Whether you are travelling to Europe for a conference, for business meetings with clients or as part of a temporary work assignment, it is important to understand the rules that apply for your travel. These rules will vary from one country to another within Europe and can often change for a country depending on a range of factors. Therefore, according to the global serviced accommodation specialist Situ, it is best practice to check the current rules and restrictions before you travel. This can be done through the Government travel advice page. Here, you will find not only countries in Europe but all countries together with any important travel information. These rules apply to anyone travelling with a British passport. The rules for those travelling with an Irish passport may be different and can be found on the Irish Government’s Department of Foreign Affairs page. If you hold passports from other countries, then you will need to check the rules for travel requirements according to your own government’s advice.
Entry requirements
The entry requirements for different countries in Europe do vary so it is important to check them before you travel. For travel for business meetings and conferences there will usually be very few requirements. However, if you are travelling on a work assignment that will require you to stay in the country for a longer period it is important to check whether a visa or work permit will be required.
Visas and work permits
You may need a visa or work permit if you are taking part in an activity that will not be covered under a country’s visa waiver rules, if you are staying for more than 90 days in any period of 180 days (for any reason). For those employees who are transferring from a UK branch of a company to one in another country in Europe (referred to as an intra-corporate transfer), even for a short period of time a visa or work permit may be required. And for those who are providing services in another country, including when this is under contract, it may also be necessary to have a visa or work permit.
For anyone who is travelling for less than a period of 90 days in a 180-day period then there is no need for a visa as long as the purpose of the travel is for a business meeting, to attend a conference or a cultural or sports event or if the travel is part of an exchange. A visa is also not required under the same time period conditions if a person is travelling for media or journalistic purposes.
Before you travel you may want to check with the embassy or authorities of the country you are travelling to, so that you can make sure you’re meeting any legal requirements.
Your luggage
There are some rules and regulations in place that apply to circumstances when you might be taking goods from one country to another on a temporary basis for business purposes. When this is the case, you can usually apply for an ATA Carnet. This will help you avoid paying customs charges and includes samples for sales meetings and trade shows, publicity materials, recorded audio and film, goods for scientific, educational, or cultural purposes and any personal effects or sports goods.
For a temporary visit to another European country, you will not need to declare your mobile or laptop. If your accompanied luggage includes any commercial goods, you will require a customs declaration. There are rules governing merchandise in baggage so you check this before you travel.
Your earnings
If you are travelling as part of a temporary transfer to another office in a different country, or a relocation then you should check what the regulations are with regard to income tax, and any of the other contributions that are made through your salary. You may still be required to pay UK Income tax.
Insurance
When travelling abroad for any reason, it is important to have the correct insurance in place. This should cover not only your belongings but also, any business samples that you might be taking with you and of course your travel in the event of any problems. You should also apply for a Global Health Insurance Card (GHIC). This is the replacement card for the European Health Insurance Card (EHIC). If you already have an EHIC that has not expired, you can use this until it is no longer valid.
This will cover you in case you need medical treatment during your stay. However, the GHIC is no alternative to travel insurance. If you travel regularly, it’s a good idea to consider an annual travel insurance package, as this may be cheaper in the long run.
General travel tips
The rules that apply to British Citizen passport holders who are travelling to Europe have changed since Brexit. Before you travel you should ensure that your passport meets all the necessary validity rules. In particular, you may need to renew your passport sooner than planned. The length of time that you must have remaining on your passport will depend on the country that you are visiting. You can check this on the government travel advice page.
The length of time that it takes to renew a passport can really vary, depending on the time of year and how many renewals or applications for new passports the Passport Office have received. With this in mind they usually recommend that you allow 10 weeks for a renewal.
If you are driving in Europe and the vehicle is one that you own, then it may be necessary to obtain a Green Card for motor insurance. You should also display a UK sticker on your vehicle. Stickers showing GB are no longer permitted. If you are planning to hire a car, then you must have your driver’s licence with you. However, there are no additional requirements.
Whilst there are a number of rules and regulations that you need to observe before travelling on business to other countries in Europe, most business travel is straightforward. Ensure that your passport has enough time left on it and that you have insurance in place.
