If documents in order,quick passports

By Hiranthi Fernando

The Deputy Con troller (Travel), Department of Immigration and Emigration, N. Bambarawange says there is a vast improvement in the issue of passports, since they moved from the office at Chaitya Road in the Fort, to its present premises at Station Road, Bambalapitiya.

"We have provided seats for the people. They can come inside and sit while they await their turn," Mr. Bambarawanage said. "With the assistance of Bank of Ceylon, we have provided television to entertain them while they wait. We have also provided safe drinking water and seven toilets. A photocopying service is available in the building so that they need not go out."

"However, we cannot cater to everyone," he continued. "We have an average of around 3,000 applicants daily, bringing in a revenue of over two million rupees. We can admit only the applicants themselves. Others who accompany them have to wait outside. We have requested the Municipal Council to provide two toilets in the Municipal Depot nearby, for their use. The Food Department runs a mobile outlet from 6.30 a.m, providing food and drinks at fair prices. The Welfare Canteen also serves short eats, drinks and tea."

Mr. Bambarawanage said more counters have been opened. There are 18 separate counters for different categories of passports- All Countries, Specific Countries, India and Nepal.

Counters are further differentiated for same day service and normal service in each of these categories. Seven counters are also available for Passport renewals, change of name, extension of validity, change of photograph and entering of children's names.

Over 1000 applications are received each day for the Same Day Service. On Mondays and Tuesdays specially, it can go up to 1300. For an issue of a passport on the Normal Service it takes around four weeks.

According to Mr. Bambarawanage, application forms are freely available to anyone who calls for one at the passport office. When asked about the sale of forms by touts outside the office, he admitted that it does happen. Since forms are issued free, these touts collect them and offer them to people who drive down to the passport office for forms. Passport application forms are also available at any Divisional Secretariat. If a self addressed stamped envelope is sent along with a request for application forms, they are sent on the same day.

Applications for the Same Day Service could be handed in from 9 a.m. till 12 noon. On days when there is a large crowd they continue till later. Usually the one day passports are issued by 7 p.m. However, the Deputy Controller said, on some days they continue working till 10 p.m. in order to finish issuing these passports.

"Sometimes, there may be problems such as incorrect Identity card number or other information. In such cases, we have to set it aside and proceed with the rest," Mr. Bambarawanage said. He explained that if for instance, the date of birth does not tally with the Identity Card number, the computer rejects it. The Registration of Persons Department issues the Identity Card numbers manually. There may be mistakes, particularly in the case of old identity cards, which they may have obtained without proper data. "We have the most modern passport issuing service on the computers," he said. "If we get a signal from the computer, we give a restricted passport valid for one journey only. In such cases, we make inquiries, ask for correct documents. We give the applicant a letter asking him to get the correct identity card number through the Grama Sevaka. When the correct number is obtained, the restricted passport is cancelled and a fresh one issued."

"To obtain a passport, the applicant should complete Form K with the required information and submit together with the Birth Certificate to prove nationality and the identity card to prove identity," Mr. Bambarawanage said. "If a parent wishes to enter children under 16 in his/her passport, Form C has to be filled and attached to form K along with a letter of consent from the other parent. If one parent is abroad, a copy of the data page and children's data page of his/her passport should also be submitted. A child cannot be entered in two passports."

Mr. Bambarawanage explained that passport applications could be handed in at the respective Divisional Secretariats. If all is in order, the passport is issued and posted by registered post to the applicant. If the National Identity Card (NIC) is not submitted, the passport is issued as NONIC, is valid for only one journey.

The Deputy Controller said that since 1991, the Department has been computerised. In 1991, the L series of passports were issued. Since September 1996, a new system is in effect. On the M series passports issued under this system, the photograph and signature are scanned, leaving less leeway for forgery and substitution. Passports are issued according to the International Civil Aviation Standards.

"Problems are often created by bogus job agents," Mr. Bambarawanage commented. For instance, if a woman worker returns from the Middle East without completing her contract for some reason, she cannot go back as she does not have a re-entry visa. She applies for a new passport without disclosing the previous one. It is discovered in the computer. In such a case, the application is cancelled and the payment is confiscated. The applicant is informed of the fact. According to him, daily, 20 to 25 applications are cancelled. With the new system, by feeding the Identity Card number or to the computer, a printout of the correct details regarding the applicant and previous passports can be taken immediately.

There were also cases of impersonations. For example, one woman had applied for a passport giving her sister's details. It came to light in the computer and the application was cancelled. "If there are suspicions we request a report from the divisional Secretary or Grama Sevaka," Mr. Bambarawanage said. "If the Birth Certificate is suspect, we refer to the Registrar General's Department. If it is confirmed as not being genuine, the papers are handed over to the Fraud Bureau for further action. If the guilty applicant turns up again, we hand him over to the Police for prosecution. We have also found job agents entering alterations on the passports.

"Our main problem is that of touts, brokers and crooks hanging around to sell forms or pose as J.P.s and lawyers and trying to certify forms," Mr. Bambarawanage said. "The Police recently detected a man having J.P. seals from 19 different places. Another had 42. Brokers accost applicants who collect forms and offer the services of a J.P. or lawyer, who seals and signs documents using a bogus seal. For example, an application received recently was signed by Arthanayake who purported to be a J.P., while the seal he used read Abeysekera. The officers at the counters have much experience and these fraudulent applications often come under suspicion."

During the last six months, they referred 216 suspected applications to the respective Divisional Secretariats from where they were sent. They received only 45 replies and of these over 50% were proved to be fraudulent. Thirty Identity Card numbers were referred to the Registration of Persons Department. Of the four replies received two were false IDs. Sometimes the identity card of the applicant is suspected on comparison of the photo with the person appearing at the counter. 455 such suspected IDs were referred to the Divisional Secretariats.

Of the 53 replies received, 16 were impersonations. 2058 Birth Certificates were referred to the Registrar General's Department. 1050 replies were received and 674 birth certificates were found to be forged. "With this kind of attempted fraud, we have tried to ensure some form of control," Mr. Bambarawanage said. "In checking on these documents some delays are inevitable. If all documents are in order, a passport can be issued without delay."

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