The European Union (EU) promotes mobility within its borders, but when it comes to moving employees for work, the reality can be far more complex. While EU-wide frameworks exist, individual member states continue to enforce their own rules, processes and limitations.
For non-EU nationals who do not benefit from free movement rights, work and travel requirements often create challenges—particularly for companies needing to mobilise talent quickly.
So how can organisations plan effectively for short-, mid- and long-term assignments across Europe? Which rules apply? And what strategies can employers adopt to avoid costly delays and compliance risks?
Consider the case of a UK employee travelling once a month to Poland and Germany for two-day business meetings. Since the UK’s exit from the EU, UK nationals remain visa-exempt for short visits to the Schengen Area.
Yet, important compliance considerations apply:
With the upcoming ETIAS and EES digital entry systems, enforcement will become stricter. Planning ahead is therefore essential to avoid accidental breaches.
Now consider a UK-based company sending a three-person specialist team—comprising one Italian national, one Indian national, and one UK national—for short projects in the Netherlands, Sweden, Italy and Spain.
Planning points include:
Even for a project lasting just a few days in each destination, employers must manage multiple frameworks, nationalities and compliance rules. Without forward planning, this can result in delays and added risk.
For longer assignments, decisions become more strategic. Take the example of a Thai national transferring from Bangkok to work in France or Sweden for three years.
Employers must choose whether to:
Each path has implications for:
The right choice will depend on company goals, employee career trajectory, and the requirements of the host country. Strategic planning at the outset avoids unnecessary complications later on.
Mobility within Europe is not a one-size-fits-all process. Each move—whether short business travel, temporary technical projects, or multi-year assignments—requires its own compliance roadmap. Employers should consider:
By addressing these factors early, companies can design mobility strategies that are efficient, compliant and aligned with business objectives.
For non-EU nationals who do not benefit from free movement rights, work and travel requirements often create challenges—particularly for companies needing to mobilise talent quickly.
So how can organisations plan effectively for short-, mid- and long-term assignments across Europe? Which rules apply? And what strategies can employers adopt to avoid costly delays and compliance risks?
The Frequent UK Business Traveller (Short-Term Strategy)
Consider the case of a UK employee travelling once a month to Poland and Germany for two-day business meetings. Since the UK’s exit from the EU, UK nationals remain visa-exempt for short visits to the Schengen Area.
Yet, important compliance considerations apply:
- The Schengen allowance must be carefully tracked (90 days in any 180-day period across the zone).
- Activities must clearly qualify as business travel or fall under a work permit exemption.
- Definitions vary: what is accepted as business travel in Germany may not be permitted in Poland.
With the upcoming ETIAS and EES digital entry systems, enforcement will become stricter. Planning ahead is therefore essential to avoid accidental breaches.
The Multi-Country Technical Team (Mid-Term Planning)
Now consider a UK-based company sending a three-person specialist team—comprising one Italian national, one Indian national, and one UK national—for short projects in the Netherlands, Sweden, Italy and Spain.
Planning points include:
- The Italian employee can work freely in all EU countries.
- The UK and Indian nationals may require entry visas or work permits depending on the country and type of work performed.
- It may be faster or more practical to assign certain individuals to specific countries based on local rules.
- Posted worker notifications, salary thresholds, and social security obligations must be considered for each location.
Even for a project lasting just a few days in each destination, employers must manage multiple frameworks, nationalities and compliance rules. Without forward planning, this can result in delays and added risk.
Long-Term Planning: Local Hire vs Assignment
For longer assignments, decisions become more strategic. Take the example of a Thai national transferring from Bangkok to work in France or Sweden for three years.
Employers must choose whether to:
- Place the employee on a local employment contract, or
- Maintain the home-country contract and payroll through an assignment permit.
Each path has implications for:
- Eligibility and processing timelines
- Salary and benefits requirements
- Long-term residence or settlement options
- Future mobility within the EU
The right choice will depend on company goals, employee career trajectory, and the requirements of the host country. Strategic planning at the outset avoids unnecessary complications later on.
Key Takeaways for Employers
Mobility within Europe is not a one-size-fits-all process. Each move—whether short business travel, temporary technical projects, or multi-year assignments—requires its own compliance roadmap. Employers should consider:
- Visa and work permit requirements, including exemptions
- Home and host country arrangements for contracts and payroll
- The nature and duration of activities performed abroad
- EU-wide schemes (e.g. EU Blue Card, EU ICT permit) versus national options
- Processing speed, compliance risks, and overall business timelines
By addressing these factors early, companies can design mobility strategies that are efficient, compliant and aligned with business objectives.
but not surprising. Companies still assume “EU access” means open travel. Once ETIAS and EES kick in, even minor overstays or misclassified business activities could trigger flags. Some HR teams are about to get a rude awakening.
