One permit, two authorities

The single permit application is filed by the employer, not the employee. Two authorities decide jointly:

• the competent region (Flanders, Brussels or Wallonia : determined by the principal place of work) assesses the employment part;
• the federal Immigration Office assesses the residence part.

Because employment is a regional competence, the conditions, categories and salary thresholds differ between the three regions. The same profile may qualify in one region and not in another; the location of the job is a strategic parameter.

Who qualifies?

The regions work with categories. The most used ones in practice are highly qualified employees (with a minimum salary threshold, updated annually), shortage occupations (based on regional shortage lists), intra-group transferees and specific profiles such as researchers. For highly qualified staff, the EU Blue Card exists alongside the regional highly-qualified category, with a higher salary threshold but added advantages such as easier intra-EU mobility and a path to EU long-term residence.

Timing: plan backwards from the start date

Processing consists of an admissibility check followed by a substantive decision. Depending on the region and the profile, the total procedure typically takes several weeks to a few months and only starts once the file is complete. Add the time needed to collect documents (diploma, employment contract, medical certificate, criminal record extract, legalisations and translations) and the visa D procedure after approval, and a realistic lead time for a new hire from abroad is quickly three to five months. Start dates in contracts should be conditional on the permit being granted.

Employer duties do not stop at approval

• Notify changes: salary, function, workplace or early termination can affect the permit’s validity.
• Renew on time: renewal applications must be filed before the current permit expires, typically two months ahead.
• Keep copies of the residence documents of all foreign staff, as inspections check them.
• Remember payroll: the single permit governs the right to work; Belgian payroll, social security and mandatory employment conditions follow their own rules.

Practical takeaways

• Determine the right region and category before drafting the offer: salary thresholds are hard conditions.
• Build a document checklist per nationality (legalisation requirements differ).
• Plan three to five months for a new hire from abroad; less for candidates already legally residing in Belgium.

How B-Mobility can help

B-Mobility, the international mobility solution of PKF BOFIDI, supports foreign employers with every legal, social security and immigration aspect of working in Belgium. Get in touch with our international mobility specialists.