BELGIUM On behalf of UniGroup Relocation we will be coordinating the shipment of your goods to. To simplify the process, we have outlined the necessary steps to ensure a smooth transition. This will also review your responsibilities in assisting with this process. In addition to the points below, the following pages will outline the requirements, which will be facilitated by our local representative to complete the clearance. They will assist with each item specific to your shipment so please be assured they will do whatever is necessary to facilitate a quick and efficient clearance. The documentation process, for example, passports, visas, power of attorney, etc., can take up to 10 days plus the transportation airfreight three to four weeks and ocean six to eight weeks, depending on the origin. It is extremely important that you take a few moments to review these important requirements, as they will allow us to process the release of your personal property through foreign customs. Customs and immigration requirements are established by the country of import and not by UniGroup Relocation. This guide has been designed to assist clients understand and comply with country-specific requirements. Substantial effort has been made to ensure that the information provided is current and correct. Such regulations, however, are subject to change without notice by the country of import. UniGroup Relocation assumes no liability for changes in the law or interpretation by enforcement personnel as it exists at the time you and/or your goods enter the country. Visa Requirements Details Please advise your local representative or UniGroup Relocation Representative of the Type of passport or visa you will be travelling under (working visa, temporary visa, diplomatic, etc.). When moving to, some specific documents will be required in order to satisfy local immigration officials. *Contact address and telephone number must be listed on all documents. Required Documents Details Visitors Visa type C Visa type D Personal appearance Passport or Official Travel Document Proof of Purpose Proof of Solvency Proof of Lodging Visa for a stay of three consecutive months or 90 days in a six month period. National visa for a stay of up to 90 days (temporary residence permit). Visitor must apply in person at the Embassy or Consulate General in whose jurisdiction he/she resides. Validity that exceeds the intended stay of the applicant by at least three months, and passport should have a spare page to affix the visa. Proof establishing the purpose of the trip, for example a letter of invitation, proof of participation in group travel, etc. If the purpose of the trip is business, please present business references. Proof of sufficient funds to cover the cost of visitor s intended stay: Letter of employment Bank statements or pay-slips covering at least 3 months Proof of lodging, i.e. hotel reservations, rental of vacation home, stay with a family member or friend. In the latter case, a financial support document signed by the family member or friend in question is the best way to prove that support Effective: July 24, 2013 1
Independent Professionals Professional Card Temporary Residency Permit Temporary Residency (Professionals) Passport is available; the signature of this person has to be certified by the local Belgian municipality. The guarantor should also provide visitor with a copy of his/her Belgian identity card (as proof of legal residency in ) and a certified copy of his/her salary statement showing sufficient income. Required documents for applying professional card: A valid national passport. Three professional card application forms, duly completed, dated and signed. Three recent passport-size photographs. A nationwide criminal history record. The required supporting documents (one original; one copy) as requested in the professional card application form: Resume Certified copies of diplomas or degrees issued by the university -Professional activity Either a legal certificate proving the founding of the firm in or a proof of publication in "Het Belgisch Staatsblad" or "Le Moniteur belge. (or) a letter from the person transferring the ownership of his/her business to the professional. (or) a copy of a commercial lease or of a deed of sale of the real estate. Professional references. Letters of recommendation. -A letter describing in detail the activity in which the professional intend to engage, and why. -Professional card fee: US$162.50 + the certification fees: 1 year = US$104 in cash, certified check or money order. Personal checks are not accepted. Independent professionals will need to have a temporary residence permit Validity 15 months on the date of application, but please note that when the professional card is approved and received by the Embassy or the Consulate General, the passport should still be valid for at least 12 months. A copy includes the page with customer s signature. Visa Requirements Two visa application forms duly completed, dated and signed Two recent passport-size pictures Nationwide Criminal History Please verify with your local representative. Record Medical Certificate According to the model enclosed on the doctor s letterhead. If the doctor is a family physician, his signature needs to be notarized. The medical document should be less than 3 months old from the date of professionals application Effective: July 24, 2013 2
Application Fee Visa application fee: US$65 (+certification fees) in cash, certified check or money order. In the Embassy in Washington, professional can now also pay with a credit card. Employees Work Permit Please verify with your local representative. Temporary Residence Permit Employees will need to have Temporary Residence documentation. Diplomats Diplomatic Passport Required. Students Passport Valid for 15 months Visa Application Forms Two visa application forms, duly completed, dated, and signed. Two recent passport pictures, signed on the back. Nationwide Criminal History Criminal History Record obtained from the local Law Enforcement Agency. Record Medical Certificate According to the model enclosed on the doctor s letterhead. If the doctor is a family physician, his signature needs to be notarized. The medical document should be less than three months old from the date of employee s application. Proof Of Solvency The following documents should be provided: W2 form of the last fiscal year Letter of employment stating type and length of contract Pay slips of the last 3 months A letter from the bank where the student maintains his/her bank account As a guideline, the amount of about US$6,000 should be available to the student on an annual basis (excluding tuition). Visa Application Fee Visa application fee: US$65 in cash, certified check or money order. Personal checks are not accepted. In the Embassy in Washington, students can now also pay with a credit card. Personal Appearance Must apply in person at the Embassy or Consulate General in whose jurisdiction student resides. High School Students Financial Support Declaration Signed by head of the exchange organization, guaranteeing payment of travel, living, educational, medical and repatriation expenses. The sponsor needs to sign the financial support declaration document in person (with valid ID) at the Embassy or the Consulate General. The signature legalization fee is US$13. This form needs to be completed in the language of the school student will be attending (Dutch or French). As a guideline, the amount of about US$6,000 should be available to the student on an annual basis (excluding tuition). Parental Authorization In the case of a minor of age (under 18), a letter of parental authorization. Both parents need to sign this letter. The letter specifies the purpose and the duration Effective: July 24, 2013 3
Higher Education Students Nationwide Criminal History Record of the stay in. Required for all students 18 years and over, if the student intends to study at an accredited institution. Financial Support Declaration Signed by the applicant s parents or sponsor, guaranteeing payment of travel, living, educational, medical and repatriation expenses. This form needs to be completed in the language of the school student will be attending (Dutch or French). The sponsor needs to sign the financial support declaration in person (with valid ID) at the Embassy or Consulate General. The fee for this is US$13. Scholars who have a scholarship or grant should submit original proof of this. Attestation An attestation from a fully accredited academic institution certifying that the applicant is accepted and/or registered as a regular, full-time student or research student. For Fullbright and BAEF scholars, a letter from the sponsoring organization is required. Documents Requirements Details When moving to, some specific documents will be required in order to satisfy local immigration officials. PERSONAL & HOUSEHOLD GOODS The key requirement for duty-free importation of personal and household goods is that the goods have been USED and in your possession for 12 months. Also, Belgian Customs require that you provide a detailed listing of your goods as well as proof that they are your possessions. Note that alcoholic beverages and tobacco products are not exempt from duties and taxes. Foreigners without a Certificate of Residence in must pay a warranty of 10% for Customs duties plus 21% VAT (Value Added Tax). Personal goods include the following: Personal effects, furniture, household equipment and linen, provisions corresponding to the normal supply of domestic animals, saddle horses, portable instruments for arts and crafts necessary for the practice of the applicant's profession, motor vehicles with a maximum speed of 40 km/h such as mopeds and other two to four wheeled-vehicles with engine capacity of 50 cc or less, electric vehicles with maximum weight of 400 kilos, without batteries. Required Documents The Complete List A Household Goods Inventory List Details Five signed copies of a complete list (in English, French, Dutch, or German); valued, signed, and dated by customer. The list consists of an "introductory statement" of the actual list of all goods to be declared, including private vehicles, and of a "concluding statement". List must specify whether goods will be imported as one or several shipments. Imported autos must be included on inventory with manufacturer s name, body and engine number, type, color, etc. Effective: July 24, 2013 4
Proof of Prior Foreign Residence Additional Documents Diplomats Customs Form 136F Packing List Total value to be declared to customs Copy of Diplomatic Passport Weapons must be included with manufacturer s name, type of weapon, serial number, and caliber (customer should be able to produce permit issued in country of shipment prior to shipping). Electrical appliances must be included with corresponding serial numbers are not imperative to be listed on inventory list. Must be accompanied by an official statement for the Customs Administration (copy available from the destination agent upon request). Documents must be produced to satisfy Customs that the applicant has had his/her normal residence abroad for at least 12 months and has received or is in the process of receiving resident status in. The Customs office may also require proof of: Proof of Address in the country of origin and in Total value to be declared to Customs Copy of passport Original Bill of Lading/Airway Bill Request for free entry form Work Permit Lease contract Indemnity/insurance documents Shippers originating from non-eu countries require a certificate stating that the shipper has resided outside of the EU for at least 12 months. This certificate can be issued by the Belgian Consulate at origin, the shipper s employer at origin or branch office in. Certificate of Residence (copy) obtained from the local Belgian town hall (aankomstattest/attestation d' arrive'e). Change of Residence Certificate (for Belgian nationality) (optional) A signed and sealed declaration by an authorized person in the local embassy in Brussels and by client. The client must arrive in at least one to two weeks prior to the arrival of the shipment. Please verify with your local representative. Please verify with your local representative. Required. Details: Goods may be brought in as several shipments. If the goods arrive in multiple shipments a full list must be declared with the first lot. For 12 months following the exemption of your personal goods by Customs none of the items may be disposed of in any manner (lent, rent, deposited as security, sold or given away). Customs inspection at your residence may be possible, but there is an extra charge. Effective: July 24, 2013 5
Duties Household goods can be imported duty-free under the following conditions: Your normal residence has been in another country for at least 12 months. You will be moving your normal residence to. Duties and taxes have been paid on personal goods bought in any other countries; these duties and taxes may not have been refunded at a later date. The goods have been in your possession/use for at least six months. All personal goods must be declared or cleared through Customs within 12 months following your registration as a resident of. Foreigners without a Certificate of Residence in must pay a warranty of 10% for Customs duties plus 21% VAT. Used household goods may be imported in several separate shipments; however, the declaration of dutyfree entry must be completed for all shipments at the time of the first importation. Statement from the owner that they will not sell or trade the vehicle for at least six months after final clearance. Restricted and Prohibited Imports All countries, included, prohibit or restrict the importation of certain dangerous or sensitive items. The complete list of restricted and prohibited items must be obtained by the customer from the Belgian Consulate in advance of packing of shipment. Restricted Items: Firearms & ammunition (subject to a special license) Weapons Alcohol Tobacco products and foodstuffs Items newer than 6 months old (subject to duties) Electronic/electrical appliances and equipment (may require modifications, provided they are used and in reasonable quantities) Wireless transmitters (need approval from Customs) Presents and souvenirs (will incur duties) Plants and vegetable products must have Phytosanitary Certificate issued by the Ministry of Agriculture in the country of origin. Prohibited Items: Ivory Other Animal Products from endangered species-cites license may be required. Drugs and narcotics Effective: July 24, 2013 6
Restricted and Prohibited Exports Not available. Motor Vehicles Imports The key requirement to importing a motor vehicle relates to providing proof that you already owned the vehicle and that it was not purchased in transit. You can accomplish this with an invoice and title document. After clearing customs you are required to register the car in and obtain insurance from a Belgian firm. Vehicle must meet specifications and all safety requirements. The applicant must submit the following documents to the Head of the local Customs office, in French, Dutch or German, depending on the area: Required Documents Proof of Taxes Paid Proof of Prior Possession Purchase Invoice Proof of Residence Original Registration or Title License Plate Proof of Insurance Abroad Proof of Insurance Liability Card Passport Copy Owner Statement Additional Documents Details An invoice or other document that supplies evidence that duties and/or VAT have been paid at the time of purchasing the vehicle(s) and that no refunds have subsequently been received by reason of the shipment to. A document furnishing proof of compliance with the requirement of six months possession and use in the country of origin, such as insurance policy, certificate of title, receipt for the payment of a circulation tax, etc. Original copy. Documents must be produced to satisfy Customs that the applicant has had his normal residence abroad for at least 12 months and has received or is in the process of receiving resident status in. The registration/title must specify make, model, year, type, chassis, engine, and license plate numbers Original license plate from previous country. Proof of insurance abroad valid for at least six months prior to arrival in. Proof of European/Belgian insurance Valid European Green Liability Card Copy of passport with signature page Statement from owner that he/she will not sell or trade vehicle for at least six months after final clearance The head of the local Customs office may also require proof of: 1. Address indicated, in the country of origin and in 2. Identity of applicant 3. Authenticity of the signature (applicants are advised to have their signatures legalized in their country of origin) After the exemption has been granted, formalities for the permanent clearance of the vehicle will have to be carried out at the local Customs office. Effective: July 24, 2013 7
Required Actions following Vehicle Customs Clearance Declaration Form IM/EU 4 (Regime 40) Attestation 705 Certificate of Conformity Certificate of Inspection International Motor Insurance Card Registration Details On the form IM/EU 4, the applicant must commit in writing not to dispose of the vehicle during the next 12 months. If the vehicle is to be used on public roads, one of the documents delivered to the applicant by the Customs office will be an Attestation 705 which is a vignette/kleefzegel (self-adhesive label), proving that the vehicle is legally imported and may therefore be registered. After the vehicle has received the modifications needed so as to conform to Belgian specifications, the certificate of conformity must be issued by the manufacturer's subsidiary in ; if this is impossible, it might also be delivered by one of the Technical inspection stations equipped to do so. Unless the certificate of conformity has been delivered by a technical inspection station, the privately imported vehicle, equipped with the certificate of conformity issued by the manufacturer's subsidiary, must still undergo the technical inspection, at the station nearest to the owner's residence. The owner should bring the customs documents and the certificate of conformity. The technical inspection will then issue a certificate of inspection, whereby the vehicle is allowed for one year on the roads; they will also make the applicant fill in and sign a registration application form, of pink color, which they will stamp and which must be submitted within two months to the D.I.V. of the Ministry of Transportations. All vehicles in use in Belgian roads must at all times, be covered by an insurance policy against third party liability. From the moment the vehicle is to be driven with Belgian registration plates, the policy must be issued by a Belgian based insurance company, and the driver must be in possession of a "green card", issued for the vehicle by the company. The official name of this document is "international motor insurance card." It testifies that the vehicle complies with legal requirements in (and abroad). With the stamped pink registration application form, the applicant must go to the insurance company and subscribe a policy covering the "third party liability." Fiscal stamps must be affixed to the form by the applicant and the insurance company will add its stamp. They will also deliver the application form and all the necessary supporting documents to the D.I.V. of the Ministry of Transportation. The officially stamped registration plate will be sent to the applicant along with the registration card (grey card). The stamped registration plate should be installed at the back of the vehicle. It is the applicant's responsibility to have a duplicate made for the front of the car. A draft giro money-order will be mailed to the applicant for payment of the circulation tax. The grey card and the insurance certificate should be in the vehicle at all times. If the owner leaves the country or ceases to drive, the stamped plate and the grey card should be returned to the D.I.V. within four months. Effective: July 24, 2013 8
The certificate of conformity stays with the vehicle, as it is transferred to successive owners. Motor Vehicles Exports Not available. Pets The requirements to transport dogs and cats may vary per country. If you wish to ship your pet, please contact the airline or country Consulate/Embassy for specific details concerning your type, breed and documentation for pets. Effective: July 24, 2013 9
IMPORTANT CUSTOMS REMINDER International Shipment & Customs Regulations and Information for Customs and immigration requirements are established by the country of import, not by UniGroup Relocation and are subject to change without notice by the country of import. All regulations may vary according to the customer s nationality or immigration status. This guide has been designed to assist clients understand and comply with country-specific requirements. Substantial effort has been made to ensure that the information provided is current and correct. UniGroup Relocation cannot be responsible for changes in the law, or interpretation by immigration or customs enforcement personnel, or non-compliance with the law as it exists at the time you and/or your goods enter the country. Contact with the local Consulate or Embassy for further information concerning your specific visa, residence and entry situation is strongly recommended prior to planning your move. Effective: July 24, 2013 10
WOOD PACKAGING MATERIAL International wood packing requirements are in accordance with ISPM 15 (International Standards for Phytosanitary Measures: Guidelines for Regulating Wood Packaging Material in International Trade*) as of 5 July 2006: *ISPM 15 is produced by the Secretariat of the International Plant Protection Convention (IPPC) of the United Nations' Food and Agriculture Organization (FAO). ISPM 15 requires certain phytosanitary procedures, in particular heat treatment or methyl bromide fumigation, relating to wood packaging material (including dunnage) made of raw wood in use in international trade; the phytosanitary procedures are meant to minimize the risk of introducing and spreading certain pests that live and breed in raw wood. REQUIREMENTS OF ISPM 15 Wood packaging material in the form of: Packing cases, boxes, crates, drums, and similar packings Pallets, box pallets, skids, and other load boards Pallet collars actually in use in the transport of objects of all kinds, except: Raw wood of 6mm thickness or less Processed wood produced by glue, heat and pressure, or any combination thereof The wood packaging material shall: Be subject to one of the approved measures as specified in Annex I To FAO ISPM 15 (currently, heat treatment or methyl bromide fumigation) Display a mark with: o The two-letter ISO Country Code (in place of XX in the image below) o A code identifying the producer (in place of 000 in the image below) o The code identifying the approved measure applied to the wood packing material in the mark as specified in Annex II to FAO ISPM 15 (in place of YY in the image below; examples are HT For Heat Treatment and MB for Methyl Bromide Fumigation ) o Where debarking is required, the letters DB shall be added to the abbreviation of the approved measure included in the said mark o The logo as specified in Annex II to FAO ISPM 15 (this logo is the ippc trademarked graphic symbol shown in the image below on the left side) Effective: July 24, 2013 11
REQUIREMENTS OF ISPM 15 (Continued) Wood packaging material in the form of: The wood packaging material shall: Markings should be: 1. Permanent and not transferable 2. Legible and visible, preferably on at least two opposite sides of the article being certified Be marked in accordance with Annex II to FAO ISPM 15 (see directly above under "Display a mark with:") If not, at a minimum it should be made from bark-free wood that is free from pests and signs of live pests DUNNAGE, i.e. wood used to wedge or support non-wood cargo, including that which has not kept its natural round surface except: Raw wood of 6mm thickness or less Processed wood produced by glue, heat and pressure, or a combination thereof Effective: July 24, 2013 12