Applying for a Schengen Visa at the Italian Embassy in Manila (2014)

Early January, I still had no plans where to go for a holy week trip.  I got the idea of planning for a Europe trip from my friend who will be in the Schengen area until mid-2014.  And so, planning started.  Below is my experience on applying for a Schengen visa.

Where to Apply for a Schengen Visa?

Based on what I read, visa should be lodged on your main country of destination.  If going to multiple countries in the Schengen area, submit your application in the embassy of the country where you'll be staying the longest.  If the longest length of stay is the same for multiple destination, apply in the country which you would enter first.  Please note that they count the number of nights of stay in each country.

For example, the itinerary is Netherlands (2 nights), France (3 nights) and Italy (3 nights).  You should apply at the French embassy as you would enter that country first on the countries you'll be staying the longest.


Visa Application Requirements

The Italian Embassy in the Philippines has contracted PIASI to assist in the lodgement of visa applications (Source).  Their website, via.ph gives information on visa applications.  Their toll-free number (+ 632 845 9200) is also available to answer inquiries on visa requirements.

I found the tourist visa (short term) requirements during my time of application here.  Please check the site for updates.  For other types of visas, you can also find the requirements in their website.

Please note that only visa applications whose intended date of travel is within 3 months from the time of the application will be accepted.

General requirements for all visa applicants

1.  Valid passport with no less than 3 months validity over the visa expiration

2.  COMPLETELY accomplished form with one recent picture (2x2) with white background (Please DO NOT leave any blanks in the form.  Indicate "N/A" if answer is not applicable.)
As per checking with the information center, either 2x2 or Schengen (passport) size picture would do, but I was told that it has to be glossy.  Do not staple or glue the picture to the application form yet.  Visa application form can be downloaded here.
Notes on the application form:
- #2 Surname at birth - if single, it would be the same as #1
- #7 Nationality - should be Filipino, not country of nationality
- #11 National Identity Number - N/A for Filipinos
- #22 Member state(s) of destination - specify all Schengen countries you'll be visiting
- #25 Duration of intended stay - this include the days of departure from and arrival in the Philippines
- #31 Inviting person in member state or hotel - if hotel, indicate details for the hotel you'll be staying in the country you're applying a visa for, in this case hotel in Italy
- #32 Inviting company/organization - put N/A in all boxes if none
- #34 and #35 EU, EEA and CH citizen family member - put N/A in all boxes if none

3.  Original and photocopy of ALL documents required for each applicant (including passport and previous visas).
I guess you might ask if they'll give back the original ITR, they gave mine back so I guess it'll be the same for others.  This goes the same for other originals that you might need (e.g. travel insurance).

Additional requirements for tourist visa

4. Letter of introduction to the embassy (document that introduces the applicant and reason for visa application; the letter should include contact numbers of the applicant)
The introduction letter should be addressed to The Honorable Consul.  It should include details such as applicant information (home address, mobile number, work information and personal e-mail), reason for visa application, overview of itinerary, countries you've been to outside of the Schengen area.  Do make sure that the itinerary would be consistent with your hotel bookings.

5. If employed: Certificate of employment and approved Leave of Absence
I've filed the leave of absence in our online system (as well as block my schedule for the said dates in our resource availability system), have talked to my manager regarding my leave and requested her to approve it before requesting for these documents from HR.  I got my documents after 2 days.

6.  If self-employed: Business license/permits, registration and financial statement

7.  Declaration of annual income (ITR), and approved leave of absence
I think the approved leave of absence here is just the same as that in #5.  ITR should be the most recent one.  I submitted ITR for 2012 since 2013 is not yet available.

8.  For students: certificate of enrolment and approved leave of absence.

9.  Proof of economic means: Bank certification for dollar and peso accounts accompanied by their corresponding passbook, statements of account.  If available, international credit cards, properties, land titles, etc.
This can be requested from the banks.  They provide those for a fee.  If you have more than one account with the bank, you could have all in one certification.  They could also provide bank statements, but I think they could only give up to 2 months for the bank statements.  You could also print the statement if you're enrolled in their online facility.  If you checked credit card as a means of support during your stay in Schengen area in the application form, I think it might be better to also submit credit card statements.

Now, I guess this would be my main problem.  I got some money in the bank but it does not sum up to hundred thousands.
 
10.  Birth certificate and Marriage Contract (NSO issued)
They do not require a recent NSO-issued document.  I used the one I got 2 years ago.

11.  Itinerary, confirmed round trip flight booking and hotel vouchers or hotel booking under the name of the traveler.
The flight booking for the dates specified in the application form must be consistent with the one in this document.  You can get one from a travel agent.  I know a travel agent so I got one from them.  I'm not sure if asking for it has a fee but I didn't pay anything for mine.  It is NOT required to pay for the tickets before visa application.  Please note that the thing here is that if the visa is approved, you have to get the flights specified in the booking certificate, at least that's what they say.
As for hotel bookings, we booked our hotels using booking.com.  We selected those that can be cancelled at a later time in case we got an unfavorable reply in our visa application, and does not require down payment.  Although, we've also selected those that we would be most convenient for us to stay in, in case we got our visa.

12.  A letter of invitation addressed to the Embassy (format of this letter may be secured at the Italian Embassy or downloaded from www.ambmanila.esteri.it) in case the traveler will stay in a friend's or relative's residence.  The invitation may be made by an Italian national or a foreign resident legally staying in Italy.  A document of identity or permit of stay should accompany the letter of invitation.

13.  For ALL minors NSO birth certificate, affidavit of Support and Consent from BOTH parents.  In addition, a DSWD clearance for minors not traveling with parents.

14.  Travel insurance with a coverage of at least 30,000 euros (with 15 days allowance beyond the travel period) obtained only from Schengen accredited insurance companies in the Philippines.  (Please refer to the current list of accredited insurance companies in the Philippines)
I got mine from Blue Cross (Prestige Euro plan).  I applied for it online and was supposed to get the policy after the payment as per the reviews I read.  However, I ran into an issue during payment and my credit card was rejected.  I was told by the credit card company that the transaction was approved and they gave me the approval code.  Next, I contacted Blue Cross (travelbilling@bluecross.com.ph) and it took more than a day to fix the issue.  Apparently, it was their payment partner which encountered the issue but when they were able to reconcile, they processed my transaction.  So what happened was that they needed more information from me as they cannot extract some of the information I entered online.  They sent the copy via email and was sent the policy via courier.  I think they expedited the process since I told them I needed it for the visa application in a few days.
Anyway, the number of days in the insurance should be the total number of days for the trip, including day of departure from and day of arrival in the Philippines plus 15 days.  You have to manually add 15 days in your travel dates so that the total number in the insurance coverage would already include the additional 15 days.  The countries you'll be traveling to is also specified in the insurance, as well as the layovers.

15.  If not Filipino citizen, the applicant needs to show proof of permanent residency in the Philippines (ACR).

16.  Visa processing fee + service fee in form of Manager's check, payable to "PIASI"
At the time I called the call center to schedule the visa application, the rate was PhP4,951.00.  This includes the visa fee (60 euros or converted to PhP3,551.00 at that time) and the handling fee (PhP1,400.00).  Cash is accepted.  The call center told me to bring the exact amount.  Although, contrary to the other blogs I've read, they give out change.  I guess "no change" is only for those visa applications lodged directly in the embassies.


Lodging of Visa Application

To schedule for appointment on the submission of visa application, a call to their premium lines is needed.  A toll charge of about PhP32.00/minute excluding VAT is applicable.  I used my mobile phone to call so there are additional charges.  Before calling, make sure you have your completely filled-up application form and passport details with you.  Only the applicant is allowed to schedule for the appointment.  Also make sure that the travel date is within 3 months from the date.

FYI: One could also schedule visa application directly through the embassy.  I'm not sure how that process works.  It could be through a link in their website (where it is said you could book your visit to the embassy well in advance) or via email.

The call took about 15 minutes with more than one minute spent on the welcome message, then another 2-3 minutes waiting to be attended to.

On the scheduled date, I was there (VIA Center, 3/F Allegro Center building, Pasong Tamo Ext. - the building with Starbucks on the ground floor) around 30 minutes before the specified time.  The reception verified if my name is on the list and gave me a number, as well as 2 copies of the requirements.  I think I'm the 15th+ to be served.  They have a reminder to arrange the documents to be submitted as per the order in the list of requirements.  It took about 1 1/2 hour before my number was called.  I encountered an issue with my itinerary (they said I should be applying at the Spanish Embassy since I would be staying the same number of nights in both countries and will be entering Spain first) so I had to fix my itinerary, or submit the application at the Spanish Embassy.  So, from the original plan to just stay the night in Spain (as accommodation is cheaper there) and take the early morning flight to Italy, it was changed to spending that night in Italy instead.  The next day, I came back, got another number and waited again for 1 1/2 hour for my number to be called.  After they accepted my application, I went back to my seat and waited for my number to be called again (about 45 minutes), this time for biometrics.  It then took another 5 minutes for my number to be called for payment.  I was then told to wait for 10 days.

So now the waiting game begins.  In all, the initial cost of my visa application is as follows:

ID Picture	PhP 175.00
Call to schedule visa application (excl. taxes)	PhP 529.05
Travel Insurance	PhP 4,511.81
Visa Application + Handling Fee	PhP 4,951.00
Total Initial Cost	PhP 10,167.31

[Update] After more than 2 weeks of waiting (on mid-day Friday), I received a letter from the Italian Embassy via 2GO (which I paid for PhP215) saying that I need to go to the embassy (6/F Zeta Building, Salcedo Village, Makati) immediately for interview and clarification of documents.  I can go either Tuesday, Thursday or Friday between 12NN-1PM.

[Update] I went to the embassy for the interview (Tuesday after I received the letter).  I showed the letter to the guard in the ground floor so they let me in and directed to go to 6/F.  At the Italian Embassy reception, I was asked to leave my cellphone and gave me a number for retrieval.  I got there around 11:45AM and got called almost 1PM.  Some questions are (1) Do you have relatives outside the country? (2) Are you traveling alone? (3) Do you have any other bank accounts?  These are the questions I remembered.  There might have been 3 or 4 more but I forgot about it.  I remember these 3 as the visa officer told me to put the answers I've given her in writing (she gave me paper which I think has "Letter of Declaration" word on top).  I was writing the letter while she continues to ask me questions.  After I gave her the letter, I was told to wait for another 1-2 weeks.  Whoa!  I just hope it wouldn't take that long.

[Update] Passport was delivered by the same guy from 2GO (Friday on the week of the interview).  That was fast! And, thankfully, I was granted a visa valid from the date of departure from the Philippines to the last day of my insurance (so that's +15 days from the intended date of arrival) but only for the number of days stated in my itinerary +2 days.  They also returned the original NSO birth certificate.  Now, it's time to purchase those tickets!