OCI Re-issue for new passport

By Rajkamal Rao 

The Indian Government has issued a series of new rules about the validity of OCI cards and has clarified that cardholders will have to reapply for their OCIs when they acquire a fresh passport.

1. For an applicant who is 20 years of age or younger, the OCI must be re-issued each time a new passport is acquired.


2. For an applicant who is 50 years of age or older, the OCI must be re-issued just once after a new passport is acquired. 


3. For an applicant who is 21 to 49 years of age, there is no need to re-issue the OCI each time a new passport is acquired. Cardholders may travel with their OCI stapled to the original passport that was used at the time of the OCI application (which contains the U-visa), along with the current valid passport.

On March 16, 2020, I completed the formalities to apply for the re-issue of my OCI under category 2 above. On May 12, I received my new OCI - a processing time of approximately 8 weeks. Considering that India went into Covid lockdown during the entire period, I must say that the processing was relatively quick. It was also painless - I had no inquiries or requests for new documentation. And the automatic status updates were world-class. I knew exactly where my application was throughout the process.

Why did I apply for an OCI re-issue? I had acquired a new U.S. passport in April 2019, and I turned 50 a few years ago, so I was at risk of being denied entry to India after June 30, 2020 if I didn't obtain the re-issued OCI.

The steps to completing the application are fairly straightforward and entirely online. But as in the case of most India-based websites, the process is designed by computer programmers who expect all users to be proficient in coding. Exceptions are handled in a convoluted manner and the instructions are replete with what you must do and what you cannot do. Further, the guidance is bundled together with those applying for their OCI for the first time, so, deciphering what to do makes us shake our heads in wonder with a simple question, "Why can't things be easier?"

My attempt here is to document a user-guide to help to make the process easier.

The application for OCI re-issue has to be made on two different websites, one after the other.

1. You will start your application on this site operated by the Government of India, and by choosing the OCI Miscellaneous Services option from the menu.
   
   There are two parts to this application - Part A and Part B, and the application is not considered complete until both parts are properly filled. The most annoying aspects of the application are the limitations of file sizes for uploads and the format requirements. Why websites should constrain file sizes in this day and age of fast computers and cheap storage beats me.


2. You will then complete your application on the Cox and Kings website. Cox and Kings is the company retained by Indian missions in the U.S. to process all consular applications. This step is relatively easier to complete.

I shall assume that your OCI re-issue business case is fairly simple: Your original OCI was issued before 2010 and you have since changed your employment details, address, email address, and phone number. The Indian government has a record of all of these details from when you first applied for your OCI. If none of these particulars have changed, then, the business case becomes simpler.

If your original OCI was issued after 2010, you have to follow the steps for "Renunciation plus OCI." That is, you must first apply for the 'Renunciation of Indian Citizenship'. Only after you receive your Renunciation Certificate or your Deemed Surrender Certificate can you apply for your OCI re-issue. If you already have these certificates, read on.

Before you even go online, make sure that you have the following things handy.

• Two passport photos that are different from the one in your new passport. The photo requirements are long, so it is best to go to CVS or Walgreens and have your photos professionally taken. Yes, I know that in the age of iPhones, you can take photos on your own and save about $12, but the hassle is just not worth it. CVS uses Kodak Biometric Prints technology designed to meet the stringent requirements of U.S. passports, so, you can rest assured that your photos will pass muster at the India site.
  
  When you get your prints, the Kodak system will certify that your photos will comply with a long list of parameters including, image size, width/height ratio, correct head size, the position of the head in the photo, image brightness, color balance, whether eyes are open and looking straight ahead, mouth closed and not smiling, the glare of eyeglasses, and horizontal/vertical face position.


• CVS does not provide a digital copy of the prints, so you must scan your photo to a size no more than 200KB. Only .jpg or .jpeg formats are allowed.


• Scan the photo page of your current passport as a .pdf limited to 1 Mb in size. If your .pdf comes out to be larger in size, use Adobe or a free online service, such as Smallpdf.


• On a white sheet of paper, sign your name and scan your signature as a .jpg or .jpeg file limited to 200 KB in size. No matter how hard you try, modern printers will create file sizes that are larger because the entire white space of the page is also scanned. So, use Paint, cut out only your signature and save it. The file size should easily fall below the 200 KB limit.


• You will need to provide evidence of your address as a .pdf file limited to 1 MB in size. You may scan your driver's license or submit a utility bill from the last 3 months which can be easily downloaded as a .pdf file. Again note the file size limitation. 


• Dig into your records and obtain details of your last Indian passport before you first obtained your OCI. You will need the passport number. If you don't have this number, you may use 000000 when you're asked for this information. 


• Have the OCI cards of all of your family members - the site will ask for this information.


• Have your updated employment details as a .pdf file limited to 1 MB in size. This is relevant if you changed jobs from the first time you applied for your OCI - so have your offer of employment, or certificate of employment from HR ready. If you're now running your own business, make sure to have your LLC articles of incorporation, or franchise tax information, ready.

Going online - Step 1: India Govt. Site

Now, you are ready to go online. Start your application on this site operated by the Government of India, and by choosing the OCI Miscellaneous Services option from the menu.

There are two parts to this application - Part A and Part B, and the application is not considered complete until both parts are properly filled. As you're filling out your form, you're given a temporary application ID. Note this down so that if you need to save your session and come back to the application later, you can.

We assumed that you will change your employment details, address, email address, and phone number. On the page which asks you for details of what particulars you want to change, make sure you check the address box. This alone opens up fields wherein you can key in the new information. If you don't check this box, the application will assume your old details and send you emails and SMSs to what the government had at the time of your first application.

Once you're done with all the document and image uploads, the site will give you a web file reference number. At this point, your application is considered submitted and cannot be edited. You can always upload supporting documentation - by using the menu item on the home page and using your webfile number - but you cannot edit any entries.

The system will generate a .pdf file of the completed application - look for it in the downloads section of your browser. If you don't find it, you can go to the menu item on the home page and regenerate a .pdf of your application.

You will need to print the completed application and sign it. As you review the printed form, if you realize that you made a mistake in the entries, you have to go back and do the whole thing again.

If you did everything right, you should promptly get an email response from the Govt. of India acknowledging that your application was received.

Going online - Step 2: Cox and Kings website 

With the web file number handy, you will proceed to the CKGS site. Cox and Kings is the company retained by Indian missions in the U.S. to process all consular applications. CKGS handles the paperwork based on jurisdiction. If you're in Texas, you will send copies of your supporting documents (and the original OCI card and two original passport photos) to their Houston office.

From the dropdown, choose that you want to apply for the "OCI Re-issue for a new passport."  

It is best to pay $75 and send your signed OCI application and supporting documents by FedEx Standard Overnight. The $75 fee includes FedEx charges to the CKGS office and the return shipment of the re-issued OCI card by FedEx, plus all CKGS and Indian consulate fees. The Cox and Kings site is not accepting credit card payments at the time of writing, so, you will need a money order or cashier's check to cover the fees.

You will need to print three items from the CKGS site. The "Affidavit in Lieu of Originals" document is something that you have to get notarized, so be prepared to pay a visit to your favorite notary. You will print out the FedEx label and lastly, the Order Form, which has bar codes for processing your application. You will need to attach these bar codes below the FedEx label.

Once you're done handing your package to the FedEx office, it takes about 6-8 weeks for successful processing of your application.