Documents

In what situation do you need a visa and how do you get one?

As a non-EU national, you need to apply for a visa at the Belgian embassy or consulate in your home country.
You can find their addresses here: https://diplomatie.belgium.be/en/embassies-and-consulates

• Updated visa information
• Updated scientific visa information

Stay of less than 90 days

Third-country nationals planning to visit Belgium for a short period (less than three months) must apply for a short-stay visa (type C visa).

The following documents are required when applying for a visa:

• a national passport valid for at least 3 months longer than the intended stay in Belgium, in which a visa can be affixed;
• two completed visa application forms;
• documents explaining the purpose of the trip and the circumstances of the intended stay;
• proof of sufficient financial sources to cover the stay and return;
• proof of travel insurance;
• proof that you intend to leave Belgium before the visa expires.

Depending on the reasons for your stay, additional documents may be required.

Be aware that nationals of certain countries, such as Australia, the USA and Canada, do not need a visa to come to Belgium if their intended stay is less than 90 days. You can check whether you need a visa to come to Belgium at https://diplomatie.belgium.be/en/travel-belgium/visa-belgium

Stay of more than 90 days

When third-country nationals need to stay in Belgium for more than three months, i.e. for a long-term stay, they must apply for a temporary residence visa (type D visa) from the Belgian consular authorities, either in their country of origin, or in their current country of residence (if different), i.e. when a visa is required (see above).

In this respect, it is important that foreigners maintain their current residence in one of these countries until the visa is issued, as abandoning residence may result in a declaration of incompetence by the embassy or consulate and, consequently, refusal to issue the visa.

The following documents will be required when applying for a visa:

• a national passport valid for at least 15 months, on which a visa can be affixed;
• two duly completed visa application forms;
• two recent passport-size photographs;
• a certificate of background check covering the last 5 years (if the foreigner is in possession of a single license, a certificate of good conduct covering the last year is sufficient) ;
• a single permit, a signed hosting agreement (scientific visa) with a recognized Belgian research center, a professional card or proof of sufficient financial sources;
• a medical certificate
• proof of payment of the contribution for the long-stay visa (fee);
• a visa fee.

Spouses

Spouses of third-country nationals must generally present the following documents to the embassy or consulate:

• a national passport valid for at least 12 months, on which a visa can be affixed;
• two completed visa application forms;
• two recent passport photographs;
• an official copy of the marriage or registered partnership certificate and birth certificate;
• an official copy of the divorce decree, divorce certificate or death certificate of the previous spouse if previously married;
• a certificate of good conduct covering the last 5 years, to be requested from the police authorities of the place of residence abroad;
• an original legalized medical certificate;
• proof that the spouse is covered for health and sickness expenses during his/her stay in Belgium ;
• proof that the spouse will have decent accommodation during his/her stay in Belgium (only in the case where the spouse submits
• a visa application while the third-country national is already residing in Belgium);
• a visa fee.

Children

Children of third-country nationals under the age of 18 will need to present the following documents to the embassy or consulate:

• a national passport valid for at least 12 months, on which a visa can be affixed;
• two visa application forms, duly completed, dated and signed by the parents;
• two recent passport-size photographs;
• an official copy of the birth certificate;
• an official statement from the child's guardian or the divorced parent with whom the child does not live, indicating that the child may leave the country and settle in Belgium (if applicable);
• a visa fee.

For children aged 18 or over, proof that they are dependent on their parents will be required. Please note that this is a matter to be decided by the Belgian immigration services.

For certain visa and single permit applications, a fee must be paid in advance to the Office des Etrangers. Proof of payment must be provided with other documents when submitting the visa application.

Changing status after settling in Belgium may also give rise to payment of a fee.

The amount of this fee varies according to the reason for your stay.

However, you may be exempted from payment of this fee if you submit a form completed by the University of Namur. This exemption applies to scholarship students and scholarship researchers. Contact the Researcher help desk if you think you may be entitled to this exemption.

Further information: https://dofi.ibz.be/en/themes/faq/fee

The single permit is the combination of a residence permit and a work permit. The conditions for issuing the single permit are the same as for the work permit.

Situation requiring a single permit

In Belgium, current regulations stipulate that any employer wishing to employ a foreign worker (non-EU national) in the country must first apply for and obtain a single permit for that worker.

How to apply?

The employer in Belgium is responsible for applying for the right to employ a foreign citizen and for applying for the single permit.

At the University of Namur, the human resources department submits the application for the single permit to the administration of the Walloon Region. Once the Walloon Region has granted the work permit, it forwards the file to the Immigration Office, which must rule on the residence permit.

Please note that the legal processing time can be up to four months.

Prolongation of the single permit

When your permit needs to be renewed, the University's human resources department makes the request and forwards it to you as soon as it is received.

In application when you receive a salary. An employment contract is drawn up as soon as you have a job as an employee at the University. You sign it when you arrive at the University's Compensation Unit.

Restricted to researchers from non-EU countries. This document is required for certain single permit applications. You don't need to do anything. UNamur's administrative services will produce it and have you sign it.

For any stay of more than 3 months, a Belgian temporary residence permit is granted for a maximum period of one year, but is renewable. Depending on the reason(s) for granting the residence permit, different documents may be required to extend a Belgian temporary residence permit.

Steps

The procedure takes place in three stages:

• First visit: you must justify your presence in Namur with official documents. You will receive a registration application certificate.
• Within six weeks, a local agent will visit your home. He will check that the address corresponds to your place of residence. There's no problem if you're not at home when he arrives, in which case he'll make an appointment with you. Once this stage has been completed, he will send a report to the local authority.
• The local authority will then send you a letter and arrange an appointment to finalize the registration and hand over any documents you didn't have on your first visit.

As soon as you have received your code by post, you can go to the local authority to collect your residence permit. Remember to bring the provisional document, your passport or national identity card, and the code you have received.

European nationals

For a stay of more than 3 months, EU nationals can enter Belgium by presenting a valid identity card or passport. They do not need to apply for a visa before coming to Belgium.

You must register in person with the municipal administration of the town of residence. You must present the following documents to the commune:

• passport or national identity card;
• proof of employment and sufficient financial resources;
• rental contract;
• 3 passport photos;
• attestation of medical insurance;
• for PhD students: standard form template
• 6 €.

Spouse and children will need to provide the following documents:

• passport;
• original legalized marriage certificate / original legalized birth certificate (or international birth certificate);
• original legalized translation of marriage certificate / birth certificate, issued by a sworn translator. Some communes accept documents in English;
• 3 passport photos;
• proof of medical insurance.

Please note that these lists are not exhaustive. Depending on the case, additional documents or information may be required. The commune will provide the EU national with proof of registration.

Non-EU nationals

Foreign nationals planning to stay in Belgium for more than 90 days will need to register with the commune administration in their town of residence in Belgium and obtain a residence permit.

To obtain a residence permit, you will need to present the following documents to the Belgian communal authorities:

• original passport, including type D visa;
• original single permit, hosting agreement, professional card or proof of sufficient financial sources;
• rental contract;
• passport photo;
• for PhD students: standard form template
• 6 €.

Third-country nationals who have lived in another EU country immediately prior to their arrival in Belgium must provide a background check certificate issued by their country's competent authorities.

To enable a spouse to complete a registration application form, the following documents must be presented:

• original passport, including type D visa;
• 3 passport photos;
• original legalized marriage certificate.

Please note that this list is not exhaustive. In some cases, additional documents or information may be required.

Extension of residence permit

To extend your residence permit, you must submit the application 45 calendar days before the expiry date.

Required documents:

• Valid residence permit;
• passport;
• proof of employment and sufficient financial resources;
• health insurance certificate;
• passport photo;
• for PhD students: a progress report on your doctoral research and the standard form template

Only for short-stay third-country nationals.

This is issued by the commune.

When your stay does not exceed three months, a single visit is all you need to declare your arrival. You will receive a document called a "Declaration of Arrival".

Documents to be provided:

• Passport;
• Rental contract;
• 3 passport photos.

In Namur, this document is free of charge.

Extension of the declaration of arrival

As soon as you are informed that your stay initially planned for a maximum of 90 days is extended, you must request an extension of your declaration of arrival.

You must go to the local administration with the following documents:

• passport;
• declaration of arrival (the document you received from the commune when you registered);
• any official document proving that the extension of your stay is approved ;
• the "Welcome to Schengen"insurance.

Only for short-stay EU nationals, this is issued by the commune.

When your stay does not exceed three months, you only need to visit the commune administration once to declare your arrival. You will receive a document called a "Declaration of Presence".

Documents required:

• Passport or national identity card;
• 1 passport photo;
• Lease contract.

In Namur, this document is free of charge.

Only for students from countries bordering Belgium (France, Netherlands, Luxembourg, Germany) for a maximum stay of one year.
In this case, you remain domiciled in your country of origin and are not taxed in Belgium. This document is very useful when you don't receive any money from Belgium.

You can request this document from the commune. The documents required are as follows:

• National identity card or passport;
• Accommodation rental contract;
• Attestation of registration as a student at UNamur;
• 3 passport photos;
• 6 euros.

Make sure your mutual insurance company covers you for your stay in Belgium.

You can apply for long-term resident status (residence permit D) if you meet the following conditions (non-exhaustive list):

• you have lived in Belgium for an uninterrupted period of five years;
• you have stable, regular and sufficient means of support: the last 6 pay slips are required;
• you have health insurance (with a mutual insurance company).

This status must be requested from the municipal administration. Find out more

In what situations do you need to legalize or apostille documents and how do you apply? https://diplomatie.belgium.be/en/legalisation-documents/search-criteria-legalisation

Students enrolled at the University of Namur are the only ones entitled to a student card. This card is issued by the Pop-Up BUMP.

A list of sworn translators is available at the Palais de Justice in Namur. You can request a free copy of the list of sworn translators to and from the language you require.

Certified copies of documents

When you need to hand over a certified copy of a document, such as a diploma, to an official entity, you must present the original and its photocopy to the communal administration, so that it can certify the photocopy. Copies of documents relating to birth or marriage registers issued by the civil registrar cannot be copied and authenticated by the municipal administration. Please contact your home town.

Practical tip: it's not easy to remember to have all the necessary documents with you at all times. It is advisable to make photocopies or scan all documents and leave them in a safe place, and/or save them on a server (not on cell phones or laptops). This should be done as quickly as possible to avoid any form of fraud. It is sometimes possible (but rare) to find lost papers at the police station if an honest person has found them and brought them back.

Declaration at the police station

When you come to lodge a complaint at the police station, list all important lost or stolen documents (passport, residence permit, bank card, university access card, library card....) and give a description of your wallet, bag, jacket... in which your documents were found.

You will be given a document enabling you to go to the respective administrations to have all your papers redone.

Residence permit

If you have lost your residence permit or had it stolen, the first thing to do is go to the police station where you will be issued with a declaration. This document is only valid in Belgium.

You must then go to the local administration (at the town hall) with this police-issued declaration in order to obtain a new residence permit.

Bank card

Call the following number: +32-(0)70-344 344 to block your card (from an account opened in Belgium). Report the loss or theft of your card to your bank.

Passport, national identity document

If your passport or national identity document has been lost or stolen, the first thing to do is go to the police station where you will be issued with a declaration. You'll need to quote your passport number. Contact your country's embassy in Belgium.