Staying and working in Belgium

For employees within the European Union, there is a 'free movement of persons' which makes residence regulations for EU citizens much more flexible than those for nationals of other countries. If you are a national of a Member State of the European Union or Norway, Iceland, Liechtenstein or Switzerland (EEA+ nationals) you can simply travel to Belgium with a valid international passport or identity card. You do not need to apply for a visa. On arrival, you will have to register at the town hall of the municipality in which you will be residing.

You need to bring:  

• A valid international passport or identity card
• A European Health Insurance Card (EHIC) that proves that you are affiliated with a health insurance provider in your home country 

You will have to register for a declaration of presence (less than 90 days) or a residence permit (more than 90 days). 

International coming from non-EEA+ countries,  who wish to work in Belgium for more than 3 months,  as employees (i.e. working under a Belgian employment contract or a post -doctoral grant contract) or as visiting staff members,  must hold a single permit. The permit allows a combined residence and work permit. 

Once your faculty and/or supervisor has confirmed your hiring as a staff member or grant holder, you can start planning your move to Belgium and arrange for a  single permit. 

Our international HR specialists will handle the application for you and will contact you to request the necessary documents. 

The single permit application can take quite some time. Expect the procedure to take 10-16 weeks from the date of submission of a duly completed application. 

WHO NEEDS A SINGLE PERMIT? 

All employees on the VUB payroll who will perform duties in Belgium for VUB, including: 

• Administrative and Technical Staff (ATP)
• Independent Academic Staff (ZAP)
• Assistant Academic Staff (AAP)
• Scientific and Pedagogical Staff (WPP)
• Postdoctoral Fellows (postdoc bursaal) 

Employers based abroad who request one of their employees to perform duties in Belgium.

• Unpaid researchers
• Unpaid professor (visiting professor)
• Unpaid postdoctoral fellow (visiting post doc scholar) 

HOW TO APPLY FOR A SINGLE PERMIT FROM ABROAD 

Team HR-international at People&Organisation will assist you with the Single permit process. The Single permit combines the residence permit and the work permit. You will be asked to provide the necessary documents for your application. Once collected, your application will be submitted to the relevant authorities. First, Brussels Economy and Employment will review your file for the labor section. After this, the file will be forwarded to the Immigration Department, they will review it for the residence part

For more information regarding the Single permit please visit the website of the Immigration department for general information.

Also, contact team HR-international P&O for all questions. Please contact us in any case once your faculty and/or supervisor has confirmed your hiring as a staff member or grant holder via m&o_international@vub.be

WHICH DOCUMENTS ARE REQUIRED TO APPLY FOR A SINGLE PERMIT? 

The application must be accompanied by documents related to residence and work. The type of application and the required documents depend on the employment status (ATP/AAP/ZAP/WPP/postdoctoral fellow).

List of documents to be provided by the candidate (depends on type of appointment)

• Copy of passport (alle pages) - Medical certificate (https://dofi.ibz.be/en/themes/faq/long-stay/medical-certificate) - Proof of payment of fee (https://dofi.ibz.be/en/themes/faq/fee)
• Certificate of good conduct
• Residence permit (ID card)
• Proof of health insurance affiliation
• Highest obtained diploma

List of documents to be provided by us - People&Organisation

• Hosting agreement
• Employment contract, scholarship agreement, decision proposal
• Payslips
• Individual account
• Visa waiver
• Engagement statement

Documents are always requested directly by HR International; these may vary depending on the type of appointment.

Documents not from Belgium may require translation and apostille; this will be clearly communicated by HR International team.

If you are planning for a short stay, please visit this page.

Countries with no visa obligations for nationals for a maximum of 90 days can be found on the website of the Immigration Department.  

If you have another nationality, you have to apply for a visa type C or a so-called Schengen visa at the Belgian embassy or consulate in your current country of residence before coming to Belgium. 

Please note that a Schengen visa or a short stay cannot be extended or changed to cover a different purpose. You must leave Belgium when the three months are over at the latest. 

Good to know: If you are a non-EEA national with a residence permit from another EU country, you can come to Belgium for a period of maximum 90 days without a visa. 

More info about the procedure: Please contact the relevant Belgian embassy or consulate. 

There is a distinction between staff and students. Are you a (PhD) student and would like more information on this topic? Consult the VUB brochure for international students and be sure to check “apply with a foreign diploma” on our VUB- On this webpage you will find complete and detailed information about the enrolment process and the preparation of your stay (visa, accommodation and finances).