Securing an RPTKA (Rencana Penggunaan Tenaga Kerja Asing), or Foreign Manpower Placement Plan, is the first and most critical step in obtaining a work permit (KITAS) for a foreign employee in Indonesia. This document is issued by the Ministry of Manpower and forms the legal foundation for hiring foreigners. Without a valid RPTKA, the entire employment process becomes invalid—no matter how qualified the candidate or how reputable the employer.
But despite its importance, many applications for RPTKA approval are delayed or even rejected due to avoidable errors, missing information, or misalignment with regulatory expectations. In this article, we’ll break down proven strategies, expert insights, and practical checklists that companies and HR professionals can use to ensure their RPTKA applications are successful on the first submission.
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Understanding the RPTKA: What Is It and Why Does It Matter?
The RPTKA is a mandatory document that outlines an employer’s justification and plan for employing foreign nationals in Indonesia. It ensures that:
- The employer has a legitimate need to hire a foreign worker.
- The position cannot be easily filled by an Indonesian citizen.
- There is a clear transfer of knowledge or skills to local staff.
- The employer complies with national labor laws and regulations.
RPTKA approval precedes the issuance of a Notification (previously known as IMTA), which then allows the foreign employee to obtain a Limited Stay Visa (VITAS) and, subsequently, a KITAS (Limited Stay Permit).
Read more about Visa Types for foreign company in Indonesia
Common Reasons for RPTKA Rejection
Before diving into the tips, let’s identify why many RPTKA applications fail:
- Improper job titles or unauthorized positions for foreigners
- Lack of supporting documents or incomplete submissions
- No clear justification for hiring a foreign national
- Company not registered or not in good standing with the Ministry
- Failure to comply with the ratio of local to foreign workers
- Non-compliance with the required education or experience level for the position
Understanding these pitfalls is the first step toward a successful application.
Tip 1: Choose an Eligible and Approved Job Title
Not every job in Indonesia can be filled by a foreigner. The Ministry of Manpower publishes a list of approved job titles for each sector (oil & gas, construction, manufacturing, education, etc.).
How to do it right:
- Check the most recent Permenaker (Ministerial Decree) that lists allowed positions for expatriates in your industry.
- Ensure the job title in your application exactly matches one of the permitted roles.
- Avoid using custom or hybrid titles (e.g., “Tech Growth Consultant”) unless they directly align with the Ministry’s definitions.
Tip 2: Provide Strong Justification for Hiring a Foreigner
One of the key objectives of the RPTKA is to protect local employment. Your application must demonstrate that the foreign hire brings unique skills, knowledge, or experience that are not readily available in the local workforce.
How to do it right:
- Highlight the foreign candidate’s specialized qualifications (degrees, certifications, industry experience).
- Connect their expertise to your company’s strategic goals.
- Provide a detailed explanation of how they will transfer knowledge to Indonesian employees.
Tip 3: Align the Education and Experience of the Expat With the Role
The Ministry typically requires that foreign workers:
- Hold a bachelor’s degree (S1 or equivalent)
- Have at least five years of relevant experience in the position
How to do it right:
- Include clear scans of diplomas, certificates, and employment letters.
- Make sure the documents match the role being applied for.
- Translate all foreign-language documents into Bahasa Indonesia using a sworn translator.
Tip 4: Complete All Supporting Documents Accurately
One of the most common causes of rejection is incomplete documentation. Each RPTKA application requires a set of mandatory documents from both the company and the expatriate.
Checklist of required documents:
- Company deed and amendments
- NIB (Business Identification Number)
- NPWP (Tax ID)
- Domicile letter and business license (OSS)
- Company organization structure
- Employment contract (draft)
- Educational and experience documents of the foreign employee
- Passport copy (minimum 18 months validity)
- Training and knowledge transfer plan
Tips:
- Ensure consistency in names, titles, and roles across all documents.
- Avoid handwritten forms or low-quality scans.
- Submit documents via the official TKA Online system only.
Tip 5: Maintain a Healthy Ratio of Local to Foreign Workers
The Indonesian government expects companies to hire locals in most roles and only bring in foreigners where necessary. A typical ratio is 1 foreigner to 3 Indonesians, though this varies by sector.
How to do it right:
- Update your company’s organizational chart.
- Show that local workers occupy the majority of roles.
- Include a clear plan for local staff development and upskilling.
Tip 6: Engage With a Licensed Manpower Consultant or Immigration Agent
While it’s possible to submit the application independently, working with a licensed agent increases your chances of success. These professionals:
- Are familiar with current regulations and online systems
- Can identify errors or risks before submission
- Often have direct lines of communication with Ministry officials
How to do it right:
- Choose a consultant with a track record in your industry
- Ensure they are officially registered and licensed
- Clarify scope, timeline, and fees before starting
Tip 7: Monitor Regulatory Changes Frequently
Indonesia’s labor and immigration policies evolve rapidly. What was acceptable six months ago may no longer be permitted today.
How to do it right:
- Subscribe to Ministry of Manpower bulletins or newsletters
- Follow industry associations and immigration forums
- Reconfirm job title eligibility and document requirements before every new submission
Tip 8: Prepare a Realistic Training and Knowledge Transfer Plan
The RPTKA form requires a section on how the foreign expert will transfer knowledge to Indonesian employees. This is a serious commitment and must be documented properly.
How to do it right:
- Outline specific topics or skills that will be transferred
- Mention timelines, number of sessions, and expected outcomes
- Name the Indonesian employees who will receive the training (if known)
Tip 9: Ensure Company Compliance and Good Standing
If your company has unresolved legal issues, tax arrears, or isn’t properly registered with OSS (Online Single Submission), your RPTKA will likely be flagged.
How to do it right:
- Regularly update your NIB, OSS, and NPWP status
- Submit timely company reports and tax filings
- Pay social security (BPJS) for all local employees
Tip 10: Follow Up After Submission and Be Prepared for Clarifications
Once your RPTKA is submitted via the TKA Online system, it may take a few days to a few weeks for review. Sometimes, the Ministry requests clarifications or revisions.
How to do it right:
- Monitor your application dashboard daily
- Assign a responsible staff member to respond promptly
- Keep scanned versions of updated documents ready for resubmission
Avoiding Red Flags
Here are things to never do in an RPTKA application:
- Submitting fake diplomas or experience letters
- Falsifying job descriptions to fit allowed titles
- Hiring a foreigner in a restricted field (e.g., HR, legal, purchasing)
- Ignoring follow-up emails or system notifications
Even if the RPTKA is initially approved, violations can lead to audits, permit cancellations, and fines.
Timeline and Processing Duration
A well-prepared RPTKA submission usually follows this timeline:
- Preparation of documents: 3–5 working days
- Submission and review: 7–14 working days
- Clarifications (if any): Additional 2–5 working days
- Issuance of approval: Downloadable via TKA Online system
Total: 2–4 weeks (on average)
Final Thoughts: Make RPTKA Compliance a Strategic HR Priority
The RPTKA is not just an administrative requirement—it’s a signal of your company’s intent to hire responsibly, develop local talent, and contribute positively to Indonesia’s economy. It should be treated with the same care as any strategic HR or legal document.
A rejected RPTKA doesn’t just delay your hiring plans—it could also damage your reputation with regulators. But by following the steps outlined above, staying informed, and seeking professional support when needed, you can drastically improve your approval chances.
More about Work Permit in Indonesia
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