Many Foreign Nationals (Warga Negara Asing or WNA) only recognize the importance of a passport transfer update when they encounter difficulties during Limited Stay Permit (Izin Tinggal Terbatas or ITAS) extensions, or when their immigration records are found to be inconsistent in the system. In the current era of digital integration, updating passport data is no longer a simple administrative matter.
Indonesia’s immigration transformation between 2024 and 2026 has introduced significant changes in the governance of foreign stay permits.
Service digitalization, biometric data integration, and institutional restructuring through the establishment of the Ministry of Immigration and Corrections (Kementerian Imigrasi dan Pemasyarakatan or Kemenimipas) have resulted in a more integrated supervisory system under the Immigration Management Information System (Sistem Informasi Manajemen Keimigrasian or SIMKIM).
Within this system, the passport number functions as the primary identification element directly linked to your ITAS or Permanent Stay Permit (Izin Tinggal Tetap or ITAP). When a passport is replaced due to expiration, damage, or renewal by an embassy, the stay permit recorded in SIMKIM remains attached to the previous passport number. Without completing the passport transfer update process, the system will detect inconsistencies between the physical document and the national database.
This discrepancy may create obstacles during:
- ITAS or ITAP extensions
- Change of stay permit status applications
- Exit Permit Only (EPO) processing
- International airport inspections
- Corporate sponsor compliance audits
For this reason, understanding the passport transfer update procedure for foreign nationals in detail is a crucial preventive measure.
Regulatory Framework Governing Passport Transfer Updates for Foreign Nationals
Regulatory reforms introduced through Minister of Law and Human Rights Regulation Number 11 of 2024 (Peraturan Menteri Hukum dan Hak Asasi Manusia Nomor 11 Tahun 2024), along with subsequent policies under Kemenimipas, clarify the obligation to report changes in immigration data.
The fundamental principle is straightforward. Any change in travel documents must be reported to ensure that the state system continues to record identity and stay permit data consistently.
In the context of a passport transfer update, this means:
- The new passport number must be updated in SIMKIM
- The stay permit ITAS or ITAP must be transferred to the new passport
- The sponsor remains legally responsible for reporting such changes
A passport transfer update is not merely an individual obligation of the foreign national. It is also part of the legal responsibility of the guarantor or sponsor under Law Number 6 of 2011 (Undang-Undang Nomor 6 Tahun 2011) concerning Immigration.
Mandatory Reporting Deadline of 14 Days
One of the most critical aspects of a passport transfer update is the reporting deadline.
After a new passport is issued by the relevant embassy or foreign authority, the foreign national must complete the passport transfer update within a maximum of fourteen calendar days.
Failure to comply with this deadline may result in:
- Administrative warnings
- Negative compliance records within the system
- Complications during stay permit extensions
- Additional scrutiny during future applications
Under today’s data driven immigration supervision system, administrative inconsistencies are more easily detected. A passport number that remains unchanged in the system despite a physical replacement may trigger complications during subsequent procedures.
Requirements for Passport Transfer Update for ITAS or ITAP Holders
To process a passport transfer update, the following documents are generally required:
- Previous passport and new passport, original and photocopies
- ITAS or ITAP card, original
- Application letter from the sponsor
- Guarantee letter bearing a ten thousand rupiah stamp duty
- Additional supporting documents as requested by the Immigration Office
The application must be submitted to the Immigration Office that has jurisdiction over the registered domicile.
Verification involves not only reviewing the completeness of physical documents but also ensuring consistency within SIMKIM. Once approved, immigration officers will affix an official transfer stamp to the new passport and update the stay permit record in the system.
The estimated processing time for a passport transfer update is approximately three working days.
Address Update Requirement for Foreign Nationals
In addition to a passport transfer update, any change of residential address must also be reported within fourteen days of relocation.
ITAS and ITAP are not static documents. Each registered address must correspond with the actual place of residence.
An unreported address change may be detected during:
- Stay permit extensions
- Field inspections conducted by immigration officers
- Corporate sponsor audits
- Applications for immigration facilities
Required Documents for Address Update
- Address change application letter from the sponsor
- Statement and guarantee letter with stamp duty
- Certificate of Domicile (Surat Keterangan Domisili or SKD)
- Passport and photocopy
- ITAS or ITAP card
- Certificate of Residence (Surat Keterangan Tempat Tinggal or SKTT) from the Civil Registry Office (Dinas Kependudukan dan Pencatatan Sipil or Disdukcapil) if required
The administrative process typically takes three working days and results in an official Address Transfer Certificate.
Legal Consequences of Non Compliance
Pursuant to Law Number 6 of 2011 on Immigration:
- Sponsors who fail to report changes in immigration data may face criminal penalties of up to five years of imprisonment.
- Fines of up to IDR 500 million.
- Foreign nationals may also be subject to administrative immigration measures, including deportation.
In a system that is increasingly integrated and monitored digitally, administrative compliance forms a core element of risk management for both individuals and sponsoring companies.
Immigration Fee Structure for 2026
Referring to Government Regulation Number 45 of 2024 or Peraturan Pemerintah Nomor 45 Tahun 2024, the relevant fees for foreign nationals include:
| Type of Service or Violation | Unit | Fee |
| Immigration status change report | per Applicant | IDR 500,000 |
| Replacement of stay permit card due to loss or damage | per Card | IDR 500,000 |
| Exit Permit Only (EPO) | per Person | IDR 100,000 |
| Fine for lost passport | per Booklet | IDR 1,000,000 |
| Fine for damaged passport | per Booklet | IDR 500,000 |
In practice, administrative passport transfer update reports may not always incur additional charges. However, the classification of data change reporting remains formally regulated under the Non Tax State Revenue structure (Penerimaan Negara Bukan Pajak or PNBP).
Digitalization and System Integration
The official electronic visa portal at evisa.imigrasi.go.id serves as the primary platform for Electronic Visa (e-Visa) and Electronic Visa on Arrival (e-VoA) applications for foreign nationals.
For passport transfer update procedures, physical attendance remains necessary because an official transfer stamp must be affixed to the new passport. Nevertheless, future policy directions indicate the potential for more automated digital integration between passport records and virtual stay permits.
This development reflects Indonesia’s commitment to faster, more transparent, and systematically documented immigration data management.
Immigration Offices in Jakarta
Official contact numbers for Immigration Offices in Jakarta include:
- Central Jakarta Immigration Office: 0811-8418-333
- West Jakarta Immigration Office: 0811-9273-003
- South Jakarta Immigration Office: 0811-1206-207
- North Jakarta Immigration Office: 0821-2929-4111
Standard operating hours are Monday – Friday from 8:00 AM to 4:00 PM Western Indonesia Time.
The Role of XPND in Assisting Passport Transfer Updates for Foreign Nationals
Within an increasingly integrated immigration system, a passport transfer update requires administrative precision and up to date regulatory expertise.
XPND supports foreign nationals and corporate sponsors by:
- Reviewing passport transfer update documentation prior to submission
- Ensuring reporting is completed within the mandatory fourteen day period
- Aligning address updates to maintain data consistency within SIMKIM
- Minimizing administrative risks that may affect stay permit validity
This assistance is particularly relevant for companies sponsoring foreign employees, as legal responsibility for immigration compliance rests with the guarantor.
Through a regulatory based and system oriented approach, passport transfer update procedures can be executed in a structured and risk controlled manner.
