Preparing for ETIAS: how the new rules will affect business travel to the Netherlands

Kirsty Gies
Everaert Advocaten Immigration Lawyers, Amsterdam
gies@everaert.nl

As the European Union rolls out more robust security measures, Dutch companies with international business travellers should be aware of the European Travel Information and Authorisation System (ETIAS). Originally scheduled for implementation on 10 November 2024, ETIAS has been postponed again until the end of 2026, but businesses should still be ready for its implementation. This travel requirement will affect visa-exempt travellers entering the Schengen Area, including the Netherlands, and could affect business operations for companies dependent on short-term business travel.

For Dutch companies, understanding ETIAS and its implications is essential to maintain smooth business operations and avoid potential disruptions. Here’s what businesses need to know.

What is ETIAS?

ETIAS, the European Travel Information and Authorisation System, is a travel authorisation which visa-exempt nationals visiting the Schengen Area for short stays (up to 90 days within a 180-day period) will be required to obtain. It is comparable to the US ESTA system. Travellers from more than 60 countries, including Australia, Canada, Japan, the United Kingdom and the United States, will need to apply for ETIAS authorisation before travelling to the EU.

Although ETIAS is not a visa, it forms part of the EU’s initiative to bolster border security by pre-screening visa-exempt travellers for security, health or migration risks. Once granted, ETIAS authorisation is typically valid for three years or until the traveller’s passport expires.

How will ETIAS affect business travel?

For Dutch companies with employees and visitors from abroad or those hosting international partners, ETIAS will introduce a new layer of preparation for international travel. Below are several key ways in which ETIAS will affect business immigration in the Netherlands.

Additional administrative requirements for visa-exempt travellers

Currently, employees from visa-exempt countries can travel to the Netherlands with only their passport. With ETIAS, however, they will need to complete an online application before travel, which includes personal details, travel history, and criminal and health background. The application is expected to cost around €7.

Most applications should be approved quickly, but for travellers flagged during the process, ETIAS travel authorisation could take longer – potentially complicating last-minute business travel plans. Dutch companies should consider implementing a process to ensure all business travellers complete ETIAS applications well ahead of travel.

Enhanced security and compliance screening

The primary purpose of ETIAS is enhanced border security, with travellers flagged for potential risks facing further scrutiny or even denied entry. This could affect business travellers with a history of visa or immigration issues, which might prevent authorisation.

If an application for an ETIAS travel authorisation is refused, the applicant has the right to appeal. With the rejection notice the applicant will receive an email indicating the grounds for the refusal and the authority that took the decision.

Dutch companies may need contingency plans to cover for essential personnel if any traveller faces ETIAS issues. A proactive approach to understanding ETIAS processes can help companies minimise these disruptions.

Implications for short-term business visits

Companies which often arrange short-term business visits, project consultations or temporary assignments within the Netherlands will need to factor ETIAS into travel plans. Although employees with long-term residence permits are unaffected, short-term visitors and consultants from visa-exempt countries must hold ETIAS approval before arrival.

Employees who frequently travel in and out of the Netherlands from outside of the EU may also need to renew their ETIAS authorisation, especially if it expires or if they obtain a new passport.

Managing costs and compliance for large teams

Large companies relying on global talent may find managing ETIAS compliance complicated. While the €7 application fee is minimal, tracking multiple employee ETIAS applications, renewals, and expiry dates may become burdensome. Adding an ETIAS check to internal travel policies could help manage these compliance requirements efficiently.

It’s also essential to remember that ETIAS does not replace other permits. Companies will still need to manage residence for employees on long-term assignments and work permit on short-term assignments, if the activities are not work permit waived. ETIAS is intended to support short-term travel within Schengen borders, complementing – rather than replacing – existing immigration requirements.

Why delayed implementation matters

The postponement of ETIAS gives businesses more time to prepare. However, with no definitive start date, Dutch companies should remain alert to ETIAS developments and updates. This to prevent any unexpected complications when ETIAS is officially launched.

Entry/Exit System (EES)

Another EU travel tool which is likely to be implemented in 2025 is the Entry/Exit System (EES). EES is an EU-wide information system designed to register entry and exit data of non-EU nationals (third-country nationals) travelling in and out of the Schengen Area.

The EES will automate the processing of travellers’ biometric data and entry/exit dates, replacing the need for manual passport stamping, which is currently used to monitor compliance with short-stay limits. This means that the 90-day stay limit within 180 days for non-EU nationals in the Schengen Area will be more strictly monitored.

No action will be required from travellers before they start their trip, as registration will take place at the external border of any of the 29 Schengen States using the system.