The question was NEVER about approval, handing in at different places, time needed for approval, blah, blah, blah.
If you don't know, please shut up and let GMS answer:
1. Did someone forget to collect all the forms at one go resulting in JG standing at the counter to fill up the form;
2. If forms-filling are centralised, shouldn't all forms (including the one on minority certificate) be scrutinised by the person-in-charge, LTK, team-leader, etc. Why was JG allowed to collect, fill and hand it in directly (which he didn't)?
3. JG's excuse was he has forgotten after he brought home the form. But shouldn't those people in charge (including LTK) ask for it?