Visa Pool
Before a single overseas hire can travel, the company needs a work visa allocated to them — and in Saudi / Gulf recruiting, those visas are not requested one at a time. A company is granted a pool of hiring visas by nationality, job and other quotas, and the PRO desk's job is to manage that pool as a small piece of inventory: know how many visas of each kind are sitting in stock, hand a slice of them to a PRO office to work with, and record each one actually spent on a real government visa. Three documents model that funnel end to end: Issued Visas (the stock), Visas Delegation (allocating some of it to an office) and Visa Handling (spending an allocation on an actual visa).
Gulf / KSA-specific
This is a Saudi / Gulf recruitment procedure and needs the Gulf visa licence (humanresource-gulf-visa). Unlike the rest of the government-relations desk, these three documents are not about an existing employee's paperwork — they track the company's own supply of hiring visas before anyone is hired. They are found under Human Resources → Recruiting, not Administrative Transactions.
The stock: Issued Visas
Issued Visas (تأشيرات صادرة) is where the company's granted quota is recorded. It carries the government visa's own number, issue date and end date at the header, and a Details grid with one row per combination of job, nationality, religion and arrival region — because a government grant is rarely a single flat number, it is usually broken down by exactly these categories.
| Field (English) | Arabic label | Purpose |
|---|---|---|
| Arabic Name / English Name | الاسم العربي / الاسم الإنجليزي | The grant's display name. |
| Visa Number / Visa Issue Date / End Date | رقم التأشيرة / تاريخ الإصدار / تاريخ الإنتهاء | The government grant's own number and validity. |
| Details — job / Nationality | الوظيفة / الجنسية | The job and nationality this row's quota is for. |
| Details — Arrival Region | جهة القدوم | Where these hires are expected to arrive from. |
| Details — Religion | الديانة | The religion this row's quota is for. |
| Details — Visas|Issued Number | عدد التأشيرات|المصدر | How many visas were granted for this job / nationality combination. |
| Details — Visas|Under Delegation | عدد التأشيرات|المفوض به | How many of them are currently handed to a PRO office and not yet spent. |
| Details — Visas|Under Procedure | عدد التأشيرات|تحت الإجراء | How many have been spent on an actual visa that is still being processed. |
| Details — Visas|Finished | عدد التأشيرات|المنتهى | How many have completed their journey (the hire has actually arrived). |
| Details — Visas|Remaining | عدد التأشيرات|المتبقي | What is left available to delegate — issued minus delegated, in-procedure and finished. |
Only Issued Number is something you type in; Under Delegation, Under Procedure, Finished and Remaining move on their own as Delegation and Handling documents are saved and committed against this row — you never edit them directly.
Step 1 — allocating to an office: Visas Delegation
Once the quota exists, a Visas Delegation (تفويض تاشيرة) hands a slice of one nationality's visas to a specific PRO office to work with — you are not spending a visa yet, only reserving it for that office. You choose the Issued Visa grant and the Nationality being delegated once at the header, then break the quantity down by job in the Details grid.
| Field (English) | Arabic label | Purpose |
|---|---|---|
| Issued Visa | التأشيرة الصادرة | The stock grant this delegation draws from. |
| Authorized Office | المكتب المفوض | The PRO office the visas are being delegated to. |
| Nationality | الجنسية | The nationality being delegated (one per delegation). |
| Delegation Number | رقم التفويض | The government delegation reference number. |
| Delegation Start Date / Delegation End Date | تاريخ التفويض / تاريخ أنتهاء التفويض | How long the delegation itself is valid for (defaults from the grant's own end date). |
| Details — job | الوظيفة | The job this delegated quantity is for. |
| Details — Number Of Visas | عدد التأشيرات | How many visas of that job / nationality are being delegated. |
Saving and committing the delegation moves that quantity out of Remaining and into Under Delegation on the matching Issued Visas row — Nama checks the same job-and-nationality combination exists in the stock and refuses the line if the remaining balance cannot cover it.
Step 2 — spending it: Visa Handling
Visa Handling (منح تأشيرة) is where a delegated allocation is actually spent on a real visa: the office has gone to the authorities and obtained a numbered visa with its own validity dates for one or more of the hires it was allocated. You reference the Delegation it is drawn from (and the same Issued Visa grant), and each Details line records the visa actually granted.
| Field (English) | Arabic label | Purpose |
|---|---|---|
| Delegation | التفويض | The delegation this handling spends from. |
| Issued Visa | التأشيرة الصادرة | The stock grant behind it. |
| Authorized Office | المكتب المفوض | The office handling the visa. |
| Details — Nationality / job | الجنسية / الوظيفة | Which quota row this visa is drawn from. |
| Details — Visa Number | رقم التأشيرة | The actual government visa number obtained. |
| Details — From Date / To Date | من تاريخ / إلى تاريخ | The visa's own validity period. |
| Details — Expiry Period | مدة الصلاحية | How long that validity period runs. |
| Details — Number Of Visas | عدد التأشيرات | How many visas this line accounts for. |
Committing a Visa Handling moves the quantity out of Under Delegation and into Under Procedure on the Issued Visas row — the visa has stopped being a mere allocation and has become a real, numbered visa in progress. A later step in the recruitment process (when the hire actually arrives) is what finally moves a visa from Under Procedure into Finished, closing out that unit of the pool for good.
How it's processed
None of the three documents in this funnel post to the general ledger — they move quantities between the counters on the Issued Visas stock row, not money. Saving and committing is instant, and cancelling or editing a Delegation or Handling reverses its quantity move on the same row, so the counters always reflect exactly what is currently allocated, in progress or finished.
Related pages
- Government Relations Overview — the shared PRO desk this pool feeds into once a hire is on payroll.
- HR Visas — the visa procedures for employees who are already on the company's books, as distinct from this pre-hire visa pool.