PRACTICAL GUIDE FOR THE DIPLOMATIC CORPS PRACTICAL GUIDE FOR THE DIPLOMATIC CORPS ACREDITED IN SPAIN IN ACREDITED CORPS DIPLOMATIC THE FOR GUIDE PRACTICAL ACCREDITED IN SPAIN MADRID, 2017 SUBSECRETARÍA SECRETARÍA GOBIERNO MINISTERIO GENERAL TÉCNICA GOBIERNO MINISTERIO DE ESPAÑA DE ASUNTOS EXTERIORES DE ESPAÑA DE ASUNTOS EXTERIORES Y DE COOPERACIÓN Y DE COOPERACIÓN nueva cubierta guia_practica.indd 3 17/10/2017 10:36:11 1 guia practica CD en ingles.indd 1 23/10/2017 14:21:45 2 guia practica CD en ingles.indd 2 23/10/2017 14:21:45 PRACTICAL GUIDE FOR THE DIPLOMATIC CORPS ACCREDITED IN SPAIN MADRID, 2017 3 guia practica CD en ingles.indd 3 23/10/2017 14:21:45 6.ª Edición, julio 2017 MINISTERIO DE ASUNTOS EXTERIORES Y DE COOPERACIÓN SUBSECRETARÍA SECRETARÍA GENERAL TÉCNICA VICESECRETARÍA GENERAL TÉCNICA Área de Documentación y Publicaciones N.I.P.O. publicación en papel: 501-17-059-9 N.I.P.O. publicación en línea: 501-17-062-2 Depósito Legal: M-30274-2017 IMPRENTA DE LA DIRECCIÓN GENERAL DE COMUNICACIÓN E INFORMACIÓN DIPLOMÁTICA En esta publicación se ha utilizado papel reciclado libre de cloro de acuerdo con los criterios medioambientales de la contratación pública 4 guia practica CD en ingles.indd 4 23/10/2017 14:21:47 TABLE OF CONTENTS Páginas INTRODUCTION ...................................................... 11 1. HEADS OF MISSION ................................. 15 1.1. Request for agrément .................................. 15 1.2. Arrival in Madrid ......................................... 15 1.2.1. Notice of arrival .......................................... 15 1.2.2. Arrival and reception ................................... 16 1.2.3. Transfer of the Head of Mission to the resi- dence or hotel ............................................ 16 1.3. Presentation of Letters of Credence and sub- mission of Required Copies ......................... 16 1.4. Termination of functions .............................. 17 1.5. Head of Mission accredited to the Ministry of Foreign Affairs and Cooperation .................. 17 2. STAFF MEMBERS OF THE MISSION .......... 19 2.1. Categories .................................................. 19 2.1.1. Diplomatic staff .......................................... 19 2.1.2. Administrative and technical staff .................. 20 2.1.3. Service staff ................................................ 20 2.2. Accreditation and documentation ................. 20 2.2.1. Accreditation visa ........................................ 20 2.2.2. Arrival. Notification to the Ministry of Foreign Affairs and Cooperation .............................. 20 2.2.3. Types of passport ....................................... 21 2.2.4. Nationality of accredited staff ....................... 22 2.2.5. Entry into and exit from Spain ..................... 22 2.2.6. Accreditation documents.............................. 22 5 guia practica CD en ingles.indd 5 23/10/2017 14:21:47 Páginas 2.2.7. Dependent family members ......................... 23 2.2.8. Work by spouses and dependent family mem- bers ........................................................... 24 2.3. Chargé d’affaires ad interim ......................... 25 2.3.1. Appointment by the Head of Mission ............ 25 2.3.2. Appointment by the Ministry of Foreign Affairs of the sending State .................................... 25 2.3.3. Absence of the Chargé d’Affaires ad interim and appointment of another in lieu ............... 25 2.3.4. Termination of functions .............................. 26 2.3.5. Chargé d’Affaires ad interim of a Diplomatic Mission with multiple accreditation ............... 26 2.4. Defence attachés ........................................ 26 2.5. Termination of functions of diplomatic, admin- istrative, technical and service staff ............... 27 2.5.1. Termination of functions of diplomatic staff ... 27 2.5.2. Termination of functions of administrative and technical staff ............................................. 27 2.5.3. Termination of functions of service staff ........ 28 2.6. Facilities granted to accredited and document- ed staff members upon their arrival at Madrid- Barajas Adolfo Suárez airport ...................... 28 2.7. Queries to the Deputy Directorate-General for Chancellery ................................................ 28 3. DIPLOMATIC CORPS. PRECEDENCE ........ 29 3.1. Diplomatic Corps ........................................ 29 3.2. Doyen of the Diplomatic Corps in Spain ....... 29 3.3. Diplomatic List ........................................... 29 3.4. Precedence of Heads of Mission ................... 30 3.5. Precedence of diplomatic staff ...................... 30 4. CHANGE IN CATEGORY OF ACCREDITED STAFF ....................................................... 31 6 guia practica CD en ingles.indd 6 23/10/2017 14:21:48 Páginas 5. HIRED STAFF ............................................ 33 5.1. Definition ................................................... 33 5.2. Hiring conditions ........................................ 33 5.3. Registration as a firm with the Social Security Administration, and affiliation and/or registra- tion of employees ....................................... 36 5.4. Lawsuits at industrial tribunals (labour issues) .. 38 6. PRIVATE SERVANTS / STAFF .................... 41 6.1. Definition ................................................... 41 6.2. Hiring / Accreditation ................................. 41 6.2.1. Hiring ........................................................ 42 6.2.2. Accreditation .............................................. 42 6.3. Termination of functions .............................. 45 7. TAX PRIVILEGES ....................................... 47 7.1. Exemptions ................................................ 48 7.1.1. Formalities upon occupying post .................. 49 7.1.2. Goods imported with exemption by staff with diplomatic status ......................................... 50 7.2. VAT exemption/refund for Diplomatic Missions ..................................................... 50 7.2.1. Direct exemption (VAT not included in price) . 50 7.2.1.1. Real estate properties .................................. 50 7.2.1.2. Building work ............................................. 51 7.2.1.3. Procedure .................................................. 51 7.2.2. VAT refund (VAT included in the price) .......... 52 7.2.2.1. Goods for official use ................................... 52 7.2.2.2. Office supplies ............................................ 52 7.2.2.3. Utilities and services .................................... 52 7.2.2.4. Procedure .................................................. 53 7.3. VAT refund for diplomatic agents, career consu- lar officers and staff members of International Agencies with diplomatic status .................... 54 7 guia practica CD en ingles.indd 7 23/10/2017 14:21:48 Páginas 7.4. VAT exemption in purchases in one EU mem- ber state for delivery to another .................... 55 7.5. Vehicles ..................................................... 55 7.5.1. Maximum number of vehicles for official and private use ................................................. 56 7.5.2. Special number plates: Types ....................... 57 7.5.3. Procedure .................................................. 57 7.6. Driving licences: Exchange ........................... 60 7.7. Fuel ........................................................... 61 7.8. Vehicle insurance ........................................ 62 8. PARKING SPACES ..................................... 63 8.1. In the city of Madrid .................................... 63 8.2. At the Chancellery or International Agency headquarters, and at the Head of Mission’s residence ................................................... 63 8.3. At the Consulates General located in Spain’s capital city ................................................. 64 8.4 At Consular Posts not located in Spain’s capi- tal city ....................................................... 64 8.5. At Madrid-Barajas Adolfo Suárez airport ....... 65 9. TRAFFIC REGULATIONS ........................... 67 10. COMMUNICATIONS: DIPLOMATIC BAG; RADIO STATIONS ..................................... 69 10.1. Delivering and picking up diplomatic bags ..... 69 10.1.1. Checked-in diplomatic bags .......................... 69 10.1.2. Diplomatic bags entrusted to the aircraft cap- tain ........................................................... 69 10.1.3. Accreditation of the diplomatic courier .......... 69 10.2. Installation of communications equipment: radio-electrical stations and satellite communi- cation stations ............................................ 70 8 guia practica CD en ingles.indd 8 23/10/2017 14:21:48 Páginas 11. ACQUISITION OF LAND, PROPERTIES AND PREMISES TO BE ASSIGNED TO DIPLOMATIC MISSIONS AND CONSULAR POSTS ...................................................... 73 11.1. Definition of these properties ....................... 73 11.2. Prior authorization procedure ....................... 73 11.3. Tax regime and exemptions ......................... 75 12. OFFICIAL VIP LOUNGE ............................. 77 12.1. Requests to make use of an Official VIP Lounge at a Spanish airport......................... 77 12.2. Foreign VIPs for whom the use of an Official VIP Lounge may be requested ...................... 78 12.3. Terms of use of an Official VIP Lounge ......... 79 12.4. First arrival of Ambassadors or departure after termination of functions .............................. 80 13. SECURITY ................................................