Perjalanan Dinas Luar Negeri (PDLN)

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Selayang Pandang

PDLN refers to official travel conducted outside or into the territory of the Republic of Indonesia. It encompasses travel beyond Indonesia’s borders for official government or state purposes. PDLN is a must for staffs using national funding (APBN)

PDLN Permit Application

First stage: at UM. For lecturers, staffs, and students

Stage Description Persyaratan Estimation
1 The applicant submits their permit application to the Unit Leader (faculty / institution / UPT / Bureau)
  1. Invitation / Acceptance / LoA
  2. Schedule of activities
  3. Curriculum Vitae/DRH
  4. KTP
  5. PDLN Form
  6. If the signing of the MOU must be accompanied by a draft of the MOU
  7. If there is a financing component that is self-financed, there must be a Statement Letter signed by the person concerned with a stamp
  8. If the PDLN requires more than 3 (three) months, it is mandatory to make a Study Assignment Agreement Letter signed on a stamp
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2 The applicant unit submits a letter of request for PDLN permit to the Rector (sent through the BUK Administration) with a copy of the letter to the relevant parties (eg: Vice rector, Director of OIA, etc.)
  1. Invitation / Acceptance / LoA
  2. Event Rundown
  3. Curriculum Vitae/DRH
  4. KTP
  5. PDLN Form (If the signing of the MOU must be accompanied by a draft of the MOU)
  6. If there is a financing component that is self-financed, there must be a Statement Letter signed by the person concerned with a stamp
  7. If the PDLN requires more than 3 (three) months, it is mandatory to make a Study Abroad Agreement Letter signed on a stamp
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3 BUK Administration schedules incoming letters and submits them to the Rector – 1 working day
4 Rector disposes of the letter (Allowed/Not) – 1 to 3 working day(s)
5 Vice Rector IV disposed of the letter 1 to 3 working day(s)
6 OIA receives and processes letters according to the disposition of the Rector and Vice Rector IV – 30 – 60 minutes
7 If permitted, Vice Rector IV will gives a signature. If not, Vice Rector IV will receive a copy of notification letter. – 1 to 2 working day(s)
8 Rector sign the letter – 1 to 2 working day(s)
9 BUK Administration provides letter number – 15 to 60 minutes
10 OIA inputs PDLN data into the Setneg SIMPEL application – 30 to 60 minutes
11 OIA sends a copy of the permit letter and the SP Setneg registration registration number to the applicant and the applicant’s unit. – 1 working day

Second stage: at MOECRT. For lecturers and staffs

Stage Description Persyaratan Estimation
1 The applicant submits their permit application to the Unit Leader (faculty / institution / UPT / Bureau)
  1. Application letter, Assignment Letter, Financing Statement (if there are components that are self-financed, there must be a Self-Cost Statement Letter signed by the person concerned on a stamp)
  2. Invitation / Acceptance / LoA and Activity Schedule
  3. Curriculum Vitae/DRH
  4. KTP
  5. PDLN Form
  6. Draft MoU/MoA (if signed)
 30 to 60 minutes
2 Recommendation/approval process at the Directorate of Human Resources, MoECRT If a recommendation is obtained, Coverage Letter will be issued. If not obtained, rejection will be informed. 3 to 7 working days
3 Approval Letter Process at the Ministry of State Secretariat Reviewing the feasibility of requirements, needs, objectives and determining whether or not to permit. 3 to 7 working days
4 Official Passport Process at the Ministry of Foreign Affairs
  1. Application letter
  2. State Secretariat Approval Letter (SP Setneg)
  3. KTP, Family Card, Birth Certificate / Marriage Certificate, Employee Card (legalized), passport photo
  4. Selfie photo of the proposing officer/operator
 4 working days
5 Exit Permit/Visa Recommendation Process at the Ministry of Foreign Affairs Application letter, SP Setneg, Service Passport 3 working days

catatan:

  • It is recommended that the SP Setneg application be entered into the SIMPEL application 21 working days before the departure date.
  • For those who already have an official passport, after the State Secretariat Regulation is issued, apply for an Exit Permit and visa recommendation.
  • All processes are done online (files are in softcopy form)
  • For PDLN implementers, after carrying out the activities, it is MANDATORY to make a report on the results of the official trip and report it online via the SIMPEL application (the application can be downloaded from the Play Store via a smartphone. If you have any difficulties, contact the UM OIA staff).

Second stage: at MOECRT. For students

Stage Description Persyaratan Estimation
1 The applicant unit inputs and uploads PDLN data into the SIMPEL application.
  1. Application letter, Assignment Letter, Financing Information (if there are components that are self-funded, there must be a Self-Cost Statement Letter signed by the person concerned on a stamp)
  2. Invitation / Acceptance / LoA
  3. Activity Schedule
  4. Curriculum Vitae/DRH
  5. KTP
  6. PDLN Form
  7. If PDLN requires more than 3 (three) months, students are required to make a Study Assignment Agreement Letter signed on a stamp
 30 to 60 minutes
2 SP Setneg Process at the Directorate of Learning and Student Affairs, MoECRT If a recommendation is obtained, Cover Letter will be issued. If not obtained, rejection will be informed. 3 to 7 working days
3 Approval Letter Process at the Ministry of State Secretariat – 3 to 7 working days

catatan:

  • It is recommended that the SP Setneg application be entered into the SIMPEL application 21 working days before the departure date.
  • All processes are done online (files are in softcopy form)
  • For PDLN implementers, after carrying out the activities, it is MANDATORY to make a report on the results of the official trip and report it online via the SIMPEL application (the application can be downloaded from the Play Store via a smartphone. If you have any difficulties, contact the UM OIA staff).

PDLN Permit Cancellation

First stage: at UM. For lecturers, staffs, and students

Stage Description Persyaratan Estimation
1 The applicant submits an application for cancellation of the SP Setneg for PDLN to the Unit Leader (faculty / institution / UPT / Bureau) Information about the reason for cancellation along with evidence (e.g. a medical certificate from a doctor or information about the postponement of the activity from the committee or related parties abroad) –
2 The applicant unit submits a letter of cancellation for SP Setneg to the Rector (sent through the BUK Administration) with a copy of the letter to the relevant parties (eg: Vice rector, Director of OIA, etc.) Information about the reason for cancellation along with evidence (e.g. a medical certificate from a doctor or information about the postponement of the activity from the committee or related parties abroad) –
3 BUK Administration schedules incoming letters and submits them to the Rector – 1 working day
4 Rector disposes of the letter – 1 to 3 working day(s)
5 Vice Rector IV disposed of the letter 1 to 3 working day(s)
6 OIA receives and processes letters according to the disposition of the Rector and Vice Rector IV – 30 – 60 minutes
7 Rector sign the letter – 1 to 2 working day(s)
8 BUK Administration provides letter number – 15 to 60 minutes
9 OIA inputs PDLN data into the Setneg SIMPEL application – 30 to 60 minutes
11 OIA inputs data on PDLN permit cancellation requests into the Setneg SIMPEL application – 30-60 minutes

Second stage: at MOECRT. For lecturers, staffs, and students

Stage Description Persyaratan Estimation
1 The applicant unit inputs data into the SIMPEL application Letter of application, explanation of reasons for cancellation along with evidence, and SP Setneg 30 to 60 minutes
2 MoECRT issues cover letter Letter of application, explanation of reasons for cancellation along with evidence and SP Setneg 3 to 7 working days
3 Ministry of State Secretariat processes Cancellation – 3 to 7 working days

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Checklists of completeness of requirements and PDLN application form

Checklist of Complete Requirements

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PDLN Data Entry Sheet

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Statement of Self-Cost and Mixed Costs for Lecturers and Education Staff

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Self and Mixed Cost Statement for Students

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PDLN Report

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CV (DRH) of Lecturers and Education Staff

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CV (DRH) of Students

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Lecturer and Staff Study Abroad Agreement

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Student Study Abroad Agreement

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Letter of Reason for Delay

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PDLN Presentation [Feb 2020]

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Reciprocal Visa Free Data for Diplomatic and Official PP [April 2018]

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Apply easily, now!

Submit your application according to our tutorial above.

If you have any inquiries, do not hesitate to ask us directly to OIA Staffs at Sasana Budaya, First Floor.

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