Employers

Company registration

• Register with Belgian social security (ONSS/RSZ) as an employer
• Hold a valid Belgian VAT number
• Check for sector-specific rules on hiring internationally

Work permit and visa

• Check if your candidate needs a work permit - not required for EU/EEA and Swiss nationals
• Identify the right regional authority - Flanders, Wallonia or Brussels-Capital, depending on where your employee will work
• Prepare a job offer letter with a detailed role description
• Submit the work permit application yourself - the employer applies, not the candidate
• Apply for a Single Permit (combined residence and work permit) if applicable
• Coordinate with your candidate on their visa application - this runs alongside your permit application
• Pay the applicable permit fees

Getting support

• Contact Voka or IHWF for guidance on the right route and authority
   

• Permit processing takes several weeks - build this into your hiring timeline
   

Employment contract

• Draft the contract in the correct regional language - Dutch for a role based in Flanders
• Include the mandatory elements: parties, place of work, job title, start date, contract duration, salary and benefits, working hours, holiday entitlement, notice periods
• Check the contract meets minimum wage requirements
• Add sector-specific provisions if they apply

Legal review

• Have a lawyer or Voka review the contract before it's signed

• Some permit applications require the signed contract or job offer as supporting documentation - check the order of steps with the regional authority

Registering your employee

• Register with ONSS/RSZ before their first day of work
• Obtain a social security number for your employee
• Help them register with a health insurance fund (mutuality / ziekenfonds)
• Set up payroll, including tax withholding and social security contributions - your accountant or payroll provider can handle the calculations
• Register for occupational accident insurance and unemployment insurance contributions
   

Helping with municipal registration

• Point them to the municipal registration requirements at their new address
• Provide the signed contract and a confirmation letter as supporting documents
• Confirm your company address if the municipality asks for it

Helping with banking

• Provide an employment confirmation letter so they can open a bank account
• Set up the salary payment arrangements
• Point them to guidance on tax obligations and filing requirements

Language and communication

• Communicate in the correct regional language - Dutch for Flanders, French for Wallonia, either for Brussels
• Translate essential documents if your employee doesn't speak the local language yet
• Consider language training support for the role, or Dutch practice on the work floor via Agentschap Integratie en Inburgering
   

• Your employee will need their eID before some of these registrations can go through - build this into the timeline

Benefits and entitlements

• Provide the mandatory benefits: annual leave (minimum 20 days), 13th month salary, meal vouchers (if customary in your sector), and public transport allowance
• Enrol them in health insurance and manage pension contributions
• Handle sick leave, maternity and paternity leave in line with Belgian rules

Integration support

• Give them a proper workplace orientation
• Share some context on Belgian work culture
• Point them to IHWF's coffee mornings, afterworks and local events
• Let them know about the civic integration programme, if relevant
• Offer a contact person for questions
   

• If your employee relocated with a partner or family, point them to IHWF too - partners often face the biggest settling-in challenge and are a key retention risk

Staying compliant

• Keep accurate employee records
• Submit social security declarations and tax filings on schedule - your accountant or payroll provider can handle the specifics
• Follow working time rules on hours, overtime and rest periods
• Meet workplace safety requirements
• Check if works council obligations apply, if you have 50+ employees
• Stay up to date on employment law changes that affect your team
• Keep your employee handbook current

Tracking permits and visas

• Monitor your employee's work permit and visa validity and renewal deadlines
• Keep copies of all permits, visas and contract versions
• Document any contract modifications
• Store payroll and social security records for at least 5 years

Reviewing and renewing

• Review salary against sector minimums annually
• Prepare renewal applications well in advance - permits often run for 1-4 years
• Coordinate with your employee on their residence permit renewal
• Update contracts and compensation as needed
   

• Set a reminder well ahead of permit and visa expiry dates - a lapsed permit means your employee can no longer legally work

Legal steps

• Keep accurate employee records
• Submit social security declarations and tax filings on schedule - your accountant or payroll provider can handle the specifics
• Follow working time rules on hours, overtime and rest periods
• Meet workplace safety requirements
• Check if works council obligations apply, if you have 50+ employees
• Stay up to date on employment law changes that affect your team
• Keep your employee handbook current

Administrative cleanup

• Monitor your employee's work permit and visa validity and renewal deadlines
• Keep copies of all permits, visas and contract versions
• Document any contract modifications
• Store payroll and social security records for at least 5 years 

• If your employee is leaving Belgium for good, they'll also need to deregister at their municipality - point them in the right direction