Employment of new international staff

More information

• International employees and guests

  When you plan to welcome an international employee or guest to VU Amsterdam, there are various practical matters you need to consider. It may be the case, for example, that the employee or guest requires a residence or work permit before they can start their work at Vrije Universiteit Amsterdam. The International Office is of course happy to help when it comes to arranging these formalities. As procedures for foreign nationals are quite lengthy, the International Office would like to receive the application in your online dashboard on vu.nl at least two months prior to the intended start date.
  
  How does this work?

  1. The first step in the process is to initiate the hospitality agreement or employment contract in your online dashboard on vu.nl. This step is the same for all new employees and guests, regardless of their nationality.
  2. As soon as a nationality other than Dutch is entered in your online dashboard on vu.nl, the International Office will become an actor in the E-HRM process flow automatically. Depending on the nationality, period of stay and activities of the person, the International Office will contact them with information regarding the immigration and accommodation procedure applicable to the situation. More information about accommodation for international guests and employees can be found above. 
  3. If necessary, the International Office will apply for the required permits. Please note that your guest or employee can only start their work activities when the respective authorities have issued the permits. The International Office can only complete the task in your online dashboard on vu.nl when the residence permit or work permit application has been approved of by the IND or UWV. After we have completed the E-HRM process, a VUnet-ID will be send to your guest or employee.

  As mentioned previously, the International Office determines on basis of nationality, period of stay and the nature of the work activities whether a residence and/or work permit is required. In brief, the following requirements are applicable:

  Guests/employees from EU member states, EER and Swiss:
  No permits are required. EU nationals, Swiss nationals and EER citizens are free to work and residence in the Netherlands. 
  
  Guests/employees from non-EU countries
  Short stay of maximum 90 days
  Guests and employees who will stay no longer than 90 days in the Netherlands do not require a residence permit. Depending on their nationality, they are either allowed to stay here on their passport or they need to apply for a short stay visa at the Dutch representation in their home country. Unfortunately, a short stay visa needs to be arranged by the foreign national; the International Office cannot assist in this matter. In many cases, a work permit is required as well but, again, here are some exceptions as well. The International Office will therefore judge the application and provide advice on the matter.
  
  Long stay of more than 90 days
  Generally, guests and employees with a non-EU nationality will require a Dutch residence permit. Depending on the nationality, the person may require an entry visa and residence permit or only a residence permit. Usually, the type of permit we have to apply for includes a work permit exemption. The International Office will apply for the required visa and/or residence permit.
  
  Finally, we would like to draw your attention to the fact that it is strictly forbidden to have guests or employees work without the required permits. VU Amsterdam risks a fine of €12,000 upon inspection and we may lose our status as recognized sponsor.

  Contact
  For more information or advice, please contact the accommodation officer via immigration@vu.nl or schedule an appointment. For more information about the process in E-HRM, please contact the HRM Service Desk via servicedesk.hrm@vu.nl.

• International student assistants

  When you want to hire an international student assistant, there are a number of practical things to consider. For example, the student assistant may need a work permit before he or she can start working at VU Amsterdam. The International Office is happy to help arrange these formalities.
  
  Note: The application procedure takes an average of 5 weeks due to the long application procedure at the UWV. Because of this, the accommodation officer would like to receive the application in the online dashboard on vu.nl at least two months before the start. Please take this into account when starting the application.

  How does this work?

  1. Initiating the employment contract in your online dashboard on vu.nl - just as you are used to doing for all new employees, regardless of nationality.
  2. As soon as the student assistant has a non-Dutch nationality, the International Office is offered as an actor in the E-HRM process flow.
  3. If the student assistant comes from outside the European Union, a work permit (TWV) is required. The International Office will approach the person concerned with information and take care of the application.
  4. Only when the work permit has been issued by the UWV may the student assistant start the work. The accommodation officer may therefore continue the task in your online dashboard on vu.nl, after which the student assistant receives the VUnet-ID.

  Points of attention when applying for a work permit:

  • A student assistant may work a maximum of ten hours per week (or full-time during the months of June, July and August).
  • A work permit is only issued for the duration of the academic year.

  And last but not least; it is not allowed to let a student assistant work without a permit when this is required. The labour inspectorate can impose, among other things, fines of up to €12,000.
   
  Contact
  For more information or advice, please contact the accommodation officer via immigration@vu.nl or schedule an appointment. For more information about the process in E-HRM, please contact the HRM Service Desk via servicedesk.hrm@vu.nl.

• International interns

  Many students want to do an internship during their studies. A number of rules apply to international interns, as well as to international employees and guests. A work permit may be required, or an internship agreement may suffice. You may also need a residence permit. What exactly applies depends, among other things, on the nationality and length of stay of the person concerned, but also whether the internship is part of a Dutch or foreign study programme. The International Office is happy to help arrange these formalities. Because this takes the necessary time, the accommodation officer would like to receive the application in your online dashboard on vu.nl at least two months before the start.

  How does this work?

  1. Initiate the internship agreement in VU just as you are used to, regardless of nationality.
  2. As soon as your intern has a non-Dutch nationality, the International Office will be offered as an actor in the E-HRM process flow. Depending on, among other things, nationality and length of stay, the accommodation officer will approach your intern with information about the applicable immigration procedure.
     
     Your intern will also receive information about housing. More information on housing for international guests, employees, PhDs and interns can be found below.
  3. If required, International Office handles the application for the necessary permits. Only when these have been issued by the competent authority (s), your intern may start working at VU Amsterdam. The accommodation officer may therefore continue the task in the online dashboard on vu.nl, after which your intern will receive their VU-net ID.

  And last but not least; it is not allowed to let a trainee work without a permit when this is required. The labour inspectorate can impose, among other things, fines of up to €12,000.
   
  Contact
  For more information or advice, please contact the accommodation officer via immigration@vu.nl or schedule an appointment. For more information about the process in E-HRM, please contact the HRM Service Desk via servicedesk.hrm@vu.nl.

• Housing for international guests, employees, interns and PhDs

  International guests, employees, interns and PhD candidates can apply for housing through the international office. For more information please click here. 

• The new European Directive (EU) 2016/801

  On May 23 2018, the Netherlands has implemented the European Directive (EU) 2016/801. The Directive combines the Study Directive (2004/114/EC) and the Research Directive (2005/71/EG), adds several groups to them and replaces these 2 Directives. The Study Directive and Research Directive will be repealed with effect from 24 May 2018. This means that the new Research Directive is applicable for new incoming researchers and researchers already at VU in possession of a residence permit as a (guest) researcher as of May 23, 2018.
  Unfortunately not all member states have already implemented the Directive. Only the Netherlands, Germany, Hungary, Luxembourg and Portugal take part. The UK, Ireland, Denmark and Switzerland have excluded themselves.

  Consequences

  Intra EU mobility
  The rules relating to mobility within the European Union (so-called intra-EU mobility) will be simplified  for students and researchers from third countries. Third-country nationals can make use of intra-EU-mobility if they demonstrate that they meet the applicable conditions. There are two types of mobility:

  • Short- term mobility:  a stay not exceeding 180 days (in a period of 360 days) in another Member State of the European Union. The researcher does not need to apply to the Member State concerned for a residence permit. However, the receiving host institution is obliged to inform the immigration authorities.
  • Long-term mobility: a stay of more than 180 days in another Member State of the European Union. The researcher must apply to the Member State concerned for a separate residence permit.
    In case of outgoing researchers, VU is obliged to inform IND 30 days before departure.

  Part-time jobs for students
  Up till now, international students with a residence permit for study purposes, were allowed to work a maximum of 10 hours a week or full time during the summer holiday (June, July, August). With the implementation of the new Directive, students are allowed to work a maximum of 16 hours a week, or full time in summer, provided they have a work permit (TWV).

  Other practicalities
  As said, the new Directive has not yet been implemented in all EU member states. States who do not participate, still follow the ‘old’ rules. Furthermore, it is very important that a researcher wanting to use the intra EU mobility, reports this to the International Office of VU at least one month before departure. The International Office needs to inform IND in time to ensure the outgoing researcher will encounter no difficulties with the immigration authorities in the receiving country. This notification is part of an obligatory EU registration of researchers mobility. The procedure for submitting an application at the International Office for visa / residence and work permits for international employees and guests, does not change. Applications need to be received by the International Office two months prior to the starting date.

  In case of questions, please do not hesitate to contact the International Office at immigration@vu.nl.

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