Navigating a new era of global mobility with unwavering compliance

For businesses with a mobile workforce, robust compliance with immigration, tax, and social security laws has always been a non-negotiable priority.

The European Union's upcoming implementation of the Entry/Exit System (EES) and the European Travel Information and Authorisation System (ETIAS) represents a significant evolution in border management. These new, fully digital systems create an unprecedented level of transparency, reinforcing the need for the diligent compliance practices.

The two new systems explained

It's crucial to understand the two distinct but interconnected systems that will digitally transform European border management:

• EES (Entry/Exit System): The Digital Stamp
  • What it is: An automated IT system that electronically registers the entry and exit of non-EU/EEA nationals, replacing manual passport stamps.
  • Purpose: To accurately track travel dates, calculate permitted stays (like the 90-in-180-day rule), and flag overstayers.
  • Who it affects: All non-EU/EEA nationals travelling in and out of the EU for a short stay, including both visa-required and visa-exempt individuals and short-term permit holders.
    
    
• ETIAS (European Travel Information and Authorisation System): The Travel Pre-Authorisation
  • What it is: A pre-travel authorization system for visa-exempt nationals, similar to the ESTA in the United States.
  • Purpose: To conduct security and migration risk assessments before a visa-exempt traveller arrives at the EU border.
  • Who it affects: Specifically, the 59+ nationalities who enjoy visa-free access to the Schengen Area.

The official timeline

• October 12, 2025: The EES begins its phased launch, leading to more robust data collection.
• April 10, 2026: EES is expected to be fully operational across all member states.
• Mid-2026 or later: ETIAS implementation will begin, following the successful launch of the EES.

The impact on your business: A new level of precision

The shift to "full transparency" is a natural progression in global mobility. For years, we've advocated on the importance of accurate travel tracking; the new EES and ETIAS systems simply make this a reality for everyone. The digital record of an employee's physical presence will be precise and indisputable, making our comprehensive solutions more essential than ever.

Direct impact on Non-EU Nationals

For the 59+ visa-free nationalities, the travel process will now include a fundamental pre-authorization that encompasses.

• New ETIAS requirement: Beginning as early as mid-2026, they will need to apply for and receive an ETIAS authorization before the trip.
• Strict 90/180 Day enforcement: The EES will digitally track their stay, automatically enforcing the short-stay limit. As always, the overstays will result in penalties and entry bans.
• Extended absence monitoring: For non-EU nationals holding a work permit, the new digital border systems will automatically record any extended absence from the EU, that could result in consequences such as work permit revocation or denial of re-entry.
  
  

For all non-EU nationals, the EES means their travel history to the Schengen Area will be a permanent, easily accessible digital record for authorities across all Schengen border posts.

Indirect impact on EU Citizens

While the EES and ETIAS systems do not track EU citizens exercising their freedom of movement, the increased regulatory scrutiny and digital enforcement of non-EU travel creates a halo effect. The principles of precision and accountability now extend to all mobile workforces, reinforcing the importance of our core compliance services for intra-EU travel.

Employers are required to continue tracking their EU employees' work locations to ensure compliance with:

• A1 Certificates: An EU national working temporarily in another member state is legally required to have an A1 certificate to prove their social security status.
• Posted worker directives: Employers have specific administrative obligations when "posting" a worker to another EU country.
• Tax liabilities: The risk of creating a corporate or personal tax liability in another country is a constant concern we help our clients manage.
• Habitual residence monitoring: Extended absences from the European Union or the member states could trigger change in habitual residence. Such change could potentially affect tax residency, social benefits eligibility, or public healthcare coverage.

Recommended action plan for businesses

The new policies underscore the need for the proactive compliance measures we've long advocated for. Companies must act now to reinforce their preparation.

• Review and update policies: Ensure travel, remote work, and business visitor policies reflect these new realities for all employees.
• Educate your workforce: Inform frequent travellers and their managers about the importance of these changes and their personal responsibilities.
• Implement Pre-Travel assessments: Establish a process to check immigration, tax, and social security requirements before travel is booked.
• Invest in tracking technology: A technology solution to accurately track employee work days is more essential now than ever.
  
  

Failure to adapt your compliance programs will always lead to severe consequences.

We can help you mitigate this risk. Remote's global HR services can help you quickly and easily hire, pay, and manage your team no matter where you're based. We can help you facilitate worldwide employee relocation with expert visa and compliance support.

Partnering for proactive compliance

Navigating the evolving landscape of international travel compliance is what we do. Remote offers specialized solutions to ensure your employee travel programs are not only productive but are built on a foundation of compliance.

Our comprehensive assessments and guidance for all forms of cross-border work are trusted by leading companies worldwide. We've always been experts in this field, and now we are equipped to manage the new changes and help you navigate them with confidence. Our expert analysis covers all critical areas:

• Immigration risk assessment (Visa, EES, and ETIAS guidance)
• Social security coverage (A1/Certificate of Coverage support)
• Tax and payroll analysis (Prevailing wage and withholding determination)
• Duty of care (Employer liability protection and health insurance)
  
  

Ready to ensure your programs are safe and compliant?

Get in touch with our mobility experts today to discuss your needs and learn how our proven solutions can help.

Or contact us at immigration@remote.com to get started.