An important shift in how work permits will be handled in the Flemish Region. From 1 May 2026, applications will in principle need to be submitted digitally via the “Working in Belgium” portal (Uniek Loket).

Also, an additional filing of 200 EUR will be applied on work authorization applications (both for regular work permits and single permits filed for employment in the Flemish region). The exact date for the activation of this additional payment is still to be confirmed.

While a transitional period until 1 September 2026 still allows email submissions, the direction is clear: a full transition towards a centralized digital process.

What may appear as a technical change is a structural shift in how work authorizations will be managed going forward.

The introduction of the digital platform usage does more than replace email communication. It fundamentally changes the way applications are prepared, submitted and monitored.

Employers will be expected to take a more active role in the process, including:

• direct submission of applications via the ”Working In Belgium” portal
• creation of BIS numbers through Belgian ID Pro (“provisional national Belgian identification number”) – prior to submission of application!
• use of digital work authorizations , replacing physical permits = no more visits to the local commune to collect the work permit!
• handling of amendments, withdrawals and cancellations all managed through “WIB”

At the same time, the authorities are rolling out a new internal processing system, aimed at increasing efficiency and transparency in decision-making.

In practice, this signals a move towards a more standardized and traceable system, with less flexibility for informal follow-up or last-minute corrections.

For employers and HR teams, this change will require a shift in approach.

Processes that were previously handled via email or through external support will increasingly require direct interaction with the platform, as well as stricter internal coordination and documentation readiness.

The transition phase may also temporarily increase pressure on timelines, particularly for organizations that are not yet familiar with the new system.

Early preparation will therefore be key

Organizations that anticipate this shift and adapt their internal processes accordingly will be better positioned to avoid delays and ensure continuity in their international hiring.

If you would like to discuss how this development may impact your organization or how to prepare for the transition, feel free to reach out.