How to Transfer an Employee via Qiwa: Step-by-Step Guide
Employee transfers, whether moving a worker from one internal branch to another or transferring sponsorship to an entirely different establishment, are among the most frequently used services on the Qiwa platform. Because a transfer affects an employee’s legal sponsor, work permit, and often their Iqama, getting the process right matters for both the receiving employer and the employee involved. This guide walks through the full transfer process step by step and explains what to expect at each stage.
What Does “Employee Transfer” Mean on Qiwa?
On Qiwa, an employee transfer generally refers to changing the sponsoring establishment of an expatriate worker, moving their legal employment record from one employer’s Qiwa account to another. This is distinct from an internal department transfer, which does not change the legal sponsor and therefore does not require the same government-level approval process. A full sponsorship transfer affects Iqama records, GOSI registration, and Wage Protection System reporting, since all of these systems track the employee under their current sponsoring establishment.
Eligibility Requirements for Transfer
Before a transfer can be initiated, several conditions typically need to be met: the employee’s current Iqama must be valid and not expired, any mandatory minimum service period tied to their current contract type must have passed (this varies depending on whether the employee initiated the move or the current employer agreed to release them), and there should be no active legal restrictions or absconding reports (huroob) associated with the employee’s record. Employers considering hiring a transferring employee should verify these conditions before proceeding too far into salary negotiations or onboarding planning.
Step 1: Receiving Employer Initiates or Confirms Interest
The transfer process typically begins when a new employer identifies a candidate who is already working for another sponsor in Saudi Arabia. Before initiating anything on Qiwa, the receiving employer should confirm the candidate’s current contract status and whether their current employer is willing to release them, since forced or contested transfers involve additional legal steps.
Step 2: Check Transfer Eligibility on Qiwa
The receiving establishment can check the employee’s transfer eligibility status directly on Qiwa by searching their Iqama number. The system will indicate whether the employee is eligible for immediate transfer, requires current employer approval, or is currently restricted from transfer for a specific reason.
Step 3: Submit the Transfer Request
Once eligibility is confirmed, the receiving employer submits a formal transfer request through their Qiwa establishment dashboard, specifying the new job title, salary, and contract terms that will apply once the transfer completes. This effectively functions as a new employment offer contingent on the transfer being approved.
Step 4: Current Employer Response (If Required)
Depending on the employee’s contract type and circumstances, the current employer may need to approve the release. Some transfers, particularly those involving employees who meet specific tenure and documentation conditions, can proceed without requiring the current employer’s explicit consent, reflecting reforms aimed at giving workers more mobility. For a detailed breakdown of when employer consent is or is not required, see our guide on Qiwa employee transfer rules for Saudi and non-Saudi workers.
Step 5: Employee Acknowledgment
The employee must review and accept the new contract terms offered by the receiving employer through their individual Qiwa account. This step ensures the employee is fully informed of and agrees to the conditions of their new position before the transfer is finalized.
Step 6: Finalizing the Transfer and Updating Records
Once all approvals and acknowledgments are complete, the transfer is finalized, and the employee’s official sponsor record updates across linked government systems, including Iqama records and GOSI registration. The new employer becomes responsible for the employee’s Wage Protection System compliance and contract obligations from this point forward.
Transfer Fees and Costs
Transfer processing may involve government fees, which can vary depending on the employee’s profession, the receiving employer’s Nitaqat status, and other factors. Employers should budget for these fees as part of their recruitment cost planning, since delays in payment can hold up finalization of the transfer. For more detail, see our guide on Qiwa transfer fees and payment guide.
Timeline Expectations
A straightforward transfer with no complications can often be completed within a few business days once both parties have submitted their required approvals and acknowledgments. Transfers involving disputes, missing documentation, or required current-employer consent can take considerably longer, sometimes weeks, particularly if the current employer is uncooperative and the matter needs to be escalated to the Ministry of Human Resources and Social Development.
Tracking Transfer Status
Both the receiving employer and the employee can track the status of a pending transfer request through their respective Qiwa dashboards. Status indicators typically show whether the request is pending current employer response, pending employee acknowledgment, under Ministry review, or completed. For tips on interpreting these statuses, see our guide on how to track your transfer request status on Qiwa.
What Happens to the Old Employment Contract
Once a transfer is finalized, the employee’s contract with their previous employer is officially closed on Qiwa, and any final settlements, such as end-of-service gratuity for the completed period of service, become due from the previous employer according to standard labor law timelines.
Frequently Asked Questions
Can an employee be transferred without their consent?
No, the receiving employer’s offered terms must be acknowledged by the employee before a transfer can be finalized.
Does the employee need a new Iqama after transfer?
The Iqama typically gets updated to reflect the new sponsor rather than requiring a completely new document, though processing fees usually apply.
Can a transfer be reversed once completed?
Once finalized, reversing a transfer generally requires initiating a new transfer process back to the original employer, which is subject to the same eligibility rules.
Who pays the transfer fees?
This is typically negotiated between the employee and receiving employer, though many employers cover these costs as part of the recruitment package.
What if the current employer refuses to release the employee?
Depending on circumstances, transfers can sometimes proceed without current employer consent under specific eligibility conditions, or the matter can be escalated to the Ministry for review.
Conclusion
Transferring an employee through Qiwa involves careful coordination between the receiving employer, the current employer, and the employee themselves. By understanding each step, from eligibility checks to final record updates, all parties can navigate the process smoothly and avoid unnecessary delays or disputes.
How Nitaqat Status Affects Transfer Eligibility
A receiving employer’s Nitaqat (Saudization) classification can influence how smoothly a transfer request is processed. Companies in the Platinum or high Green bands generally face fewer restrictions when bringing in transferring employees, while companies in the Red or Yellow bands may encounter additional scrutiny or even temporary blocks on certain government services, including new sponsorships, until their Saudization ratio improves. Employers planning to grow their workforce through transfers should monitor their Nitaqat status closely, since a downgrade can unexpectedly halt pending transfer requests.
Special Rules for Specific Professions
Certain professions in Saudi Arabia are restricted to Saudi nationals only, meaning expatriate employees cannot be registered under these job titles regardless of transfer eligibility. Receiving employers should verify that the job title they intend to offer a transferring employee is open to non-Saudi workers before initiating the transfer request, since attempting to register a restricted profession will result in automatic rejection. Additionally, some technical or regulated professions, such as those in healthcare or engineering, may require additional professional licensing verification before a transfer can be completed.
Transfers Involving Family-Sponsored Dependents
When an expatriate employee being transferred has family members in Saudi Arabia under their sponsorship (such as a spouse or children on dependent Iqamas), the transfer process also has implications for the family’s residency status, since dependents are typically linked to the primary sponsor’s employment record. Employees in this situation should confirm with their new employer how dependent sponsorship will be handled post-transfer, as this sometimes requires a separate administrative step through Absher after the employment transfer is finalized.
Employer Due Diligence Before Accepting a Transfer
Receiving employers should conduct basic due diligence before committing to a transfer, including verifying the employee’s actual work history and qualifications, checking whether any outstanding obligations exist with the current employer (such as loans or bonds tied to visa costs), and confirming that the employee’s current Iqama has sufficient remaining validity to justify the transfer costs. Skipping this due diligence can lead to unpleasant surprises, such as discovering mid-process that the employee has unresolved issues with their current sponsor.
How Transfers Affect Ongoing GOSI Contributions
When a transfer is finalized, GOSI contribution responsibility shifts to the new employer from the effective date of transfer. It is important for both employers to ensure there is no gap in registered employment dates between the old and new sponsor, since a gap can create issues with continuous GOSI contribution history, which in turn can affect the employee’s eventual pension or unemployment benefit eligibility calculations.
Common Reasons Transfer Requests Get Delayed
Beyond employer consent issues, transfer requests are often delayed due to incomplete Iqama information, mismatched job titles that don’t correspond to open profession categories for the new employer, unresolved Wage Protection System compliance issues on either employer’s account, or pending government fee payments. Both employers should proactively check for these common blockers rather than waiting for a rejection notice to investigate.
Communicating With the Employee Throughout the Process
Because a transfer directly affects an employee’s livelihood and legal status, receiving employers should maintain clear, proactive communication throughout the process rather than leaving the employee to guess at the status of their request. Providing regular updates, especially when delays occur due to current employer non-response or documentation issues, helps build trust with the incoming employee and reduces the risk of them withdrawing interest in favor of another opportunity while the transfer is pending.
Planning Start Dates Around Transfer Timelines
Given that transfer timelines can vary considerably depending on complexity, receiving employers should avoid committing to a fixed start date with the new employee until the transfer has actually progressed past the current employer response stage. Setting realistic expectations from the outset, and building in buffer time for potential delays, helps avoid awkward situations where a start date has to be repeatedly postponed.
Working With HR Consultants for Complex Transfers
For transfers involving disputes, restricted professions, or unusual sponsorship histories, many companies choose to work with licensed HR or immigration consultants who specialize in Qiwa and Ministry of Human Resources and Social Development processes. While this adds a cost to the transfer process, it can significantly reduce delays and errors, particularly for companies handling transfers infrequently and therefore lacking in-house expertise with edge cases.
Ultimately, a well-managed transfer process benefits everyone involved: the employee gains a new opportunity without unnecessary uncertainty, the new employer secures talent with minimal administrative friction, and the overall integrity of Saudi Arabia’s labor market data on Qiwa remains accurate and reliable.
Employers who invest time in understanding the full transfer workflow, rather than treating it as a simple form submission, consistently experience fewer delays and better outcomes when growing their teams through talent already working within the Kingdom.
Employees, meanwhile, benefit from understanding their own rights and eligibility conditions well before initiating a job search that depends on a successful sponsorship transfer.
Staying informed about the current rules, fees, and required documentation is the single best way to keep the transfer process moving quickly and predictably from start to finish.
With careful preparation on both sides, most transfer requests move from initial interest to a finalized new employment relationship without major complications.
This makes the Qiwa transfer system, despite its administrative steps, a genuine improvement over the fragmented and often opaque sponsorship transfer processes of the past.
As reforms to Saudi Arabia’s labor mobility framework continue, transfer processes are likely to keep becoming faster and more transparent for both employers and employees.
Keeping up with these changes ensures that both parties can take full advantage of the flexibility the modern Saudi labor market now offers.
In short, preparation, transparency, and patience are the three keys to a successful Qiwa employee transfer.