Qiwa Platform Guide 2026: The Master Legal & Operational Manual
An exhaustive, statutory reference for human resources directors, corporate legal counsels, and expatriate professionals. Comprehensive procedural instructions covering digital contract authentication (Tawtheeq), non-consensual employee transfers under Article 81, work permit quotas, SADAD tariff schedules, and automated dispute resolution under Saudi Labor Law (Royal Decree No. M/51).
1. Regulatory Mandate & Platform Architecture
The Qiwa Platform (منصة قوى), created by the Ministry of Human Resources and Social Development (MHRSD), serves as the centralized digital operating system governing all private sector employment relationships within the Kingdom of Saudi Arabia. Enacted pursuant to the directives of Royal Decree No. M/51 (Saudi Labor Law) and the comprehensive economic restructuring objectives of Saudi Vision 2030, Qiwa replaces traditional bureaucratic paperwork with automated legal workflows.
The Tripartite Integration Architecture (The Golden Triangle)
Qiwa does not operate as an isolated database. Rather, it functions as the central nerve center for real-time synchronization between three statutory authorities:
Any non-compliance on Qiwa automatically radiates across this tripartite network. For instance, if an establishment fails to authenticate employment contracts within statutory deadlines, the General Directorate of Passports (Jawazat) instantly suspends the company’s ability to renew Iqamas on Muqeem, while Mudad flags the establishment for payroll auditing.
2. Corporate Setup, Nafath Authentication & Privilege Matrix
To access and manage an enterprise profile on Qiwa Business, companies must undergo electronic identity verification through the Nafath National Single Sign-On infrastructure. The Ministry of Commerce Commercial Registration (CR - Sijil Tijari) is linked directly to the General Manager’s national ID or digital Iqama.
The 5-Tier User Role Matrix inside Qiwa
To maintain internal controls and mitigate fraudulent sponsorship actions, corporate administrators must delegate user privileges strictly according to institutional hierarchies:
| Access Tier | Authentication Level | Permitted Operations | Restrictions |
|---|---|---|---|
| Establishment Owner / GM | Nafath Biometric OTP | Full platform governance, bank delegation, transfer authorizations | None (Root Admin) |
| Mufawwad (Authorized Agent) | Chamber of Commerce Attestation | Contract creation, transfer approvals, profession adjustments | Cannot alter legal ownership |
| HR Director | Corporate Sub-User Invite | Contract uploads, WPS dispute responses, employee evaluations | Cannot release senior executives |
| Payroll Specialist | Corporate Sub-User Invite | Wage line inspection, Mudad data synchronizations | Read-only contract permissions |
| Legal Auditor | Corporate Sub-User Invite | Inspection of compliance logs and dispute records | Strictly Read-Only |
3. Annual Subscription Tariff & SADAD Biller Matrix
Operating on Qiwa requires an active corporate subscription. The Ministry of Human Resources assesses annual licensing fees based on the total active headcount registered under the unified establishment identification number (700 number).
Ideal for single commercial registrations, startups, and specialized boutique consulting practices.
Applies to standard operating entities. Unlocks batch contract validation and multi-branch management.
Base tariff of SAR 2,500 plus SAR 20 per headcount exceeding 50 workers, billed via SADAD code 048.
- Initiate subscription renewal from Qiwa Business Dashboard → Account Information → Billing.
- System issues a 14-digit invoice number under SADAD Biller Code: 048.
- Settlement must be completed through corporate online banking within 30 calendar days.
- If the subscription lapses, Qiwa freezes all outgoing labor operations; pending work permits and contract reviews remain suspended.
4. Digital Contract Authentication (Tawtheeq) Compliance Engine
Under ministerial decree, physical paper employment contracts possess zero statutory standing before Saudi Labor Courts. Every employment agreement must be generated, executed, and archived electronically within the Qiwa Tawtheeq portal.
Mandatory Statutory Line Items in Qiwa Contracts
A legally enforceable Qiwa contract must accurately delineate compensation into specific statutory allocations:
5. Employee Job Mobility & Article 81 Transfers (Without Kafeel)
The cornerstone of the Saudi Labor Reform Initiative (LRI) is the replacement of the historic sponsorship (Kafala) consent requirement with standardized contractual mobility. Expatriate workers can legally transition between employers under two regulatory pathways:
Pathway A: Standard Consensual Transfer (With Notice)
When an employee with an active Qiwa contract wishes to transfer upon completion of their fixed term or by mutual consent:
- The hiring company submits an electronic transfer proposal via Qiwa Business.
- The worker reviews and accepts the job offer within Qiwa Individuals.
- The system triggers a mandatory 90-day statutory notice period, during which the worker continues providing services to the current employer unless the current employer executes an early electronic release.
- Upon expiration of the notice period, the transfer executes automatically without further employer intervention.
Pathway B: Automated Transfer WITHOUT Kafeel Consent (Article 81)
Under Article 81 of the Saudi Labor Law and official MHRSD Ministerial Directives, an employee can immediately accept an electronic transfer without the current employer’s approval and without serving a 90-day notice period under these 5 definitive statutory conditions:
| Statutory Condition | Legal Threshold | Evidentiary Verification Mechanism |
|---|---|---|
| 1. Unpaid Wages (WPS Default) | 3 consecutive months without salary disbursement | Cross-verified automatically against SAMA Mudad banking records |
| 2. Expired Iqama or Work Permit | Expired and unrenewed for 30+ calendar days | Cross-verified automatically via Jawazat (Muqeem) API |
| 3. Failure to Authenticate Contract | 90 days elapsed since employee arrival in KSA | Verified by lack of active electronic contract in Qiwa Tawtheeq |
| 4. Red Band Saudization Status | Current employer dropped into Red Nitaqat tier | Live Nitaqat calculation engine in Qiwa |
| 5. Employer Judicial Default | Employer failed to appear at 2 Labor Dispute sessions | Formal electronic case report from MHRSD Labor Office / Waddiy |
Pursuant to Article 40(1), the receiving employer must pay the statutory transfer fee via SADAD (Biller Code 048 / Ministry of Interior):
6. Work Permits (Krk), Quotas & Profession Accreditation
Work permits (Rukhsa Al-Amal / Krk) represent the legal authorization issued by MHRSD permitting a non-Saudi individual to work for a specific commercial entity. Every work permit renewal or issuance executed through Qiwa is governed by the company’s Nitaqat green tier standing and available balance.
The 100% Restricted Expatriate Professions (Saudization Lockouts)
Under no circumstances does Qiwa permit the issuance of work permits, visa allocations, or sponsorship transfers for non-Saudi nationals into the following reserved statutory professions:
Mandatory Professional Accreditation Integrations
Before Qiwa executes a profession change or approves a work permit renewal for technical roles, it queries the national professional registry APIs:
Civil, electrical, mechanical, architectural, and software engineers must hold verified SCE membership. Without an active SCE credential, Qiwa permanently disables work permit renewals.
Accountants, internal auditors, financial controllers, and CFOs must possess active SOCPA professional accreditation. Non-accredited staff cannot renew under financial profession titles.
Physicians, nurses, pharmacists, and medical lab technologists must maintain verified classification before medical center work permits can be processed.
7. Electronic Resignation & Article 77/80 Termination Law
Termination of employment contracts—whether initiated by the employer or the employee—must be recorded within Qiwa to ensure lawful calculation of statutory indemnities and to prevent wrongful absconding classifications.
Statutory Compensation Under Article 77 (Unlawful Termination)
When either party terminates a contract without legitimate statutory cause recognized under the Saudi Labor Law, Article 77 mandates strict financial compensation:
The terminating party must pay the wages corresponding to the entire remaining balance of the contract period, subject to a statutory minimum of 2 months' total compensation.
The terminating party must compensate the aggrieved party with 15 days of wages for every completed year of service, subject to a statutory minimum of 2 months' total compensation.
Article 80 Dismissal (Termination for Gross Misconduct)
An employer may dismiss a worker without notice and without paying End of Service Gratuity (ESB) strictly if one of the 9 exclusive statutory triggers under Article 80 is formally documented:
8. Absence from Work (The Abolishment of Huroob)
Historically, the "Huroob" (absconding) system enabled employers to unilaterally freeze an expatriate’s legal status, rendering them undocumented and liable for deportation. Under modern MHRSD regulations, the legacy Huroob mechanism has been permanently dismantled and replaced with the formal Electronic Notification of Absence from Work (Inqita' an al-Amal).
How the New 60-Day Grace Protocol Works:
- Submission of Notice: When an employee fails to report for duty without authorization, the employer logs an absence notice on Qiwa Business.
- Termination of Relationship: The contract is formally designated as discontinued. The employer is immediately relieved of salary obligations and Iqama renewal costs.
- The 60-Day Expatriate Window: The worker’s status does not immediately become illegal. The worker is granted a statutory 60 calendar days to either:
- Secure a new employer and execute a complete sponsorship transfer on Qiwa, OR
- Process a voluntary Final Exit visa directly through the Absher platform.
- Post-60-Day Enforcement: Only if the 60-day window expires without transfer or exit does the Ministry designate the individual as an irregular overstayer subject to immigration enforcement.
9. Technical Troubleshooting Matrix (Top 10 Qiwa Errors & Solutions)
Derived directly from technical operational logs and high-frequency search audits across Saudi enterprise HR departments, the following matrix details the exact root causes and corrective steps for common Qiwa portal blockages:
| Error Code / Alert | Root Cause | Step-by-Step Resolution Protocol |
|---|---|---|
| "Worker Not Eligible for Transfer" | Pending exit re-entry visa, existing transfer in progress, or unpaid traffic fines. | Cancel active visas on Absher; clear all outstanding traffic violations via SADAD. |
| "Establishment Has Unverified Labor Files" | National Address expired or CR commercial activities not synchronized. | Renew National Address on Saudi Post (SPL); run "Sync CR Data" inside Qiwa Business. |
| "Profession Requires Professional Verification" | Engineering, accounting, or medical role lacks SCE, SOCPA, or SCFHS certificate. | Upload attested degrees to the respective professional council; allow 48 hrs for API sync. |
| "Nitaqat Balance Insufficient for Visa Issuance" | Establishment has dropped into Mid-Green or Low-Green threshold. | Hire required Saudi national workforce and verify active GOSI contributory enrollment. |
| "Contract Acceptance OTP Failure" | Employee's mobile number not linked to their personal Absher digital identity. | Update primary mobile number at an Absher self-service biometric kiosk. |
| "WPS Discrepancy Flag" | Wage file uploaded in Mudad deviates from basic wage in Qiwa contract. | Submit formal JUST-01/02 justification codes in Mudad within 30 days. |
| "CR Expired Blockade" | Ministry of Commerce commercial registration has lapsed. | Renew CR via Ministry of Commerce portal; execute manual data fetch in Qiwa. |
| "Establishment File Frozen by MHRSD" | Unsettled labor inspection fine or failure to comply with Saudization directive. | Pay statutory fine via SADAD biller 050 or submit formal inspection appeal. |
| "Service Locked: Missing Chamber Attestation" | Annual Chamber of Commerce subscription expired. | Renew Chamber membership online; system unlocks within 2 hours. |
| "Worker Has Active Judicial Claim" | Active formal litigation pending before the Saudi Labor Court (Najiz). | Obtain certified electronic court decree or formal settlement certificate from Najiz. |
10. Statutory Frequently Asked Questions (FAQs)
Comprehensive, legally vetted answers to the most critical operational inquiries regarding the Qiwa system:
Q1.Can an employer reject or cancel an employee's sponsorship transfer on Qiwa?
Under standard consensual transfers, the current employer has a statutory 14-day window to approve or contest. However, if the transfer is initiated under non-consensual criteria (Article 81 of the Labor Law—such as 3 months of unpaid salary, expired Iqama for over 30 days, or Red Nitaqat status), the Qiwa system automatically approves the transaction without notifying or requiring permission from the current employer.
Q2.What is the mandatory timeline for authenticating contracts on Qiwa for new hires?
Employers must upload and electronically authenticate the employment contract on Qiwa within exactly 90 calendar days from the date of the worker's arrival in the Kingdom. Failure to do so grants the worker the immediate legal right to transfer sponsorship to another establishment without employer consent.
Q3.Who is legally responsible for paying the Qiwa government transfer fee?
According to Article 40(1) of the Saudi Labor Law, the receiving (new) employer is legally mandated to bear all governmental transfer fees (SAR 2,000 for 1st transfer, SAR 4,000 for 2nd, SAR 6,000 for 3rd+). Deducting this statutory fee from the employee's salary is a severe regulatory violation subject to a SAR 10,000 fine.
Q4.What happens if an employee ignores an electronic contract offer on Qiwa for 7 days?
If the employee neither accepts nor rejects the digital contract proposal within 7 calendar days from submission, the contract request expires automatically in the Qiwa database. The employer must re-initiate the contract workflow.
Q5.How does Qiwa integrate with Mudad and the Wage Protection System (WPS)?
Qiwa functions as the primary contract repository, while Mudad serves as the banking auditing engine. Every monthly payroll file uploaded via commercial banks into Mudad is cross-checked in real time against the basic salary recorded on Qiwa. A deviation exceeding allowable thresholds triggers automatic MHRSD non-compliance flags on Qiwa.
Q6.Is the probation period clause on Qiwa limited to 90 days?
Under Article 53 of the Saudi Labor Law, the default probation period cannot exceed 90 calendar days. However, the parties may explicitly agree in writing within the Qiwa digital contract to extend the probation period for an additional term, provided the cumulative period does not exceed 180 calendar days.
Q7.What are the Qiwa establishment subscription fees for 2026?
Qiwa charges an annual platform subscription based on the establishment's total workforce: Micro (1-5 workers) pays SAR 450/year; Small (6-49 workers) pays SAR 1,250/year; Medium and Large (50+ workers) pay SAR 2,500/year plus SAR 20 per employee above the base tier.
Q8.Can an employee issue their own Exit Re-Entry visa on Qiwa?
Employees do not issue exit re-entry directly on Qiwa; rather, having an authenticated contract on Qiwa unlocks the self-service capability within the employee's personal Absher account under the Labor Reform Initiative (LRI), submitting an automated 10-day notice to the employer.
Q9.Can an employer file a Huroob (Absconding Report) against a worker on Qiwa?
The legacy Huroob filing mechanism has been officially abolished. Employers can now only file an 'Electronic Notification of Absence from Work' (Inqita' an al-Amal) on Qiwa, which triggers a mandatory 60-day grace window allowing the expatriate worker to either transfer to a new employer or finalize a voluntary Final Exit.
Q10.What is the penalty under Article 77 for early contract termination?
For fixed-term contracts, the terminating party without valid statutory cause must pay the remaining wages due for the full contract period (or a minimum of 2 months' salary). For unspecified contracts, compensation equals 15 days of wages for every completed year of continuous service.
Q11.How can an employer resolve the 'Worker Not Eligible for Transfer' error?
This error typically occurs if the employee has an active pending transfer request with another entity, holds a registered exit re-entry visa, has unsettled traffic violations, or is currently assigned to a 100% localized profession restricted by MHRSD ministerial decrees.
Q12.Can an employer change an expatriate worker's profession to an accounting or engineering role without accreditation?
No. Qiwa automatically blocks profession changes to engineering without verified Saudi Council of Engineers (SCE) registration, accounting roles without SOCPA membership, and healthcare positions without Saudi Commission for Health Specialties (SCFHS) licensing.
Q13.What is the notice period requirement for employee resignation on Qiwa?
Under Article 75 of the Saudi Labor Law, for unspecified (open-ended) contracts, the statutory notice period is not less than 60 calendar days if wages are paid monthly. For fixed-term contracts, resignation prior to the end date requires mutual written consent unless justified under Article 81.
Q14.Does Qiwa support electronic settlement of End of Service Gratuity (ESB)?
Yes. In conjunction with Mudad, Qiwa facilitates the formal generation and acknowledgment of electronic End of Service settlement sheets, ensuring transparent calculation under Articles 84 and 85 of the Labor Law.
Q15.How long does a completed Qiwa transfer take to reflect on Muqeem and Jawazat?
Once the transfer offer is accepted on Qiwa and the statutory SADAD transfer fee is paid, the establishment's labor portfolio updates instantly in MHRSD databases, and the worker appears in the new employer's Muqeem portal within 15 to 45 minutes.
11. Deep-Dive Qiwa Knowledge Library (Related Guides)
Explore our detailed procedural walkthroughs for specific technical scenarios within the Qiwa ecosystem:
How to Terminate Contract in Qiwa: Step-by-Step Notice Period & Settlement
Official walkthrough of contract termination workflows, 60-day notice requirements, employer counter-options, and Article 88 final wage timelines.
How to Resign in Qiwa Without Kafeel Consent (Articles 77 & 81)
Comprehensive legal guide on executing a non-consensual resignation and transferring sponsorship via Qiwa under Article 81 statutory exceptions.
How to Reduce Notice Period in Qiwa: Legal Exemptions & Buyout Rules
Learn the 3 legal methods to shorten or waive notice on Qiwa under Articles 75, 76, and 81, including exact pay-in-lieu calculation formulas.
Mudad & WPS Wage Protection Platform Guide
Master monthly payroll file uploads, resolve 80%+ compliance ratio discrepancies, and prevent automated Qiwa portal freezes.
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