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Important Changes for European Travel – Managing the Impact of EES and ETIAS on Mobility
Since 10 April 2026, the European Union's Entry/Exit System (EES) has been operational at the external borders of the 29 Schengen-area countries. Expected in late 2026/early 2027, the European Travel Information and Authorisation System (ETIAS) is expected to introduce a new pre-travel authorisation requirement for visa-exempt travellers.
For employers and Global Mobility teams, the combined effect is more than one additional travel requirement. Together, EES and ETIAS introduce new considerations at several points in the employee journey: before departure, at the border, and when monitoring repeat travel to Europe.
What is changing?
EES has replaced manual passport stamping for most non-EU nationals travelling to the Schengen area for short stays. The system digitally records entry and exit information and may require travellers to provide biometric data, including a facial image and fingerprints, at the border. It also includes any refusals to entry.
ETIAS will operate separately from EES. It will require visa-exempt travellers visiting any of the 30 participating European countries to obtain online travel authorisation before a short stay. The authorisation will be linked to the traveller's passport. Although most applications are expected to be processed quickly, some may require further review and information so do not expect authorisation to be issued immediately.
When will ETIAS start?
Following its launch, ETIAS is expected to be introduced through transitional and grace periods lasting at least 12 months in total. The EU is expected to publish detailed guidance on how these periods will operate before implementation.
Who is affected?
Whilst EES applies primarily to non-EU nationals travelling to the Schengen area for short stays, whether they require a visa or are visa-exempt, ETIAS will apply only to visa-exempt. Employees holding qualifying long-stay visas, residence permits, or residence cards may be exempt from EES and ETIAS. However, the position depends on the issuing country and the type of document held, with particular exceptions affecting some documents issued by Ireland or Cyprus. Individual status should therefore be checked before travel.
Employers must still check whether the planned activity is permitted as a business-visitor activity in the destination country. An ETIAS approval is not a work permit or residence permit, neither does it guarantee admission. Border authorities will still check whether the traveller meets the entry conditions.
The following employee populations may require ETIAS screening, depending on their nationality, destination, immigration status, supporting documents, and intended activities:
- Business travellers from visa-exempt countries
- Extended business travellers and frequent regional travellers
- Employees travelling for short-term project work
- Employees preparing for or beginning short-term assignments
- Commuters and rotational employees
- Employees travelling before an assignment or permanent move
- Candidates and new hires visiting before employment starts
What Does This Mean for HR and Their Mobile Employees?
For individual employee travellers and accompanying family members:
- Plan ahead. Once ETIAS is operational, visa-exempt travel should not be viewed as a last-minute arrangement. Travellers should ensure that any authorisation is linked to the passport they intend to use for the trip.
- Allow additional time at airports and land borders. EES biometric collection may lengthen the arrival process, particularly for first entries and during peak travel periods.
- Continue to monitor Schengen travel days. ETIAS does not change the general limit of 90 days in any 180-day period. However, EES will provide authorities with a clearer record of entries, exits, and potential overstays.
- Each accompanying family member's requirements should be checked separately, as ETIAS eligibility and exemptions depend on the individual's nationality and documentation.
For employers and HR/global mobility teams:
- Review travel, visa, and business-trip approval processes. ETIAS checks should be incorporated early in the trip planning and travel approval process, alongside passport-validity and visa and permitted-activity assessments.
- Build realistic timing into itineraries and employee communications. Travelers may need time to complete an ETIAS application, while EES-related processes may add time at the border.
- Identify frequent travellers and employees who travel at short notice. These populations may face the greatest operational impact if the new requirements are missed.
- Work with travel management providers to incorporate timely reminders into booking workflows and direct employees to official EU ETIAS information channels.
Looking Ahead
EES and ETIAS are intended to modernise European border management, but they also place greater responsibility on travellers and employers to prepare in advance. Clear communications, realistic travel planning, and central visibility over travel patterns will help mobility programs reduce avoidable disruption and support compliant business travel to Europe.
Visa and Immigration questions for sending employees to Europe?
Sirva's Immigration and Relocation Services teams are available across Europe and worldwide to help organisations with their employee visa and immigration requirements.
This article is for informational and editorial purposes only, it is not legal advice. Always check with your immigration specialist. Please reach out to your Sirva contact for more information.
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