Work permit (only for non-EEA citizens + citizens of Romania and Bulgaria)
In order to register/employ a foreigner, K.U.Leuven must apply for a work permit. The permit consists of two parts. The first is a document permitting K.U.Leuven to employ the foreigner in question, which K.U.Leuven keeps on file, and the second is a permit that the employee keeps in his/her possession. The two documents are linked to one another and are valid for the same period. When K.U.Leuven’s application for the work permit is approved, the employee receives a ‘work permit B’.K.U.Leuven needs to apply for a work permit* for every foreigner it wants to register/employ. There are, however, a number of exceptions to this rule.
EEA-citizens and citizens of Switzerland, as well as their spouses, do not need a work permit. They enjoy the right of free movement of citizens within the EU. Certain transition regulations apply to citizens of Bulgaria and Romania. They still need a work permit (probably until 31 December 2011).
Students and visiting scholars are not “employed” and thus do not need a work permit. Moreover, students are allowed to work as ‘student employees’ without a work permit during the holiday periods. In order to work as a student employee during the academic year, they need to apply for a ‘work permit C’. Doctoral students are subject to the same migration regualtions as pre-doctoral students.
Since December 2007, certain researchers have been exempted from obtaining a work permit. In taking this measure, Europe is endeavouring to make its labour market more attractive and to promote the mobility of international researchers. The exemption only applies to research associates, (doctoral) assistants and postdoctoral fellows. In order to qualify for this exemption, the researcher and the university need to draw up a ‘hosting agreement’*.
If applicable, the Human Resources Department of K.U.Leuven applies for the work permit to the “Vlaams Subsidieagentschap voor Werk en Sociale Economie”. The application may be submitted at the earliest two months before the start of the registration/appointment and it takes about three weeks to obtain the work permit. The work permit is only valid for a maximum duration of one year, but it can be extended.
The conditions for obtaining a work permit and the required documents differ depending on the status of the foreigner. The Human Resources Department will send the applicant a list of the required documents.
In general, these are:
- medical certificate
- photocopy of passport or information sheet for foreign employees
- photocopy of highest degree
- copy of K.U.Leuven-agreement or letter of secondment
- declaration of secondment
- ID-photograph
Since it may take some time to obtain certain documents and to have them translated and legalised, we recommend that you begin the procedure a few months before the start of the appointment.
For more information, please contact the HR Consultant for Internationalisation at the HR Department - Hrdepartment@kuleuven.be
