Work permit and residence permit

Visa

There is an exemption from the work permit requirement for researchers or teaching staff within higher education if they will be employed for under 90 days. In these cases, citizens of certain non-EU countries will only need an entry visa. See below under forms and links for a list of countries requiring visas.

Please note that this exemption only applies for researchers and teaching staff. Technical and administrative staff will need work permits.

The application process

The prospective employee will have to apply for the visa themself from the Swedish embassy in their home country. Most embassies have agreements with external service providers. The employee will need to check with the local Swedish embassy to find out what applies. Most Swedish embassies require people to book an appointment. Tell the employee they should contact the embassy for more information before travelling there.

More information from the Swedish Migration Agency. Read more about Swedish embassies abroad under forms and links below.

How long will it take to process the application?

It usually takes between two to four weeks to process visas, but can also take even longer. The time vary depending on the embassy or consulate.

Forms and Links

1. For which countries is a Visa required? (länk)
2. Information about the Swedish Embassy abroad (länk)

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 Researchers, 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?

How long the application process will take for the Swedish migration board varies a lot. It can take 3-7 months or even longer. Be prepared that it can take a long time before a decision is made. 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

Please note that above insurance only apply to SLU employees. For postdoctoral fellows who are funded by scholarships, the insurance policy called Insurance for foreign visitors applies. You can find more information about this insurance at Kammarkollegiets website.

Collective agreement information

Write ST, 2013-06-01.

Application for extension

The application to extend a researcher’s residence permit must be submitted before their existing permit expires. The department will issue a new hosting agreement to the researcher. The researcher can then apply for the prolongation under the same time as the Hosting agreement specifies. Please note that the application can only be made for as long as the researcher’s passport is valid. Make sure to check the passport’s validity in advance.

The researcher submits their extension application online, sending a copy of the application submission confirmation to the HR management role at their department.

They can continue to live and work in Sweden while their application is being processed by the Migration Agency, as long as they already have a residence permit and have worked in Sweden for six months or more.

While the application is being processed

The researcher should remain in Sweden while the Swedish Migration Agency processes their application. They should refrain from travelling abroad, both for leisure and business. The researcher may be denied re-entry to Sweden if they travel abroad during the processing period. This creates a risk that the researcher must remain abroad until the new residence permit has been issued. Therefore, we strongly advise that the researcher does not travel abroad until the residence permit has been issued. This should be kept in mind as it can affect the commitments a researcher may have while their application is being processed.

Forms and Links

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

Work 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. Download the Employment contract and complete it. Ask your HR administrator if you have questions. Send the completed employment contract to the future employee who will print, sign, scan and send it back via email.

4. 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.

5. When the documentation is complete, the HR Administrator will register the application online at the Migration Agency website. When the Employer part of the application is completed and the opinion from the union has been received, the application is forwarded to the future employee's.

6. The Migration Agency then contacts the future employee by e-mail, who will complete his or her part online, and also pay the fee for the application. NOTE! The applicant attaches the power of attorney and the employment contract in the application process.

7. 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?

The process time for the application varies a lot. Make sure to send in a complete application straight away so that the migration agency don’t have to ask for additional information, since this will lead to a longer waiting time. Normally, the processing time is between 3-5 months, but in many cases it can also be longer. An overview of current processing time is available on the Migration Agency´s website.

Extending a work permit

Requests to extend a work permit should be sent to the Division of Human Resources via arbetstillstand@slu.se. Use the checklist to ensure that all the necessary documentation is included. Send scanned copies to the Division of Human Resources.

Continuing work during the processing period

Researchers who have had a work or residence permit for at least six months can continue to work while the Migration Agency processes their application. This also applies if they had a different permit such as a residence permit for studies that entitles them to work.

Joining SLU from another employer

If a person already has a Swedish work or residence permit valid for less than 24 months that has been issued for another employer, this permit will not be valid for work at SLU, i.e. it cannot be transferred. The prospective employee must instead apply for a new work or residence permit linked to SLU.

However, they will be able to start work at the university while their application is processed. They will need to be able to provide proof that their application has been submitted. If the person has worked in Sweden for at least 24 months, they can start working at SLU with their existing work/residence permit.

Forms and Links

1. Checklist applicant - Application for Work permit (form)
2. Employment contract (form)
3. Power of Attorney (form)
5. Information about the Swedish Embassy abroad (link)

All applications for prolongation of Work- or Residence permits must be done before the current permit expires, however not earlier than four months before the current permit expiration date. When extending a residence permit for doctoral studies the application can be made at the earliest six months before the current permit expiration date.

Prolongation of Residence permit for Researchers

The application to extend a researcher’s residence permit must be submitted before their existing permit expires. The department will issue a new hosting agreement to the researcher. The researcher can then apply for the prolongation under the same time as the Hosting agreement specifies. Please note that the application can only be made for as long as the researcher’s passport is valid. Make sure to check the passport’s validity in advance.

The researcher submits their extension application online, sending a copy of the application submission confirmation to the HR management role at their department.

They can continue to live and work in Sweden while their application is being processed by the Migration Agency, as long as they already have a residence permit and have worked in Sweden for six months or more.

While the application is being processed

The researcher should remain in Sweden while the Swedish Migration Agency processes their application. They should refrain from travelling abroad, both for leisure and business. The researcher may be denied re-entry to Sweden if they travel abroad during the processing period. This creates a risk that the researcher must remain abroad until the new residence permit has been issued. Therefore, we strongly advise that the researcher does not travel abroad until the residence permit has been issued. This should be kept in mind as it can affect the commitments a researcher may have while their application is being processed.

Prolongation of Work permits

Requests to extend a work permit should be sent to the Division of Human Resources via arbetstillstand@slu.se. Use the checklist to ensure that all the necessary documentation is included. Send scanned copies to the Division of Human Resources.

Continuing work during the processing period

Researchers who have had a work or residence permit for at least six months can continue to work while the Migration Agency processes their application. This also applies if they had a different permit such as a residence permit for studies that entitles them to work.

Joining SLU from another employer

If a person already has a Swedish work or residence permit valid for less than 24 months that has been issued for another employer, this permit will not be valid for work at SLU, i.e. it cannot be transferred. The prospective employee must instead apply for a new work or residence permit linked to SLU.

However, they will be able to start work at the university while their application is processed. They will need to be able to provide proof that their application has been submitted. If the person has worked in Sweden for at least 24 months, they can start working at SLU with their existing work/residence permit.

Prolongation for PhD students

Application of prolongation for PhD students 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.

The PhD student makes the application of prolongation online at the Migration Agency’s website.

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. Hosting agreement (link)
2. Researcher's own application online (link)
3. Checklist applicant - Application for Work permit (form)
4. Information about applying for residence permit for doctoral students (link)
5. Checklist for a certificate regarding a permit for doctoral studies (PDF)

Residence permit for studies

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 up to four years. 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. Information about studying in higher education (link)
2. Information about applying for residence permit for doctoral students (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 extending a residence permit for doctoral students (link)

There is an exemption from the work permit requirement for researchers or higher education teaching staff if they will be employed for less than 90 days. In these cases, citizens of certain non-EU countries will only need an entry visa.

Please note that this exception only applies for researchers and teaching staff as below. Technical and administrative staff will need to apply for a work permit, even if they will be employed for less than 90 days. See tab above.

Exemptions from the work permit requirement:

• Researchers or teaching staff within higher education who will be conducting research, teaching or lecturing for a maximum of three months during a twelve-month period.
• Researchers with residence permits for research in another EU country, and who will be conducting part of their research in Sweden with an approved research body. This exemption applies for a maximum of 180 days during a 360-day period.

Read more about the visa application process under the heading: Employment under 90 days with over 50% research.

This information is also available on the Swedish Migration Agency’s website.

Citizens of EU and EEA countries have the right to work, study or live in Sweden without a residence permit. This is referred to as right of residence. Examples of people who are entitled to the right of residence are employees, the self-employed, students or those who have enough money to support themselves. If a person has right of residence, they do not need to contact the Swedish Migration Agency.

They will only need to show a valid passport or national identity card. They can move to Sweden without needing to apply for any permit. However, any family members that are citizens of a country outside the EU or EEA will need to apply for a residence permit card. More information from the Swedish Migration Agency’s website.

Citizens of Denmark, Finland, Norway and Iceland can live in Sweden without needing a residence permit. They only need to register on the Swedish Tax Agency’s population register.

When employing a citizen of an EU or EEA country, make sure to ask for a copy of their passport to ensure that they have the right to reside in Sweden.

On 1 January 2021, changes were made to the migration rules that apply for British citizens working in Sweden.

British citizens who lived in Sweden before 31 December 2020 may continue living in Sweden as long as they meet certain requirements and applied for residence status before this date. With residency status, they have the right to live and work in Sweden under the same conditions as EU citizens. Information about the requirements and residence status for British citizens can be found on the Swedish Migration Agency’s website

British citizens without residence status must apply for a work or residence permit for citizens of non-EU countries.

Ukrainian citizens who have fled the war in Ukraine may be entitled to a residence permit with temporary protection in Sweden as part of the EU’s Temporary Protection Directive. To be eligible, the person must:

• be a Ukrainian citizen and have lived in Ukraine, or
• have the status or residence permit of a person in need of protection in Ukraine, or
• be an accompanying family member of someone belonging to either of the two groups described above.

A person will have the right to protection as per the Directive if they arrived in Sweden on 30 October 2021 or later, and if they do not already have a residence permit enabling them to register on the Swedish population register.

More information is available on the Swedish Migration Agency’s website where it is also possible to submit the application.

The Swedish Migration Agency takes decisions on residence permits issued under the EU’s Temporary Protection Directive.

If the Agency awards a permit under the EU’s Temporary Protection Directive, the person will be issued a residence permit card (UT-kort). This card is proof that the person has a residence permit with temporary protection and is entitled to work in Sweden. The permit is valid from issue until 4 March 2024. However, if the situation in Ukraine does not improve before then, the Swedish Migration Agency may extend the permit.