Companies│Helping as an employer: practical info & tools
PRACTICAL INFO & TOOLS HELPING AS AN EMPLOYER
Registering with the City of Genk
Within ten days after arrival in Belgium, international workers are required to register with the municipality where they reside. This applies to both employees and self-employed individuals.
They must register at the municipal counter (Civil Affairs Department).
There they either make an arrival declaration (for a stay of less than three months), or you must submit a residence application. In the latter case, an address check is also conducted by the neighborhood officer.
After approval, international workers receive a residence card (for a stay of more than three months).
As an employer, you play an important role in the integration of international workers. Good guidance before and during the start ensures a good onboarding process. You as an employer can help guide them through the registration process and inform them about it. Below you will find a step-by-step plan on how international workers can register with the City of Genk.
GOOD TO KNOW! MAKE A GROUP APPOINTMENT
As a company, you can make a group appointment with the City of Genk to register one or more new international employees simultaneously. You choose the appropriate type of appointment based on the length of stay of the employee(s):
Note: You can arrange the appointment yourself and support your employees with this, but they must always be personally present at the registration. The registration is based on their identity documents and personal data. The system automatically searches for the earliest available time. For appointments that require more time, the next available date may be several weeks in the future.
Temporary stay (less than 90 days)
→ Go to the online appointment system
→ Click on ‘Arrival temporary stay’
→ Indicate for how many people you are making the appointment
→ Choose an available date and time slot
→ Fill in your details
→ Click on ‘Confirm’
Permanent residence (more than 90 days)
→ Go to the online appointment system
→ Choose ‘Arrival abroad permanent residence’
→ Indicate for how many people you are making the appointment
→ Choose an available date and time slot
→ Fill in your details
→ Click ‘Confirm’
NO REGISTRATION REQUIRED For short stays in a hotel or similar accommodation
If someone is staying in a hotel, hostel, or other lodging establishment subject to the traveler control legislation, they do not need to register with the municipality.
The accommodation then registers the guest's presence itself through their own system as required by law.
ADMINISTRATIVE OBLIGATIONS HOUSING
For international employees, it is important to find an affordable house or apartment.
Are you providing housing yourself? That saves the employee a lot of stress. Make sure the property meets the minimum quality standards and the certificate of conformity. Ideally, the rental contract is separated from the employment contract.
Does your employee have to find housing themselves? Make an appointment with a real estate agency together with your employee and attend the meeting. This way, you assist in understanding all the conditions, documents, agreements, and signing of a rental contract. Your presence lowers the barrier for both the landlord and the tenant.
Administrative obligations
Opening a Belgian bank account is essential for depositing salary and monthly expenses. Help your employee make an appointment at a bank and open a checking account, as this is not easy for non-native speakers. Make sure your employee brings all documents such as an ID card or valid passport, proof of address, and their residence permit.
A local mobile number is always useful and helps to avoid unexpectedly high phone costs. You can assist your employee in purchasing a prepaid SIM card in a store or in taking out a mobile subscription that suits their needs and requirements (national and international). An ID is required for a subscription, as the provider must verify the identity.
Does your employee have children? Then enrollment at a school is obviously important. You can help by contacting local schools or advising him/her on which schools to enroll their child(ren) in. Additionally, you can assist your employee in making an enrollment appointment and help with the administration. This way, the enrollment process runs smoothly and the children quickly gain access to education.
Registration with a health insurance fund is very important for access to healthcare in Belgium. As soon as someone comes to work in Belgium for more than three months, they are required to register with the mutualité here in Belgium.
If this is not done, there is a high chance they will incur debts once they become ill. Therefore, assist your new employee in choosing a mutualité and filling in the necessary forms.
A regular general practitioner and dentist are important for medical follow-up. Look for practices nearby together and assist with the registration process. Also explain how the appointment system works in Belgium: consultations are usually by appointment, and it is uncommon to visit a doctor without an appointment.
Families of international employees may be entitled to the Growth Package (child benefits, etc.). You can assist them with the application through payment institutions such as Parentia or FONS.
Help them gather all administrative documents such as residence permits, children's identity documents,... for a smooth enrollment.
Help international employees with their integration
Assign a buddy for every new employee
Assign a buddy to every new employee on the work floor. A buddy is a colleague who helps a newcomer find their way within the company and supports them with practical questions. The buddy also plays an important role in social integration, both at work and in the wider community. It is an advantage if this buddy speaks the employee's native language, but this is not necessary.
"As an employer, provide a clear description of what you expect from a buddy."
For example:
Explaining agreements, procedures, and customs on the work floor;
Assisting with administrative or practical matters (such as public transport, work clothing, lunch breaks, etc.);
Involving newcomers in informal moments;
Reporting questions or needs to HR.
A well-prepared buddy ensures a warm welcome and helps international employees integrate into the company and also somewhat into society as a whole.
Guiding through society
As an employer, you can help your international employee find their way in society. This goes beyond the workplace. For example, inform them about the leisure activities available in the municipality (such as sports clubs, libraries, or other cultural activities), education, supermarkets, waste sorting, and how public transport works.
This support can also be provided through the buddy system, where a colleague shares this information. HR can also take on this role, for example, by organizing an information session.
AGENCY FOR INTEGRATION & NATURALIZATION (AgII) LANGUAGE AND INTEGRATION
The Agency for Integration and Civic Integration (AgII) helps non-Dutch-speaking newcomers find their way in Flanders. The AgII offers integration programs and social orientation lessons.
In addition, it guides non-Dutch-speaking newcomers in choosing a suitable Dutch language course. Trajectory counselors take newcomers through every step of their integration process and discuss with them how best to realize their future aspirations.
For professionals, they provide legal services and advice on residence law, immigration law, and international family private law.
More info: www.vreemdelingenrecht.be
CONTACT AgII
The Integration and Civic Integration Agency works by appointment only at the contact point in Genk. You can contact them by phone on weekdays from 9 AM to 12 PM and from 1:30 PM to 4 PM.
Address: Jaarbeurslaan 25, 3600 Genk
Phone: 02 701 70 80
Email: genk.maasland@integratie-inburgering.be
