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Airport VIP Lounge

 

Access To the VIP Lounges at the Airport is restricted.

 The use of the VIP Lounge is only permissible from the level of Permanent Secretary to that of Head of State. 

With regard to Diplomatic Missions, use of the VIP Lounge is restricted to Heads of Mission only.

Prior to such use the Ministry of Foreign Affairs and International Cooperation must be informed in writing at least 72 Hours in advance.

All authorized persons are issued an authorization certificate which should be presented at the security check point for purposes of identification.  Authorized users are to stay within the confines of the lounge except in the case of those who have Airport Identity Cards which allow them ccess to the airside. No pets are allowed.  No alcoholic beverages are permissible.  Smoking inside the lounge is prohibited

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Downloadable visa requirements form
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Foreign Nationals Visa Application guidelines
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Procedure For Commencement and Termination Of a Diplomatic T...

Procedure for the Commencement and Termination of a Diplomatic Tour of Duty to the Republic of Botswana.

  • If the Ambassador/High Commissioner is taking up appointment in the Republic of Botswana

A new  Ambassador/High Commissioner will be met on his arrival in Gaborone by a representative of the Protocol Department, provided that travel arrangements including the date and hour of his/her arrival and port of entry have been notified to the Ministry of Foreign Affairs in advance.

If the Ambassador/High Commissioner is traveling by car, the Ministry of Foreign Affairs will facilitate his/her entry into the Republic of Botswana by informing the frontier authorities of his/her arrival, provided the date and hour of his/her passage through the boarder have been notified to the Ministry well in advance.

For the Non-resident Ambassador/High Commissioners, the Ministry of Foreign Affairs shall provide transport at the time when the Ambassador/High Commissioner arrives to present his/her credentials and on his/her  farewell  call on HE the President.  No transport is provided during routine visits.

  • Call on the Chief of Protocol 

The Ambassador/High Commissioner should call on the Chief of Protocol as soon as possible and present a copy of the Credentials and where applicable, a copy of the predecessor’s Letters of Recall.  If the credentials are in a language other than English, they should be accompanied by a translation into English.  After making this call, the Ambassador can take up official function in relation to the Ministry of Foreign Affairs and call on the Dean of the Diplomatic Corps.  Other functions must be deferred until the Ambassador/High Commissioner has presented his/her credentials to His Excellency the President.

  • Presentation of Credentials

Audience with Minister for Foreign Affairs and International Cooperation

The Ambassador/High Commissioner will be notified by the Chief of Protocol of date/time for his/her audience with the Honourable Minister of Foreign Affairs and International Cooperation and this call has to be before presentation of credentials and normally the morning of that day.
 
Audience with His Excellency  the President

The Ambassador/High Commissioner will be notified by the Chief of Protocol of the date and time fixed for an audience with His Excellency the President.

  • Form of Dress during the Presentation Ceremony

 Gentlemen - Dark lounge Suit or Traditional Dress / Uniform

Ladies - Formal / Traditional Dress

Official Calls

The Department of Protocol and Consular Services will assist in making appointments for the customary courtesy calls for the incoming Ambassador/High Commissioner on His Honour the Vice President and the Honourable Speaker of the National Assembly.  other appointments will be done by the desk officers.

  • Ambassador/High Commissioner Departing from the Republic of Botswana

An Ambassador/High Commissioner leaving his post will be seen off at the airport by a representative of the Chief of Protocol.  In this regard, the Ministry of Foreign Affairs ought to be notified in writing about the impending departure.

  • Charge d’ Affaires

A Charge d’ Affaires should call on the Chief of Protocol after his/her arrival in Gaborone.  The Protocol Department will then arrange a meeting with the Minister of Foreign Affairs and International Cooperation for Presentation of his/her Letters of Appointment/Introduction.

  • Consul General

A Consul General should call on the Chief of Protocol after his/her arrival in Gaborone.  The latter will arrange for him/her to present his/her letters of appointment/Commission to the Minister of Foreign Affairs and International Cooperation.

Diplomatic Privileges and Immunities

In general the Diplomatic Community is well covered under the 1961 Vienna Convention on Diplomatic Relations.  This Convention represents an internationally agreed codification of modern diplomatic law.  Consular officers are covered under the 1963 Vienna Convention on Consular Relations and the Privileges are similar to those of members of the diplomatic staff of a mission.  It is important, however, to point out limitations where resident nationals or permanent residents of the host state are concerned. Full diplomatic privileges and immunities are not applicable to resident nationals or permanent residents of Botswana operating as diplomatic agents.

Notwithstanding the diplomatic privileges and immunities afforded by the Vienna Convention, it should be noted that the Convention also provides that the granting of such privileges and immunities implies the acceptance of a high standard of responsibility and integrity on the part of the recipient.  Diplomats may not interfere in the internal affairs of Botswana nor allow official premises to be put to any use other than their proper and recognized function; and they should not take advantage of their immunity from the jurisdiction of the Courts to disregard laws in such matters as motor car accidents, speeding and parking.  Diplomats are under a duty to respect these laws.

Privileges

Vehicles

Members of the Diplomatic Corps resident in Botswana are allowed to import motor vehicles other than trucks, tractors or other commercial type of vehicles without any charges for duty. All imported vehicles must be registered with the Ministry of Foreign Affairs and International Cooperation, and only a maximum of two vehicles are allowed for a family and one for a single member of the diplomatic staff. Vehicles registered to the individual member of the Diplomatic Corps are to be retained under possession in Botswana for a minimum period of 2 years. To dispose of or export such a vehicle requires express written permission by the Ministry of Foreign Affairs and International Cooperation.

Diplomatic Identity

In addition to the Residence Permit issued by the Ministry of Labour and Home Affairs, Diplomats are required to apply for Diplomatic Identity Cards from the Ministry of Foreign Affairs and International Cooperation. The application forms for the ID can be obtained from the Ministry and should be returned duly filled and accompanied by the following documents:

  • Copy of passport
  • Two (2) passport sized photographs

NB: The validity of the ID card, once issued, may not necessarily be for the period for which the individual concerned will be posted to Botswana.

Tax/Customs Duty Exemptions

All members of the Diplomatic Corps are by nature of their duties entitled to tax exemption.  However, in certain instances there may be exceptions in which case tax exemption  is applied on a selective basis, applying the principles of reciprocity.

Members of the Diplomatic Corps are nevertheless required to process their purchases for dutiable items through the Ministry of Foreign Affairs and International Cooperation  for them to be afforded tax exemption or to benefit from rebates on certain items. The procedure is outlined below.

VAT
 
Diplomatic Missions, International Organisations, Consular Offices, certain Technical Assistance Organisations or Privileged persons are relieved from payment of Value Added Tax. The rebate in respect of imported goods and services will apply to the extent provided under the Customs and Excise rebate item 406.00. For local purchases, VAT must be paid and a refund may be granted for any VAT incurred in accordance with the requirements of the Value Added Tax Act.

The legal authority for refund of tax to persons enjoying diplomatic immunity are found in Section 43 of the Value Added Tax Act as amended with the Diplomatic Immunities and Privileges Act (Cap: 39.01) and Section 14 and Item 406.00 as specified in the Third Schedule of the Value Added Tax Act and captured below:

Section 43(4)

Any such claims for refund shall:

  • Be made in such form and at such time as the Minister shall prescribe;and
  • Shall be accompanied by such proof of payment of tax.

Employment of Persons from Third Countries

Missions or individual members of the diplomatic staff are permitted to engage in some gainful employment of persons from third countries or their own countries, provided the Ministry of Foreign Affairs had been notified. Applications for both their work and residence permit should be channeled through the Ministry. The processing of the individual concerned should be done prior to their arrival in Botswana, and the application should be accompanied by a written contract between the applicant and his/her future employer.

Employment of Spouses

Spouses of staff members of a mission can only attain gainful employment in Botswana on the following conditions:-

  • that there exists a bilateral agreement between Botswana and the sending state that such employment could be undertaken.
  • That the local authorities have satisfied themselves that there is no suitable local person to be employed to such a position.  In the case both (a) and (b) above are met written permission must be sought from the Ministry of Foreign Affairs and International Cooperation prior to taking up employment.

Pets/Dogs/Plants

Veterinary regulations require possession of permits to import and export such possessions.  Similarly, keeping a pet in Botswana requires a license which is renewable on an annual basis.  All pets especially dogs/cats should always have certificates to show proof of vaccinations etc. The Ministry of Foreign Affairs and International Cooperation will assist in getting the necessary clearances in the case of the importation or exportation of pets.

 

 

 

 

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Procedure For Tax Refund

 

The Minister may authorize the granting of relief, by way of refund of VAT paid or borne to

  • Any person enyoying fulll or limited immunity,rights or privileges under section 3 of the Diplomatic Immunities and Privileges Act.
  • Any Diplomatic or Consular Mission of a foreign country established in the Republic of Botswana,relating to transactions concluded for purposes of such Mission.

It has to be noted that the application of the abovementioned provisions are not dependent on whether similar or equivalent relief is granted a Botswana diplomat who is stationed in the government of that person.

The procedure for Tax refund is as follows:

Firstly an application for registration must be done;

  • An application Form VAT 005.1 must be completed in duplicate to register for the refund system for Diplomatic Missions, International Organisations certain Technical Assistance Organisations or Privileged persons. This form should be submitted through the Ministry of Foreign Affairs and International Cooperation (Protocol Department), which will submit it to the VAT office. This form is available from the VAT office in Gaborone.
  • A list of all accredited agencies/personnel eligible for VAT privileges should be prepared by each Mission yearly and submitted to the Ministry of Foreign Affairs. This list will be forwarded to the VAT office.
    Names of all newly eligible persons should be communicated to the Director of VAT through the Ministry of Foreign Affairs.
  • Names of all outgoing eligible persons should be made known to the Director of VAT through the Ministry of Foreign Affairs so that records may be accordingly updated. The Department to that effect should receive information at least one month prior to the person leaving Botswana.

Goods imported for official use by diplomatic Missions accredited to Botswana will not be subjected to VAT. A CERTIFICATE A must be authorized by the Botswana Unified Revenue Service prior to importation and presented to the Customs Officer at the time of clearance.

It should be noted that VAT refunds will apply to all locally acquired goods and services for the official use of the Missions or the personal use of the diplomats and his/her family members living with him/her under the same roof and in his/her charge. However, purchases and services of an investment/capital nature or where there is indication that the purchase is totally unconnected with the official diplomatic duties will not be eligible for VAT refund.

  • VAT refunds will be made to tax invoices of a minimum amount of P200.00.
  • VAT refund applications should be submitted to the Ministry of Foreign Affairs and International Cooperation, Protocol Department, on a quarterly basis, in January, April, July, and October. Submissions should reach the Ministry by the 15th of the stipulated months. The effective time period allowed for VAT claims is four months failing which the VAT will be forfeited.
  • Applications should be accompanied by a detailed form VAT 007.1 for each month, for the Mission and for each employee with all supporting Tax invoices (originals) and proof of payment. Please click for the details of a Tax Invoice. Thereafter, the VAT office will return the Tax invoices and proof of payment to the Missions.

The Ministry of Foreign Affairs and international Cooperation will accordingly process the forms and recommend appropriate action to the internal Revenue Office of BURS. Refunds will be paid directly to the Missions within a month of submission.

A summary record of refunded claims for each Mission will be forwarded to the Department of Protocol by the VAT office.Tax Exemption forms, like Customs Duty forms and Application for Refund Claim form (VAT 008.1), should be authorized/signed by the Head of Mission. The Head of Mission can delegate powers to sign to a maximum of three diplomatic staff members. A form with details of the officers and their signatures should be submitted to the Department of Protocol at the beginning of the year.

The Ministry of Foreign Affairs will communicate any rejection of refund application to the relevant Mission.

 

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Registration With Embassy

All Batswana intending to travel/study or reside elsewhere should complete a registration Form and deliver it to the nearest Botswana Embassy .

SURNAME 

:

FIRST NAME

:

Date of Birth

:

Place of Birth

:

Kgotla

:

Sex

:

Marital Status

:

No. of Children

:

Country :

Resident/Student/Tourist :

Length of Stay :

Physical Address :

Postal Address :

Telephone Number :

E-mail :

COMMENTS

________________________________________________________________________
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Registration with the Embassy
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Services For Botswana Nationals

 

Botswana Nationals

The following information is to ensure that Botswana Nationals have a smooth safe trip abroad and to be prepared in case things go wrong.

 

Passport

A valid passport for travel outside Botswana and its advisable it is valid for at least 6 six months.In case your passport does not meet this requirement contact the Department of Immigration.

Visa

Botswana nationals require a visa to enter some countries  click here to check visa requirements. You may also  check with your Travel agent.

Health

Some countries may require i nternational certificates of vaccinations against certain diseases such as Yellow Fever,especially if you are travelling from a country with a particular disease.Detailed health information may be obtained from your local health provider.

Emergency Situation.

In the event of an emergency please contact the Botswana Embassy/Mission,Consulate or Honourary Consulate nearest to you.Where there is no Botswana representation please contact the British High Commission/Embassy.

Botswana Living Abroad

Birth Certifacte

Citizenship

Passport

Omang

Emergency Situation

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Services For Foreign Nationals

 

Foreign Nationals  are provided with the following information when travelling to Botswana.

Travel Information   for more information click here

Residence permits  for more i nfor mation click here

Work Permits        for more information click here

Citizenship             for more information click here

 

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Tax Invoice guideline
(7Kb)

 

A Tax Invoice MUST contain ALL of the following particulars as specified in the Fourth

Schedule of the VAT act no. 1 of 2001:

1. The words “Tax Invoice” in a prominent place

2. The name, address, and VAT registration number of the registered person making

the supply;

3. The name and address of the recipient of the supply;

4. The individualized serial number and the date on which the Tax Invoice was

issued;

5. A description of goods or services provided;

6. The quantity or volume of goods or services supplied; and

7. The total amount of the tax paid the consideration for the supply, and the

consideration including tax.
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