Work permit and residence permit

Last changed: 01 November 2021

When we engage new employees, who are Non-EU citizens, the new employee needs to apply for either a Visa, Work- or Residence permit. Below you will find more information about which Work permit or Residence permit that apply as well as the internal process within SLU and division of responsibility.

There are basically two parameters, that are determinant to distinguish which kind of permit that the future employee should apply for:

1. The length of the assignment/employment (< 90 days or > 90 days), and

2. The extent of research included in the employment (< 50% or > 50%)

Choose the alternative below that corresponds to the position in question, and you will find information about which permit that applies as well as how to go about with the application.

Employment shorter than 90 days with more than 50% research

Visa, Work- or Residence permit?

No Work- or Residence permit is needed, but in some cases a Visa application has to be made. For some countries, the future employee will have to apply for a Visa in order to travel to Sweden to perform work within SLU. Please find more information about for which countries a Visa is required under Forms and links below.

The application process

The Department Administrator or equivalent provides the future employee with a completed Offer of Employment form (Anställningserbjudande). This Offer of employment shall be handed digitally to the future employee, that will use it as an attachment to his or her Visa application.

The trade union shall be contacted by E-mail, and provided with their form (please find the form under Forms and links below), they will fill out their part of the form and return it by E-mail to the Department Administrator.

The complete Offer of employment is then scanned and sent to the future employee, who will bring it with him or her to the embassy or other entity where the application for Visa is made.

How long is the time before the application is approved?

The time before the application is approved for Visa applications is normally up to two weeks. Please note, that the Swedish Embassy in some countries uses external partners that deals with their Visa matters.

Make sure to read thoroughly what applies for the Embassy in the country of residence for the future employee, and provide the future employee with the link to the embassy.

If a visit to the Embassy should be made instead of contacting an external agent, the Embassy usually requires that you have made an appointment with them before travelling there.

If there is not sufficient information on the Embassy website about what applies in order to make an application for Visa, then the future employee should contact the Embassy by e-mail or phone to find out before visiting the Embassy.

Forms and Links
1. Offer of employment - Employer part (form)
2. Offer of employment - Trade union part (form)
2. For which countries is a Visa required? (länk)
3. Information about the Swedish Embassy abroad (länk)

Employment shorter than 90 days with less than 50% research

Visa, Work- or Residence permit?

For this employment an application for Work permit is needed. For some countries a Visa is also needed. An application for Work permit is administrated by the HR division through arbetstillstand@slu.se.

Requirement of announcement

One requirement that our Migration board has set in order to employers to apply for Work permit for future employees is that the position should have been announced at Platsbanken at least 10 work days (which is equivalent to two calendar weeks). Through this announcement, it is then automaticallypassed on to the European job mobility portal EURES.

The application process

Below you find a guide for the Department Administrator or equivalent, how to go about with the application.

1. Download the Checklist - application for Work permit below. Complete the form with the required information, in dialogue with the future employee.

2. Download the Power of Attorney (Fullmakt) and sent this to the future employee, who will then complete the form, sign it, scan it and then send it back via e-mail. Please observe, that if there are more people applying with the future employee, such as family members or partner, one Power of Attorney has to be made for each person.

3. Collect all the material required in the Checklist, scan it and send it to the e-mail address arbetstillstand@slu.se. When it has arrived to the HR Division, the documentation is checked if it is complete by the HR Administrator.

If some document is missing, the HR Administrator will request to complement the documentation and give information what documents that need/s to be complemented. The application will be made first when the documentation is complete.

4. When the documentation is complete, the HR Administrator will register the application online at the Migration board website, and will also upload the Power of Attorney in the matter as well as copies of the passport and other documentation. After that the Employer part is completed.

5. The Migration Board then contacts the future employee by e-mail, who will complete his or her part online, and also pay the fee for the application.

6. When the Migration board has made their decision, they send a copy of the decision to the future employee and also to the HR Division, either by e-mail or by regular mail. The department will then take part of the decision as soon as it has arrived to the Contact person who is given at the Checklist.

How long is the time before the application is approved?

This application is part of the Certification by the Migration board, which means that we have 10 work days time-limit guaranteed (if the application is complete when registered). The time-limit starts when the Migration board has received both 1. the employer and 2. the applicant part and when 3. the fee has been paid.

Forms and Links

1. Checklist applicant - Application for Work permit (form)
2. Offer of employment (form)
3. Power of Attorney (form)
4. For which countries are Visa required? (link)
5. Information about the Swedish Embassy abroad (link)

Employment longer than 90 days with less than 50% research

Visa, Work- or Residence permit?

For this employment an application for Work permit is needed. An application for Work permit is administrated by the HR Division through arbetstillstand@slu.se.

Requirement of announcement

One requirement that our Migration board has set in order to employers to apply for Work permit for future employees is that the position should have been announced officially at the official website of SLU and at Platsbanken for at least 10 work days (equivalent to two calendar weeks). Through this announcement by Platsbanken, the ad is then automatically passed on to the European job mobility portal EURES.

The application process

Below you find a guide for the Department Administrator or equivalent how to go about with the application.

1. Download the Checklist - application for Work permit below. Complete the form with the required information, in dialogue with the future employee.

2. Download the Power of Attorney (Fullmakt) and sent this to the future employee, who will then complete the form, sign it, scan it and then send it back via e-mail. Please observe, that if there are more people applying with the future employee, such as family members or partner, one Power of Attorney has to be made for each person.

3. Collect all the material required in the Checklist, scan it and send it to the e-mail address arbetstillstand@slu.se. When it has arrived to the HR Division, the documentation is checked if it is complete by the HR Administrator.

If some document is missing, the HR Administrator at the HR Division will request to complement the documentation and give information what documents that need/s to be complemented. The application will be made first when the documentation is complete.

4. When the documentation is complete, the HR Administrator will register the application online at the Migration board website, and will also upload the Power of Attorney in the matter as well as copies of the passport and other documentation. After that the Employer part is completed.

5. The Migration Board then contacts the future employee by e-mail, who will complete his or her part online, and also pay the fee for the application.

6. When the Migration board has made their decision, they send a copy of the decision to the future employee and also to the HR Division, either by e-mail or by regular mail. The department will then take part of the decision as soon as it has arrived to the Contact person who is given at the Checklist.

How long is the time before the application is approved?

This application is part of the Certification by the Migration board, which means that for a first time application we have 10 work days (equivalent to two calendar weeks) time-limit guaranteed (if the application is complete when registered). The time-limit starts when the Migration board has received both 1. the employer and 2. the applicant part and when 3. the fee has been paid.

Forms and links

Checklist applicant - Application for Work permit (pdf)
Offer of employment (form)
Power of Attorney (form)
Information about the Swedish Embassy abroad (link)

Employment longer than 90 days with more than 50% research

Residence permit for Researchers

This employment requires a Residence permit for Researchers, Post-docs or other employees with an extent of research within their role of 50% or more.

This type of application is not included in the Certification with the Swedish Migration board and therefore not administrated by the HR Division.

The application process

The department fills out a so called Hosting Agreement and send this to the future employee. If an application is not made online, which is recommended as this can speed up the process, the department also send the form Application for Residence permit for Visiting Researhcers, that he or she will fill out by his- or herself and bring to the Embassy. He or she visits the Embassy in the home country to apply for the Residence permit.

How long is the time before the application is approved?

The time before the application is approved for these Residence permits are normally not very long, usually a maximum of 2-3 months. In the application, please state the wished/planned arrival date of the new employee (no earlier than the date the Hosting agreement is issued though) as this indicates to the Swedish Migration board if the matter is urgent or not.

Insurance- and collective agreement information for Hosting agreement

Information about Insurances for the Hosting agreement

Sjukförsäkring - AFA
Trygghetsförsäkring för arbetsskada - AFA, PSA
Livförsäkring - TGL-S
Tjänstepensionsförsäkring - SPV

Collective agreement information

Write ST, 2013-06-01.

Forms and Links

1. Hosting agreement (form)
2. Researcher's own application online (link)
3. Information about the Swedish Embassy abroad (link)
4. More information regarding Residence permit for Researchers (link)

Prolongation of Permits

Prolongation of Work permits/Residence permits

Application for prolongation of Work- or Residence permits shall be done before the permit runs out but not earlier than three months before the permit expires.

Prolongation of Residence permit for Visiting Researchers

Application for prolongation of Residence permits for Visiting Researchers must be done before the current Hosting agreement and permit expires. The department issues a new Hosting agreement and send this to the Researcher.

The Researcher can then apply for the prolongation under the same time period as the Hosting agreement specifies. Please observe, that yet another limitation is that the Researcher can only apply for a time period during which his or her passport is valid. The application shall preferably be made online, via the link below, or alternatively by filling out a form.

It is important to know, that the Visiting Researcher, if he or she applies for a prolongation before the permit runs out, is allowed to continue working in living in Sweden. But, if he or she travels outside of Sweden, private or business trips, it can be difficult to return to Sweden before the prolongation has been granted by the Swedish Migration board. This is good to know, as this could affect the work and obligations the Visiting Researcher has during the application period.

A Visiting Researcher, who have had a Residence permit for Visiting Researchers for four years or more in Sweden, can apply for a Permanent residence permit.

Visiting Researchers, who have had their prolongation application granted, must make an appointment by the Swedish Migration board in order to take a new photo and finger print to get the UT-card, as this type of information is not saved by the Swedish Migration board from earlier application.

Prolongation of Work permits

The Department Administrator shall be contacted by the employee who wishes to apply for a prolongation. The Administrator will use the Checklist in order to compile the information needed for the application together with the employee, and the Department Administrator will send the documentation to the HR Division to the E-mail address arbetstillstand@slu.se.

Q&A

Is the employee allowed to work during the decision process by the Migration board?
If the employee has had a Work- or Residence permit for six months or more, he or she can continue working during the decision process by the Migration board. This is also applicable, if the employee has had another Residence permit, like a Residence permit for studies with the same time limitation, that allows him or her to work.

What rules apply when a person make a change of employer to SLU from another employer in Sweden with a valid Residence- or Work permit?
If SLU employs a new employee, that already has a Work- or Residence permit that is shorter than 24 months and shall change employers to SLU from another employer, the Work- or Residence permit is not valid for work at SLU. The future employee then needs to make a new application to the Migration board for work at SLU. He or she can start working at SLU during the decision process by the Migration board, by showing evidence of the submitted application to the employer.

If the future employee has already worked in Sweden with Work- or Residence permit for more than 24 months, he or she can start working at SLU with his or her current Work- or Residence permit.

Forms and Links

Visiting Researcher - Visiting Researcher´s own application for prolongation online (link)
Visiting Researcher - Hosting agreement (form)
Work permit - Checklist applicant - Application for Work permit (pdf)

PhD students

Visa, Work- or Residence permit?

PhD students shall apply for a Residence permit for studies. PhD students are regarded students when applying for Residence permit in Sweden.

First application

The first time application for residence permit for students shall include:

1. Proof of admission (decision of admission, signed protocol from committee or equivalent).

2. Reference letter from the department that includes all information that is required by the Swedish Migration board in order to handle the application (download the information "Checklist for a certificate regarding a first-time permit for doctoral studies" below).

PhD students can apply for residence permit for two years at a time. The application should at first hand be made online. If not possible, then the application can also be made by filling out a form.

The Swedish Migration board recommends, that the application is made as early as possible but no later than 3-4 months before the planned arrival to Sweden.

Application for prolongation

Application of prolongation can be done six months before the expiration of the current permit at the earliest, but it has to be done before the current permit expires.

If the application would arrive to the Migration board after the expiration of the current permit, the PhD student is not allowed to work during the time when the Swedish Migration board report their decision.

The application shall include the following information:
1. Copy of valid passport
2. Decision of admission
3. Certificate of study results
4. Certificate of income/maintenance
5. Separate study plan (only in the case of studies that are performed partly in Sweden).

Forms and links:

1. Online application form residence permit for studies (link)
2. Information about Residence permit for studies (link)
3. Application form co-applicants (first-time) for residence permit (form)
4. Checklist for a certificate regarding a first-time permit for doctoral studies (PDF)
5. Information about applying for permanent residence permit (link)

Brexit, Residence status

British employees, who reside outside of Sweden and will start an employment at SLU, shall from 1 January 2021 an onwards apply for a residence- or work permit with the same regulations as people from countries outside EU/EES countries.

Facts:

Certification by the Swedish Migration Board (Migrationsverket)

A Certification by the Swedish Migration Board means, that we as Employer commits to hand in complete applications online, every time, to the Swedish Migration board.

In return, the Swedish Migration board ensure, that we get shorter time-limits. For first time applications 10 work days and for applications for prolongations of Work permits 20 work days.

SLU is certified by the Swedish Migration board since September 2018.


Contact

HR specialists
HR Unit, Division of Human Resources