shall send the application for renewal to the UDI for decision, cf. the Immigration Regulations section 13-6 first paragraph.

The UDI can refuse to renew a travel document if there are clear indications that the travel document has been misused, cf. the Immigration Regulations sections 12-3 first paragraph and 12-7 first paragraph.

2.4 Opening of a case and electronic registration

When the police receive notification of loss of a travel document, they are responsible for creating an application for a new travel document in DUF. The same applies when the police take the initiative to follow-up the case themselves. The police also register loss of the travel documents in DUF and NSIS.

The UDI is responsible for creating an application for a laissez-passer for entry when it receives notification of loss of a travel document from a Norwegian foreign service mission. When the holder subsequently applies for a new travel document from the police in the district in which he/she has his/her permanent place of residence, the application shall be sent to the UDI for decision, cf. the Immigration Regulations section 13-6 third paragraph.

2.5 Notification to Kripos

Pursuant to the Prosecution Instructions section 5-10 letter D no 2, the police shall report stolen or lost travel documents to the National Criminal Investigation Service (Kripos).

When notification of loss of a travel document has been received from a foreign service mission, the UDI is responsible for forwarding the notification to Kripos.

Form GP-7091 shall be used in case of such notifications.

 

Karl Erik Sjøholt
Head of Department

 

Contact: The Managed Migration Department, Travel Documents Unit

 

Latest changes
  • Endret: RS 2010-156 Behandling av søknad om fornyelse av reisebevis og utlendingspass i tvils- og tapssaker (4/7/2016)

    Rundskrivet er oppdatert slik at det beskriver gjeldende rutiner for håndtering av søknader om fornyelse av reisedokumenter fordi tidligere reisedokument er tapt eller skadd. Det er også tatt inn informasjon om at et reisedokument som har blitt meldt tapt eller stjålet, ikke kan tas i bruk igjen dersom det blir funnet.

Norwegian Directorate
of Immigration
Utlendingsdirektoratet
P.O. box 2098 Vika
NO-0125 Oslo
Norway

Editor in Chief: Stephan Mo