Legalitites
ZAV
The ZAV is the work permit for Trainees from outside the EU-28 countries. They need the work permit for applying for a visa. It takes about 2 weeks to get the ZAV. Tell your EP to immediatly make an appointment with the embassy. They have to have the ZAV, so they need to plan accordingly.
In the MC, Angelika von Winning (angelika.von.winning@aiesec.de) is the responsible person for ZAV requests.
Below you will find the following topics:
Process
This entire ZAV-procedure takes approx. two weeks.
​
After that, you receive 1 original ZAV print via mail. Some trainees also need an original of the ZAV for their visa application, they are supposed to ask that at the embassy in advance and inform you in case they need it. In this case you should send the original via mail (yes, a mail in an envelope) to the trainee’s home address.
PLEASE NOTE: In case the intern lives out of the EU-25 Border, please send it via Express-Mail. It will cost you approx. 70 Euros. You can get the money back via financial support when the intern is here (ask your VP FIN). When the trainee arrives we hand them 1 original for themselves (unless they already got it via mail). Make sure to have a copy on your Google Drive and Salesforce.
Documents
You will need the following documents to apply for the ZAV.
Please note: Don't apply for the ZAV if you don't have all your documents together.
-
Working Contract
-
Copy of Passport
-
CV
-
Graduation Certificate or Enrollment Certificate (you MUST use this exact template)
-
Mandatory Internship Statement (if applicable)
-
Printout of Anabin Entry (PDF File)
If possible save the documents as followed: [EP Surname, EP name] Document type
Apply for ZAV
You should go to Expa to the Tab "Finn-In" and then "ZAV" or go to https://finance.aiesec.de
​
and log in with this Account :
Name : AIESEC
Password: Gen2015
​
​
​
​
​
​
​
​
​
​
​
​
Click on the availble dropdown menu and choose ZAV
Fill in all the required fields.
Attention
There are some mistakes regarding the change from student to graduates statues during the internship. If you have an intern that came the first time as student and wants to extend the internship as graduate, please make sure that the certificate was issued after the end date of the student's enrollment. We are getting cases where the EP has a certificate even though in his student enrollment says that he is still a student (which is not very fitting).
Attention
Make sure all your EPs have the ZAV as "Send to ZAV" in FinIn! If you have any urgent case of it, please, let me know!
I know that the system is in constant improvement and the NIST is working very hard to improve it! Please, keep feedbacking us in order for us to improve it <3
Attention
Once you create a ZAV it goes for OPEN status. This means for Angelika that created it but did not completed everything and still have adjustments to do in the ZAV.Once you put it on "SEND TO MC" she understands that you finished everything on the ZAV and she can work on it.So please, after checking if everything is filled in well in the ZAV, don't forget to mark it as Send to MC
Once you have filled in all the data click on "submit".
​
Common Questions:
1) What is the Betriebsnummer? It is the ID Number of the company and it can be found in the Arbeitsagentur Website. If you don't find it, ask the company.
​
Anabin
Before you apply for ZAV you have to check if the interns University education is accepted in Germany. You have to add proof that the University is approved by Germany through ANABIN. Please look in the searchfield what status the interns university has. If the University has H+ Status, it is eligible. If it has H- it is not accredited. If it has H+/- you can apply, but the ZAV will have a closer look. Please make a PDF excerpt or a screenshot of the ANABIN entry and attach it in your ZAV application. Please note that sometimes it is not possible to find the university with just entering its name in the search field. In this case, you should try to filter the respective university, entering country, city and type of institution to find it! Sometimes even this way, it is not possible to find INDIAN Universities. In this case, you should have a look here and find the respective Indian university.
Klick on the institution and then on the print button
Change the printer to "als PDF spreichern" or choose a PDF Converter as your printer to get a PDF Version)
If it is not possible for you to do that due to technical issues, you can also do a clean screenshot of the anabin printout!
Prolong/Extending the ZAV
If you want to prolong (extend) the ZAV do as followed
-
apply for a ZAV as usual
-
choose "YES" for the field "Extension"
-
attach all documents as usual + additionally
-
+ Entry stamp
-
+ Visa
-
+ residence permit (if they have one)
-
-
don't forget to attach both the old and the new contract
-
Click on SENT TO MC
​
Special Arrangements
Countries like the U.S.A, Japan and Canada are able to come to Germany and work without a VISA for up to 3 months. Thus the intern can start right after we receive the work permit (ZAV). This might be good to know if you ever need a fast match and realize. After the 3 months the intern has to go to the foreigner's registration office to get the visa.
You can find the countries in this list. The State Department labelled all countries with this regulations with a 3.
Length of work permit
Every EP has the chance to get the work permit for 2 years.
One year while being a student and one year being a graduate.
So if an EP already worked in Germany for 12 months while being a student and applies again after he/she graduate. Then the EP is able to get another work permit for a maximum of 12 months.
Notes on Salary
Please again note the following:
If he works 40 hours he needs to earn at least 1474 Euros (ZAV states: "weekly wage x13 quarterly wage as there are 13 weeks in a quarter/3(months)=1473,33€" ) by contract. No exceptions.
- A voluntary intern must at least work 35 hours and earn at least 1290 Euros (ZAV states: "35x8,50€x13/3= 1289,17€") by contract. No exceptions. be aware that when the intern works less than 40 hours, you need a written statement from the company, that 35h are the standard working time there.
- A mandatory intern must at least earn 735 Euros (starting 01.08.16).
- As the ZAV is interested in properly puting the minimum wage into action, they sometimes arise suspicion against companies who employ interns for 35 hours a week by contract but letting the intern work 40 hours+ a week for decreasing the average hourly wage. In some cases we will therefore get back to you and ask you to issue a letter that states that the regular working hours for interns is 35 hours a week. Attached please find a template here.
Visa Process
Visa process of a matched Intern - a step by step guide:
-
EP is matched, if not EU citizen apply for ZAV (instructions on knowledgebase)
-
Tell your intern to get an appointment asap at their embassy in around 3 weeks, simultanously the intern should ask which documents are needed for their Working Visa.
-
Get the ZAV as an original via Mail. (yes real mail, not electronical)
-
Make a copy/scan for your LC and send the original workpermit to your intern. (Via Expressmail, from DHL)
-
Tell your Interns to apply for a working visa for Germany. They need their ZAV, sometimes a copy of their working contract, Insurance statement
-
Intern will get the working visa
-
Intern books a fligt to Germany.
These steps are a MUST for all interns who do NOT have a EU Citizenship. There are nearly any exeptions. A normal Visa is not enough, a Schengen Visa is not enough, a study visa is not enough, a tourist Visa is not enough. Only the Working Visa is valid.