Single Permit procedure

First application

The single permit procedure is required for all employees working at Ghent University with a NON-EEA nationality. It is not applicable for PhD students, and until further notice also not for researcher on host agreement.

The single permit can be started maximum 4,5 months before and must be started minimum 2 months before the start date of the contract.

To prepare the application, personal documents of the employee and documents from the employer must be collected. The application is done through the employer:

  • Before the employee is in Belgium (first employment)
  • Or before the end date of a valid residence permit

If the application is complete (all required documents and information is added) the Belgian authorities will sent their first approval.

If the earned income and working conditions are respected, the authorities will sent an approval to work.

As third step the authorities check if the person is eligible to live in Belgium. If that is the case, annex 46 is provided to the employer and employee. The employee can take the appropriate action with this document to request a single permit visa D long term stay at the Belgian embassy in the home country.

The single permit will be issued for the duration of the contract/funding or maximum 3 years.

Researchers with own funding cannot obtain a host agreement, but must all obtain a single permit based on a secondment agreement. This procedure also required detailed information on the income and salary or scholarship payments from the home institution and insurance documents.


An extension of the single permit must be requested at least 2 months before the end date of the residence permit. This procedure is also started through the University.