Belgium to Make Significant Shift On How Employers Process Foreign Worker Documentation

The Belgium government has announced that all applications for short-term work permits and commuter permits will transition to a fully digital system from May 1, 2026, marking a significant shift on how employers process foreign worker documentation.

Under the new directive, employers and their authorised representatives will be required to submit applications exclusively through the country’s official online portal, replacing the long-standing email-based system.

Authorities say the move is aimed at improving efficiency, reducing administrative errors, and eliminating issues tied to lost or incomplete email submissions.

A short work permit allows non-EU professionals to undertake temporary assignments in Belgium, typically for periods not exceeding 90 days.

• These permits are commonly used for business meetings, technical projects, equipment repairs, or short-term training programmes, and must be sponsored by an employer.
• The transition to a digital-first application process is expected to streamline workflows for both employers and regulators.
• By centralising submissions on a structured platform, authorities will be able to track applications more effectively, flag missing documentation early, and maintain clearer timelines for processing decisions.
• However, a temporary exception has been introduced in the Wallonia region, where email submissions will still be accepted until August 31, 2026, as part of a phased transition. This grace period is designed to give employers additional time to adjust to the new system.

In contrast, there has been no official confirmation of similar transition arrangements in Flanders or the Brussels region. Employers operating in these areas are therefore expected to comply fully with the digital submission requirement from the May 2026 deadline.

The online platform, accessible via the Social Security Belgium portal, will require companies to set up valid digital credentials and authorisation mandates before use. Industry observers note that delays in setting up access rights could disrupt application timelines if not handled early.

This policy shift aligns with a broader trend across Europe, where governments are increasingly digitising immigration and labour systems to enhance transparency and reduce processing bottlenecks.

• By moving away from email-based submissions, Belgian authorities aim to minimise paperwork errors, improve data accuracy, and ensure a more reliable audit trail for applications.
• For employers, the development signals a need to update internal processes and compliance frameworks, particularly for firms that frequently engage foreign professionals for short-term assignments.
• Early preparation, including securing digital access and training administrative staff, will be critical to avoiding disruptions.

Overall, the move to mandatory online submissions reflects Belgium’s ongoing efforts to modernise its immigration infrastructure, with officials projecting a more predictable and efficient permit application process once the system is fully implemented.