Hosting a third-country worker in the framework of an intra-corporate transfer (ICT)

Workers bound by an employment contract with a company abroad (transferring company), can be transferred to another entity within the same company or group of companies as a specialist or manager in order to supply specific skills or as a trainee employee in order to acquire certain business techniques.

Who is concerned

Any business established in Luxembourg that intends to host an intra-corporate transferee on a temporary basis.

Prerequisites

The transferred worker must have an employment contract with the company established in a third-country before and during the transfer to Luxembourg.

Third-country nationals must meet the following requirements first:

  • have been employed by the business or the group of businesses transferring the employee for an uninterrupted period of at least 3 months immediately preceding the application for transfer;
  • have a valid passport;
  • check whether or not they have to obtain a visa to enter the Schengen area.

How to proceed

Application for a temporary authorisation to stay

The hosting employer must submit a considered and detailed application for a temporary authorisation to stay to:

The application must contain:

  • the name and company name of the employer;
  • a postal address for correspondence;
  • the duration of the temporary transfer;
  • the object of the temporary transfer.

The application must be accompanied by the following documents concerning the third-country national:

  • a certified full copy of the valid passport;
  • a birth certificate;
  • an recent extract of the criminal record or an affidavit (sworn declaration) established in the country of residence;
  • a certificate of affiliation with the social security in the country of origin / Luxembourg, or the proof that an application for affiliation has been submitted.

The host company also has to provide the following documents:

  • evidence that the host company and the undertaking established in the third country belong to the same company or group of companies;
  • evidence that the transferee has been employed by the transferring company or group of companies for an uninterrupted period of at least 3 months immediately prior to the application for transfer;
  • a valid employment contract which binds the third-country national to the transferring company before and during the transfer;
  • a transfer agreement / assignment letter which contains:
    • the duration of the temporary transfer;
    • the location of the host company/companies in Luxembourg;
    • evidence that the third-country national will work in a managerial or specialist position or as a trainee employee in Luxembourg;
    • the remuneration and other employment conditions granted for the duration of the transfer;
    • evidence that the transferred worker can return to work in the same company or group of companies established in a third country after the transfer;
  • evidence that the third-country national has the required professional qualifications and experience to carry out managerial functions or work as a specialist for the host company. In the case of a trainee employee, the host company must provide the future trainee's relevant higher education diploma;
  • where applicable, all documents which attest that the transferee meets all the conditions for the regulated profession to be carried out in Luxembourg.

In the case of a transferred trainee employee, the host company must provide, in addition to the elements stated before, a traineeship agreement concerning the training programme in order to prepare the trainee for the position he/she will take on when returning to the transferring company or group of companies. The traineeship agreement must:

  • contain the description of the training programme, its duration and the conditions of supervision of the trainee;
  • provide proof that the purpose of the traineeship is to teach the trainee employee the necessary business techniques and skills or to further his/her professional development.

The documents have to be enclosed in the form of originals or certified true copies. Should the authenticity of a document be in doubt, the Minister of Immigration can request that the document be authenticated by the appropriate local authority and legalised by the Embassy (or alternatively notarised with a Hague apostille).

If the documents are not drawn up in German, French or English, an official translation by a certified translator must be attached.

Incomplete applications will be returned to the applicant. All changes arising during the application procedure must be notified to the ministry in charge of immigration.

In case of a favourable reply, the third-country national receives a "temporary authorisation to stay", sent by post. The temporary authorisation to stay is valid for a duration of 90 days.

Administrative formalities to be completed by the third country national

The third-country national has to undertake several administrative formalities after receiving the temporary authorisation to stay:

  • where applicable, the third-country national must submit a type D visa application before coming to Luxembourg;
  • make a declaration of arrival in the commune of residence;
  • undergo a medical check;
  • apply for a residence permit.

Employers who illegally employ one or more workers from third countries with no valid authorisation to stay may face administrative and criminal sanctions.

Period of validity of the residence permit

The residence permit for "workers under an intra-corporate transfer scheme" is valid for a minimum of 1 year for transferred managers or specialists or only for the duration of the stay if the duration of the transfer is shorter.

In the case of trainees, the residence permit for "workers under an intra-corporate transfer scheme" is valid for the duration of the transfer.

The residence permit is renewable but cannot exceed:

  • 3 years for the specialist or manager;
  • 1 year for the trainee employee.

The application for renewal must be submitted to the Immigration Directorate at the latest 2 months prior to the expiry of the residence certificate accompanied by:

  • a certified copy of the pages with content of their valid passport;
  • a copy of the amendment to the work contract / transfer agreement;
  • a recent extract from the criminal record in Luxembourg;
  • proof of payment of a fee of EUR 80 to the account IBAN LU46 1111 2582 2814 0000 (BIC: CCPLLULL; beneficiary: ministère des Affaires étrangères et européennes, Direction de l'immigration; Communication: titre de séjour dans le chef de 'insert your name here').

Specific situation: the mobility of the transferred worker within the European Union

If the third-country national is required to stay in several EU Member States, the application for the authorisation to stay has to be submitted to the competent authorities of the first Member State in which the transferee will stay.

In addition, if the transferee stays in Luxembourg first but the stay is not the one with the longest duration, the authorisation to stay must be applied for to the competent authorities in the Member State with the longest duration of stay.

If the application was submitted in another Member State first and the third-country national therefore already has a valid authorisation to stay / residence permit for an intra-corporate transfer, the worker can make use of his right to mobility in Luxembourg, and work in any other undertaking established in Luxembourg provided said undertaking belongs to the same company or group of companies as the one in the third country of origin.

There are 2 types of stay in Luxembourg: a stay with short-term mobility and a stay with long-term mobility.

It should be noted that it is not possible to apply for both types of stay at the same time. If short-term mobility has already been applied for and granted but long-term mobility was actually needed, the application for long-term mobility has to be submitted to the Minister responsible for immigration at least 20 days prior to the end of the short-term mobility period.

Short-term mobility

Third-country nationals can stay in Luxembourg for a maximum period of 90 days during a period of 180 days, provided that the host company established in the first Member State has notified the Luxembourg Minister responsible for immigration.

The notification must be submitted together with the following documents:

  • a certified copy of their valid passport, in its entirety;
  • a copy of the authorisation to stay / residence permit valid in the first Member State;
  • evidence that the host company and the undertaking established in the third country belong to the same company or group of companies;
  • the employment contract and, where applicable, the assignment letter submitted to the first Member State;
  • a transfer agreement / assignment letter which contains:
    • the duration of the temporary transfer;
    • the location of the host company/companies in Luxembourg;
    • evidence that the third-country national will work in a managerial or specialist position or as a trainee employee in Luxembourg;
    • the remuneration and other employment conditions granted for the duration of the transfer;
  • evidence that the transferred worker can return to work in the same company or group of companies established in a third country after the transfer;
  • where applicable, all documents which attest that the transferee meets all the conditions for the regulated profession to be carried out in Luxembourg.

If the documents are not drawn up in German, French or English, an official translation by a certified translator must be attached.

The notification must also be submitted to the competent authorities in the first Member State.

The third-country national can immediately come to Luxembourg after the notification is submitted or at any later moment, provided that the validity period of the residence permit for intra-corporate transferees (ICT) issued by the first Member State has not expired.

Objection by the Minister to short-term mobility

The Minister can object to the third-country national's short-term mobility within 20 days from receiving the notification from the first Member State if:

  • the maximum duration of the 90-day stay during a 180-day period has already been reached; or
  • the third-country national has no valid residence permit; or
  • the undertaking established in the transferring country and the host company in Luxembourg do not belong to the same company or group of companies; or
  • it has not been established that the transferred worker meets all the conditions required to carry out the regulated profession in Luxembourg.

If the Minister objects to mobility, the transferred third-country national is not authorised to work in Luxembourg.

If the third-country national is already in Luxembourg, the Minister can request that the professional activity must stop and that the person concerned must leave the country if the Minister:

  • has not received the required notifications; or
  • has objected to mobility.

Long-term mobility

Third-country nationals can stay in Luxembourg for a maximum period of 90 days, provided that the host company established in the first Member State has applied for a residence permit to the Luxembourg Minister responsible for immigration.

The application must be accompanied by the following documents:

  • a certified copy of their valid passport, in its entirety;
  • a copy of the authorisation to stay / residence permit valid in the first Member State;
  • evidence that the host company and the undertaking established in the third country belong to the same company or group of companies;
  • a valid employment contract which binds the third-country national to the transferring company before and during the transfer; 
  • where applicable, all documents which attest that the transferee meets all the conditions for the regulated profession to be carried out in Luxembourg;
  • a document indicating the duration of the transfer and the dates for mobility, if this information is not already stated in any of the other required documents.

If the documents are not drawn up in German, French or English, an official translation by a sworn translator must be attached.

It should be noted that the third-country national does not have to leave the territory of the EU Member States to submit the application for long-term mobility.

The third-country national is authorised to work in Luxembourg until the Minister in charge of immigration has made a decision regarding the long-term mobility application, provided that:

  • the maximum working period of 90 days over a period of 180 days has not expired;
  • the residence permit obtained in the first Member State has not expired;
  • the complete application for a residence permit in Luxembourg has been submitted to the Minister in charge of immigration at least 20 days prior to the beginning of the long-term mobility programme.

If the application is approved, the third-country national will be granted a residence permit "mobile ICT", which allows him/her to stay and work in Luxembourg. The third-country national must undergo a medical check and declare his/her arrival in the commune of residence.

If the residence permit is denied, the third-country national is sent back to the first Member State in which he/she resided with the authorisation to stay / residence permit ICT.

Forms / Online services

Authorization to stay of a third-country national as an intra-corporate transferee (“ICT” or “mobile ICT”) - Explanatory note

To complete your application, the information about you collected from this form needs to be processed by the public administration concerned.

That information is kept by the administration in question for as long as it is required to achieve the purpose of the processing operation(s).

Your data will be shared with other public administrations that are necessary for the processing of your application. For details on which departments will have access to the data on this form, please contact the public administration you are filing your application with.

Under the terms of Regulation (EU) 2016/679 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, you have the right to access, rectify or, where applicable, remove any information relating to you. You are also entitled to withdraw your consent at any time.

Additionally, unless the processing of your personal data is compulsory, you may, with legitimate reasons, oppose the processing of such data.

If you wish to exercise these rights and/or obtain a record of the information held about you, please contact the administration in question using the contact details provided on the form. You are also entitled to file a claim with the National Commission for Data Protection (Commission nationale pour la protection des données), headquartered at 1, Avenue du Rock'n'Roll, L-4361 Esch-sur-Alzette.

By submitting your application, you agree that your personal data may be processed as part of the application process.

Autorisation de séjour d’un ressortissant de pays tiers en vue d’une activité comme travailleur transféré temporaire intragroupe ("ICT"ou "mobile ICT") - note explicative

Les informations qui vous concernent recueillies sur ce formulaire font l’objet d’un traitement par l’administration concernée afin de mener à bien votre demande.

Ces informations sont conservées pour la durée nécessaire par l’administration à la réalisation de la finalité du traitement

Les destinataires de vos données sont les administrations compétentes dans le cadre du traitement de votre demande. Veuillez-vous adresser à l’administration concernée par votre demande pour connaître les destinataires des données figurant sur ce formulaire. Conformément au règlement (UE) 2016/679 relatif à la protection des personnes physiques à l'égard du traitement des données à caractère personnel et à la libre circulation de ces données, vous bénéficiez d’un droit d’accès, de rectification et le cas échéant d’effacement des informations vous concernant. Vous disposez également du droit de retirer votre consentement à tout moment.

En outre et excepté le cas où le traitement de vos données présente un caractère obligatoire, vous pouvez, pour des motifs légitimes, vous y opposer.

Si vous souhaitez exercer ces droits et/ou obtenir communication de vos informations, veuillez-vous adresser à l’administration concernée suivant les coordonnées indiquées dans le formulaire. Vous avez également la possibilité d’introduire une réclamation auprès de la Commission nationale pour la protection des données ayant son siège à 1 Avenue du Rock'n'Roll, L-4361 Esch-sur-Alzette.

En poursuivant votre démarche, vous acceptez que vos données personnelles soient traitées dans le cadre de votre demande.

Titre de séjour - ressortissant de pays tiers - demande

Les informations qui vous concernent recueillies sur ce formulaire font l’objet d’un traitement par l’administration concernée afin de mener à bien votre demande.

Ces informations sont conservées pour la durée nécessaire par l’administration à la réalisation de la finalité du traitement

Les destinataires de vos données sont les administrations compétentes dans le cadre du traitement de votre demande. Veuillez-vous adresser à l’administration concernée par votre demande pour connaître les destinataires des données figurant sur ce formulaire. Conformément au règlement (UE) 2016/679 relatif à la protection des personnes physiques à l'égard du traitement des données à caractère personnel et à la libre circulation de ces données, vous bénéficiez d’un droit d’accès, de rectification et le cas échéant d’effacement des informations vous concernant. Vous disposez également du droit de retirer votre consentement à tout moment.

En outre et excepté le cas où le traitement de vos données présente un caractère obligatoire, vous pouvez, pour des motifs légitimes, vous y opposer.

Si vous souhaitez exercer ces droits et/ou obtenir communication de vos informations, veuillez-vous adresser à l’administration concernée suivant les coordonnées indiquées dans le formulaire. Vous avez également la possibilité d’introduire une réclamation auprès de la Commission nationale pour la protection des données ayant son siège à 1 Avenue du Rock'n'Roll, L-4361 Esch-sur-Alzette.

En poursuivant votre démarche, vous acceptez que vos données personnelles soient traitées dans le cadre de votre demande.

Liste des observations sur les titres de séjour pour ressortissants de pays tiers

Les informations qui vous concernent recueillies sur ce formulaire font l’objet d’un traitement par l’administration concernée afin de mener à bien votre demande.

Ces informations sont conservées pour la durée nécessaire par l’administration à la réalisation de la finalité du traitement

Les destinataires de vos données sont les administrations compétentes dans le cadre du traitement de votre demande. Veuillez-vous adresser à l’administration concernée par votre demande pour connaître les destinataires des données figurant sur ce formulaire. Conformément au règlement (UE) 2016/679 relatif à la protection des personnes physiques à l'égard du traitement des données à caractère personnel et à la libre circulation de ces données, vous bénéficiez d’un droit d’accès, de rectification et le cas échéant d’effacement des informations vous concernant. Vous disposez également du droit de retirer votre consentement à tout moment.

En outre et excepté le cas où le traitement de vos données présente un caractère obligatoire, vous pouvez, pour des motifs légitimes, vous y opposer.

Si vous souhaitez exercer ces droits et/ou obtenir communication de vos informations, veuillez-vous adresser à l’administration concernée suivant les coordonnées indiquées dans le formulaire. Vous avez également la possibilité d’introduire une réclamation auprès de la Commission nationale pour la protection des données ayant son siège à 1 Avenue du Rock'n'Roll, L-4361 Esch-sur-Alzette.

En poursuivant votre démarche, vous acceptez que vos données personnelles soient traitées dans le cadre de votre demande.

Demande en renouvellement d’un titre de séjour "travailleur transféré" pour ressortissant de pays tiers travailleur transféré temporaire intragroupe

Les informations qui vous concernent recueillies sur ce formulaire font l’objet d’un traitement par l’administration concernée afin de mener à bien votre demande.

Ces informations sont conservées pour la durée nécessaire par l’administration à la réalisation de la finalité du traitement

Les destinataires de vos données sont les administrations compétentes dans le cadre du traitement de votre demande. Veuillez-vous adresser à l’administration concernée par votre demande pour connaître les destinataires des données figurant sur ce formulaire. Conformément au règlement (UE) 2016/679 relatif à la protection des personnes physiques à l'égard du traitement des données à caractère personnel et à la libre circulation de ces données, vous bénéficiez d’un droit d’accès, de rectification et le cas échéant d’effacement des informations vous concernant. Vous disposez également du droit de retirer votre consentement à tout moment.

En outre et excepté le cas où le traitement de vos données présente un caractère obligatoire, vous pouvez, pour des motifs légitimes, vous y opposer.

Si vous souhaitez exercer ces droits et/ou obtenir communication de vos informations, veuillez-vous adresser à l’administration concernée suivant les coordonnées indiquées dans le formulaire. Vous avez également la possibilité d’introduire une réclamation auprès de la Commission nationale pour la protection des données ayant son siège à 1 Avenue du Rock'n'Roll, L-4361 Esch-sur-Alzette.

En poursuivant votre démarche, vous acceptez que vos données personnelles soient traitées dans le cadre de votre demande.

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