Ticket. Tilburg. Employees

Transcription

1 Ticket to Tilburg Employees

2 Contents C Introduction 3 Social Life 14 Visas and permits 4 Useful links 15 The application procedure 7 Health Insurance 16 Pre-departure practical issues 9 Bank account 16 Getting settled 10 Accommodation 17 Legalizing certificates 11 Dutch Language course 17 Bringing your family 12 Academic Calendar 17 Customs 13 Contact 17 2

3 Before you can commence your employment or Ph.D. program at Tilburg University, there are some practical arrangements that need to be made. This document is written for future employees, including Ph.D. students of the University, and gives information about what to do before you come to the Netherlands. The main aim of this document is to prepare employees for their stay in the Netherlands. In the follow-up to this document, Tilburg Survival Guide ; employees will be given information on topics they need to know about Tilburg and the city where they will be working and living. Introduction i 3

4 Visas and Permits V Knowledge Workers and Researchers The Netherlands has a special permit procedure for knowledge workers (in Dutch kennismigranten) and researchers according to EU Directive 2005/71/EC. Most scientific staff (including PhDs), or unpaid visitors working on long term projects, qualify under the knowledge workers or researchers procedure. As a result, most University employees (and their family members) no longer need a work permit but only a special residence permit. This residence permit can be issued for the duration of your employment contract or the project you work on. The letter Terms and Conditions of Employment, which an employee receives together with the employment contract, states whether the employee qualifies for knowledge worker or researcher status; and what information we need before the residence permit can be applied for. Work Permit With the introduction of the Knowledge Workers regulation, only few employees need a work permit. Work permits only apply to: - employees with the nationality of one of the new EU member states, Bulgaria or Romania, still need a work permit for the first year of their employment in the Netherlands (after the first year, they are free to work). - non-eu citizens who will be a resident of another EU country. - researchers who stay in the Netherlands for a period shorter the 3 months If a work permit is required, the Personnel Department will take care of the application procedure. 4

5 Authorization for Temporary Stay Most foreign nationals, excluding EU* citizens, Switzerland, Iceland, Norway, Liechtenstein, Australia, Canada, Japan, Monaco, New-Zealand, South Korea, the United States of America and Vatican City, need an entry visa to enter the Netherlands. This entry visa is called Machtiging Voorlopig Verblijf (MVV, Authorization Temporary Stay ). The application procedure for an MVV (and work permit, if applicable) takes up to 4 weeks. Once the Dutch Immigration Service has approved the application, the Personnel Department will inform the employee. The employee must pick up the entry visa at the Dutch Embassy in his home country or the country where he legally resides for at least 3 months. Once issued, the employees (and their families ) MVV is valid for 6 months. The university will take care of the application for this entry visa. When you contact the Dutch Embassy, we strongly recommended that you ask for a multiple entry visa (so-called D+C visa). This document enables the employee to travel within the Schengen countries until the residence permit is issued. This is useful, since it may take a couple of months before the residence permit is issued. The embassy/consulate may require travel insurance before they issue the multiple entry visa. We advise you to take out an IPS insurance policy at The fee to be paid for the MVV will be approximately 750 for knowledge workers and 300 for researchers under EU Directive 2005/71. In most cases the fees will be covered by the university. * Austria, Belgium, Bulgaria, Cyprus, Czech Republic, Denmark, Finland, France, Germany, Greece, Hungary, Ireland, Italy, Latvia, Lithuania, Luxembourg, Malta, Netherlands, Poland, Portugal, Romania, Slovakia, Spain, Sweden, and the United Kingdom 5V

6 The Dutch Embassy is very likely to request the following documents from an employee (and the relatives joining him/her) before they issue the entry visa: Legalized copy of a birth certifi cate, not older than 6 months If applicable, a legalized copy of a marriage certifi cate, not older than 6 months Passport Original diplomas/degree certifi cates and/or lists of marks Original employment contract of Tilburg University Residence permit Everyone who intends to stay in the Netherlands for more than three months has to apply for a residence permit, called Verblijfsvergunning in Dutch. Only EU citizens who have their permanent residency elsewhere do not need a residence permit. The costs for the residence permit may vary. Non-EU citizens who need an MVV have to pay 188 (in addition to the MVV costs). Non-EU citizens who do not need an MVV will pay approx In the letter of appointment it is stated how these expenses will be covered. 6

7 The application procedure T Employees do not have to apply for the Authorization for Temporary Stay themselves. The Personnel Department of the faculty will do this for them and their family members. Employees are asked to provide the Personnel Department with the information they request in the Terms and conditions of employment as soon as possible and visit the immigration authorities if asked. Pitfalls There are pitfalls that can lead to a delay in the procedure to obtain an authorization for temporary stay or a residence permit. Here are a few things to bear in mind: Passport Make sure that your passport is valid for at least another 6 months (and preferably as long as possible) after your scheduled arrival. Expiration of the passport often means that you will have to renew your residence permit and have to pay the fees. Residing outside the Netherlands Some employees choose to live outside the Netherlands (for example in the border region of Belgium or Germany). If you do this, keep in mind that this can have serious (negative) consequences for your financial situation (tax and social security) and legal status (work permit requirement, etc.). Change of address Inform the Personnel Department if you are planning to change your official place of residence in the coming months. Your official place of residence is your home country or the country where you have valid residency. Please send the Personnel Department a copy of your residence permit if you reside in a country other than your home country. 7

8 Change of status (from student to employee) You are currently already in the Netherlands for study purposes. Please inform your Personnel Department because this changes the application procedure. Family Contact the Personnel Department when you have family members who will join you. It could be that they need a permit, especially when you yourself need an authorization for temporary stay. If your family is going to join you, the Personnel Department needs the following additional information from you: Regarding your partner A copy of the relevant pages of the passports of your partner and/or children. A copy of the legal residence permits of your partner and children stating that they have legal residence for at least 3 months (only if you are not currently residing in your home country). A copy of a legalized marriage certificate, legalized certificate of partnership, or legalized statement that you are unmarried (if you are not married to your partner or do not have a registered partnership). The statement should not be older than 6 months. Regarding your (underage) children A copy of their passport A copy of the legal residence permits of children stating that they have legal residence for at least 3 months (only if you are not currently residing in your home country). A legalized birth certificate (see Birth and Marriage certificate ) or, if the child is not your own, a legalized proof that you are the lawful guardian. When one of the parents is not travelling to the Netherlands with the rest of the family; a copy of the passport of the remaining parent and proof that the parent who stays behind approves of the fact that his/her child travels to the Netherlands. 8

9 What to bring along Letter of acceptance and/or employment contract from Tilburg University Passports and other identification documents such as a driver s license Any original documents that may be required for processing by the Immigration authorities, such as birth and marriage certificates and diplomas and degree certificates (note: diploma implies a secondary school/high school diploma) Cash (in Euro) for temporary accommodation, transportation, meals, etcetera Copy of your health insurance-policy or travel insurance In addition, think of necessary items (all of which can also be purchased in the Netherlands), to survive for the first few days, such as: Bath towel and toiletries Medication Clothing Alarm clock Camera Calculator Dictionary Mind that if you ve sent personal belongings over via a moving company it could take a few weeks before your container is cleared by customs. The moving company can tell you more. Electrical voltage in the Netherlands is 220 volts. The electrical outlets are mainly for 2 pin plugs. Adapters can easily be purchased in the Netherlands allowing you to use 3 pin plugs. Pre-departure practical issues P 9

10 G Getting settled You are strongly advised to inform the Personnel Department of your faculty about the scheduled arrival and to meet with them soon after arrival. This way the Personnel Department has time to arrange for the necessary meetings. The Personnel Department will help you to arrange a few important things, such as: Collecting the keys of your (temporary) house or apartment (for some faculties this is done by the department where you will be employed) Open a Dutch bank account Apply for residence permits. Please mind that if you are a non EU resident you cannot leave the Netherlands while awaiting your residence permit unless you have a combination C and D visa. It takes approximately 2 weeks before the permit is issued. Registering at town hall Arrange a health, liability and home contents insurance Some new employees will be assisted by a Relocation Agent, who will guide them through the settling-in process and the above-mentioned issues Please bring the following documents when you visit the Personnel Department: The tenancy agreement of your house Your passport Employment contract Birth certificate Marriage certificate (if applicable) Diplomas and grades Recent passport photos of yourself and your accompanying family showing both ears and taken by an official photographer. Check: for more details 10G

11 Legalizing certificates L The Dutch Embassy or the Dutch Immigration Office is likely to ask the employee to present a birth certificate and/or marriage certificate (if applicable) when the entry visa is issued or the residence permit is applied for. The Dutch embassies and consulates are responsible for legalizing foreign documents for use in the Netherlands. But first the documents must have been legalized by the country s own authorities, usually the Ministry of Foreign Affairs of the country where the document was issued. When you submit your foreign document, the Dutch embassy or consulate may decide to initiate an investigation to verify it, if there are reasons to doubt whether the document is reliable. Some countries have entered into agreements streamlining the legalization chain. This means that certain documents from one of the contracting states may be used in another contracting state with only a single legalization or even none at all. The best-known legalization convention is the Convention abolishing the requirement of legalization for foreign public documents, also known as the Apostille Convention (5 October 1961). A document bearing an apostille does not require any further legalization by the embassy or consulate of the country in which it is to be used. More information on legalization is available on the Internet: 11

12 Whether your partner is allowed to work in the Netherlands without a special permit depends on your permit. If the employee qualifies as a knowledge worker or as a researcher according to EU Directive 2005/71/EC, the partner will be free to seek employment in the Netherlands. Your children and their education The city of Tilburg has a wide range of educational institutions. Some of these schools also offer full English educational programs (this does not apply to primary schools). For more information on the Dutch educational system, see clicking on education and careers, and then International Education & Intertnships. There are several international schools in the Netherlands; the nearest one is in Eindhoven. Bringing your family B 12

13 To take their personal belongings with them to the Netherlands tax-free, employees will have to take certain measures. For example, if an employee wants to take his or her own car along,, he or she will need an import licence. And an employee s dog or cat may not enter the country without its own passport, which the employee can obtain from a vet. In the brochure of the Dutch Customs, you can read the conditions under which you can import your goods tax free into the Netherlands. If you are planning to bring your car, it is important that you read this information carefully (for example, one of the conditions for importing your car tax free is that it must have been in your possession for at least 6 months). For more details, please check: customs/abroad_and_customs Be prepared. It will take a few weeks before you re really settled; the administrative procedures do take time. Customs C 13

14 Social Life S On arriving in Tilburg, you will find that Tilburg has a lot to offer. You will find more information about social life, culture and leisure in the Tilburg Survival Kit We will highlight a few options: Academic Forum Tilburg University s Academic Forum Department offers study-related activities on campus - mostly in cooperation with groups of students. It includes lectures, conferences, debates, and sometimes theatre and music performances, which highlight developments in scientific and cultural life and society at large. More info can be found on the website Sports Tilburg University has a Sports Centre which can be visited by all Tilburg University students and employees who are in possession of a sports card. More info can be found on the website Tilburg International Club Tilburg International Club (TIC) aims to provide social and educational activities for expatriates living in Tilburg and the surrounding area, represent the international community to local authorities and further amicable relations among people of different nationalities. Tilburg University sponsors TIC by taking care of the first 2 years contribution fees. For more information on club activities and membership check: 14

15 Useful links U The following links provide useful information (in English) on: - Tilburg municipality, - Tilburg University, your faculty, employee benefits, the educational programs or the Graduate program: - Tilburg University Expat website: - The Dutch immigration procedures: (check the residence wizard!) - General information about the Netherlands (including information about the educational system) and more specific information about the legalization of documents: Ministry of Foreign Affairs - General and local information for expats in the South of the Netherlands: - Website specifically designed for International Researchers Mobility: 15

16 Health insurance We advise employees to take out health insurance and/or travelling insurance that covers them for the trip and the first weeks of their stay in the Netherlands. After his/her arrival, the University helps the employee with the application for health insurance which is required by the Dutch Health Care Act, but it usually takes a few weeks before the employee receives the confirmation of acceptance from the Dutch health insurance company. Bank account If you have legal residence and a BSN or tax and social insurance number you can open a bank account wherever you like. Because you might have to wait awhile before these details are arranged Tilburg University has made an agreement with Rabobank Tilburg (Office Westermarkt) that University Staff can already open an account shortly after arrival. The contact details of the bank are: Rabobank Westermarkt 4, Tilburg, phone To open a bank account you should bring your residence permit, BSN or sofi number and a copy of your employment contract. 16

17 Accommodation The University will help the employee to find rental accommodation in Tilburg or a city nearby Tilburg for his/her first year in the Netherlands. The housing market in the Netherlands is very tight; therefore, it could be that the choice of housing is limited. Often the first and last months rent is to be paid to the housing company upon arrival; when you sign the contract and collect the key to your flat or house. You will receive a monthly invoice on your Tilburg address from rent agency, which needs to be paid by bank transfer or at the desk of the rent agency with bank card or credit card. Please note that the rent cannot be paid in cash. Dutch Language course The university offers employees the opportunity to take a Dutch language course provided by the Language Centre of the University. Academic Calendar At Tilburg University, the academic year starts in September. Classes normally start on the first Monday in September. Please find all important dates on the following website: academiccalender.html Contact For further information you can contact the Personnel Department of your faculty or your department head, who can either answer your question directly or refer you to the right person. The name and number of your Personnel advisor is in the Terms and Conditions of Employment letter. 17