YOUR BUSINESS
IN FLANDERS
14 » Necessary permits
14 › Building permit
14 › Environmental permit
15 › Food safety
15 › Surface > 400 m2
16 » Taxation
16 › Corporate Income Tax
22 › Value-Added Tax (VAT)
26 » Real estate
26 › Criteria for choosing real estate for a new business
27 › Assistance in finding the right premises
28 » Customs legislation
28 › Why import and/or distribute via Flanders?
28 › Release for free circulation
29 › Transit
29 › Customs Warehousing
30 › Temporary admission
30 › End-use
30 › Inward processing
32 » Workforce issues
32 › Recruiting and making an offer of employment
32 › Joint industrial committees
32 › Organizations representing employees
32 › Social security
33 › Wages
33 › Termination of employment
33 › Special requirements for foreign workers
34 › Necessary documents for foreign employees
34 › Minimum salary requirements for obtaining a work permit
35 › Immigration rules for foreign employees
Netherlands
Ireland
Poland
UK
Germany
Czech Rep.
Belgium
Austria
France
Switzerland
Italy
Portugal
Spain
Even if you do not wish to make use of our free expertise, we strongly urge
you to seek competent legal and tax advice before implementing a business
plan or making an investment.
• lower the corporate tax rate from 33% to 29% in 2018 and further to 25% in 2020. For SMEs, the
corporate tax rate will be reduced to 20%.
• lower social security contributions for employees to 25%.
• provide a temporary and specific legal framework allowing night and Sunday work in e-com-
merce for 2 years (from 2018 on). After the first 2 years, sectoral labor agreements for e-commerce
night work will be definitively adapted.
• reduce social security contributions for the self-employed, to be rolled out gradually.
• reduce labor costs specific to the construction sector.
• ensure the competitiveness of conducting clinical trials in Belgium despite the changes in EU
measures through a cooperation between the federal government and the pharmaceutical sector.
• enact important changes in corporate law, e.g. a certificate of business management (Dutch:
attest van bedrijfsbeheer) will no longer be required to start up a business as of September 2019.
5
How to start your
company in Flanders…
01 SELECT THE RIGHT TYPE OF BUSINESS ENTITY
Management, accounting, tax system and liability differ accordingly. See page 10-11.
03 ESTABLISH A COMPANY
Upon registration, you will receive your unique business number, which consists of ten digits and is
the same as your VAT number.
6
Draw up the articles of association.
They have to be inserted in the memorandum of association of the
company. Typical articles of association are the names of the corporate
founders, name and goal of the company, how the general assembly is
conducted, and other rules that will apply within the company.
The extract of the memorandum of association must be published in Annexes to the Belgian Official
Gazette within 15 days of being deposited; this is done by the court clerk. Third parties can only object
to the memorandum of association from the day of publication, unless the company can prove that said
third parties already had that knowledge beforehand.
The e-depot is a simple and quick tool that allows the notary to sign documents and mem-
oranda of association, and to file them in all administrative databases. Fiscal, social and
cadastral research can be done electronically. That way, establishing a company becomes
easier and swifter.
Conditions for
starting a business
in Flanders
EEA RESIDENTS
All adults (at least 18 years old) who maximum period of five years, with
are entitled to their civil rights, with the possibility of renewal. There is
full capacity to act and are n ationals an exemption for some categories
of the EEA (the EU, Liechtenstein, from various countries.
Norway and Iceland) or Switzerland,
can set up a business in Flanders in If you already live in Belgium, you
no time. can apply for a professional card
via a chosen enterprise counter.
A starter must enjoy his or her c ivil Abroad, you have to apply to the
rights. During the course of their competent Belgian consular or
sentence, convicts are not allowed diplomatic representation in your
a self-employed activity. country of residence. A professional
Unless the commercial court has card costs 140 euro when applying,
stated o therwise because of fraud and 90 euro for each of the years
or major faults, someone declared the card is granted.
bankrupt is nonetheless entitled to
start a new business.
PROVE YOUR
EXPERTISE
NON-EEA RESIDENTS
When registering in the Crossroads
Residence permit and professional Bank for Enterprises, a proof of ex-
card. pertise in general corporate man-
agement is required. Only the oc-
Citizens from outside the EEA or cupations that are already legally
Switzerland must have a residence regulated otherwise are exempt.
permit and hold a professional card
to carry out an independent activity. Certain professions need also proof
The professional card is required for: of professional expertise (e.g. in the
building industry, or in food). Specif-
yy company founders in ic diplomas and certificates, prac-
one’s own name; tical experience or taking an exam
yy business managers; for the central examining board de-
yy acting partners; liver these proofs of expertise.
yy carrying out an
honorary mandate. For more information on the
conditions for starting a business
The professional card is issued for in Flanders, please contact
a specific activity, is only valid for Flanders Investment & Trade at
the applicant and is attributed for a invest@fitagency.be.
8
Types of
business entities
For a foreign investor interested in launching
commercial operations in Flanders, one of the
first matters to consider is the type of business
entity to establish. Most foreign companies either
open a branch office or establish a subsidiary.
Companies are advised to choose carefully the
legal form of their foreign entity.
BRANCH VS.
SUBSIDIARY
A branch is not a separate legal
A. In favor of a subsidiary B. In favor of a branch
entity of the parent corporation, Since the subsidiary and the parent Setting up a branch in Flanders
whereas a subsidiary is. Practically company are separate legal entities, does not require minimum assigned
speaking, a branch is merely an ex- the parent company is, in principle, capital, nor is the intervention of a
tension of the foreign head office; not exposed to any of the subsid- Belgian notary necessary. Accord-
it does not have its own shares or iary’s liabilities. Indeed, the liability ing to corporate law in Flanders,
its own board of directors, and its of the subsidiary in Flanders is lim- a branch does not need to have a
establishment generally involves ited to its own assets. In contrast, board of directors and hold share-
fewer corporate formalities. Howev- a foreign investor remains fully li- holders’ meetings. A branch is not
er, in practice, establishing a branch able for all the commitments of subjected to legal requirements
is a rather demanding process that its branch office in Flanders. As a with respect to the distribution of
requires the execution of several consequence, obligations incurred profits. However, corporate law in
formalities and the translation of through a branch can be enforced Flanders requires the appointment
documents, which in some cases on the assets of the foreign inves- of a legal representative.
may represent a bigger constraint tor, even if they are situated abroad.
than those applicable to incorpo-
rating a company. A subsidiary will be regarded as a
Belgian or European company, rath-
The subsidiary has its own stock and er than a foreign entity. That can
articles of association. It must hold be, from a marketing point of view,
shareholders’ meetings and observe a great asset. Finally, annual filing
other corporate formalities. The requirements are less stringent for
subsidiary will be owned and con- subsidiaries than for branches. A
trolled by the parent company. branch’s annual report will reveal
financial information about the
foreign entity that it may prefer to
keep confidential.
Branch or subsidiary? TYPES OF
SUBSIDIARIES
THE PROS AND CONS COMPARED
The most common types of compa-
}} BRANCH }} SUBSIDIARY ny forms are:
yy No separate legal entity yy Separate legal entity
yy limited liability company
yy No minimum capital yy Minimum capital required (“naamloze vennootschap” or
requirement (certain exceptions) nv/”société anonyme” or SA)
yy private limited liability company
yy A Belgian notary is yy A Belgian notary is required
(“besloten vennootschap met
not required (certain exceptions)
beperkte aansprakelijkheid” or
yy Few corporate law yy Subjected to the provisions bvba/société privée à responsa-
requirements to comply with of the Belgian Companies bilité limitée” or SPRL)
Code as applicable to the
chosen company form In both types of company forms the
partners’ liability is limited to their
yy Stringent filing and yy Less stringent filing and
contribution to the company.
legalization requirements legalization requirements
yy The appointment of a legal yy Depending on the chosen
representative is required company form, a board
of directors is required
yy Liability extends to yy Limited liability
headquarters (certain exceptions)
10
Brussels Atomium @ www.atomium.be
NV BVBA
}} PARTNERS At least 2 At least 1
The shares are nominative. Shares without vot- Equal nominative shares. Shares without vot-
}} SHARES
ing rights are possible. ing rights are possible.
Notarial deed, publication (registration, dep- Notarial deed, publication (registration, dep-
osition of an extract from the memorandum osition of an extract from the memorandum
}} DEED
of association with the Chamber of Commerce of association with the Chamber of Commerce
and publication in the Belgian Official Gazette) and publication in the Belgian Official Gazette)
}} FOUNDER’S SPECIFIC
Yes Yes
LIABILITY (2)
Every year, the shareholders must be convoked. Every year, the shareholders must be convoked.
The articles of association determine the day, the The articles of association determine the day, the
}} GENERAL ASSEMBLY hour and the place. A supplementary meeting hour and the place. A supplementary meeting
is possible if the partnership’s interest requires is possible if the partnership’s interest requires
this. this.
A company auditor must be appointed if the A company auditor must be appointed if the
company employs on average, on an annual company employs on average, on an annual
basis, more than 100 employees or exceeds more basis, more than 100 employees or exceeds more
than one of the following criteria: than one of the following criteria:
}} AUDIT
yy annual average of 50 employees; yy annual average of 50 employees;
yy annual turnover exclusive of yy annual turnover exclusive of
VAT of 7,300,000 euro; VAT of 7,300,000 euro;
yy balance total of 3,650,000 euro. yy balance total of 3,650,000 euro.
Remarks:
(1) A financial plan provides a survey of the revenue (2) The limited liability of the partners does not apply when the plc or ltd goes bankrupt within three
and expenditure of the first two years and must prove years after its establishment, and the partnership had insufficient capital at its disposal for the normal
that the partnership has sufficient means to be viable realization of its activities for at least two years. This shortage of starting capital will then appear from
for at least two years. What the financial plan must the financial plan. This financial plan is handed over to the court in case of a bankruptcy within the first
look like in concrete terms, is not defined by law. It is three years after the establishment. In case of acts of mismanagement: Several liability implies that a
also an instrument to convince external capital pro- shareholder can be called to account for the entire sum of the commitment given.
viders that your enterprise is a good project to invest Source: Enterprise Flanders
in.
11
A. Why choose a limited B. Why choose a private
liability company? limited liability company?
In Flanders, the limited liability com- A private limited liability company
pany is selected mainly for larger en- is particularly interesting for small
terprises. Its capital must amount to and privately held companies. When
at least EUR 61,500. A limited liability choosing this type of company, the
company can issue nominative or investor should take into account
dematerialized shares. The demate- that in certain aspects the bvba/
rialized title can be transferred from SPRL is less flexible than the nv/SA.
one account to another. A nomina- For instance, there is no possibili-
tive share is represented by a regis- ty of issuing convertible bonds or
tration in the share register, in which profit certificates, no possibility of
share transfers are also recorded. paying interim dividends, etc.
12
Belgium and
Flanders as a region,
is the fourth most
productive country
in the world.
Necessary
permits
Before your business is up and running, you need
to check if you have all the required permits.
ENVIRONMENTAL
BUILDING PERMIT PERMIT
Most construction, reconstruction, true. Due to its rather complex na- A number of specified activities re-
demolition and renovation works ture, the application for a building quire an environmental permit. A
relating to buildings require a build- permit will be best prepared by the classification has been established,
ing permit. This is also true for build- architect. Information about the based on how the activity affects
ing parking lots or cutting down planning and permit status/histo- the environment. Category III activ-
trees. Minor changes to existing ry of the plot of land can be ob- ities only require prior notification
buildings and minor construction tained by submitting an application to the competent authorities. Cat-
projects are generally exempted. If to the competent authorities for an egory I and category II activities,
the proposed activity also requires urban planning excerpt (“steden- however, must obtain a permit. Sim-
an environmental permit (or the bouwkundig uittreksel”). Advice on ilar approval procedures apply and
reporting of it), the validity of the the possibility of receiving a build- involve an assessment of the po-
building permit will be suspended ing permit is provided in an urban tential impact on the environment
until an environmental permit has planning statement, which can also such as noise, air and water pol-
been obtained or the activity has be obtained through the competent lution, waste disposal and preven-
been reported. The opposite is also authorities. tion of major accidents. Strict time
14
The prime rent in
Flanders is amongst
the lowest in Western
Europe, thanks to
its low property and
building costs.
FOOD SAFETY
limits are set for the different steps Enterprises that produce, import or of the municipality in which the
of the approval procedure. A simi- put foodstuffs on the market must, commercial branch will be operat-
lar or simplified procedure must be depending on the nature of the ac- ed. The net commercial surface (in-
followed should you wish to change tivity, have a recognition, registra- cluding the non-covered surfaces)
activities already permitted. Under tion or authorization by the Federal destined for sale and publicly acces-
certain conditions, it is also possible Agency for the Safety of the Food sible is the standard for a permit.
to file a request for an environmen- Chain (FAVV).
tal permit of category II together These are but a few of the most
with a request for a building permit. SURFACE > 400 M2 common permits. Always check if
Under future legislation there will other licenses are due. Please con-
be only one permit replacing the Commercial branches with a net tact us at invest@fitagency.be and
environmental and building permit commercial surface of over 400 m2 we will assist you in this process.
(the so called “omgevingsvergun- are subject to a license granted by
ning”). the Board of Mayor and Aldermen
15
Taxation
CORPORATE
INCOME TAX
Companies, associations and or- Business expenses incurred or
ganizations with a legal personali- borne by the company during the
ty are subject to Belgian corporate taxable period in order to obtain or
income tax if they are engaged in safeguard taxable business income
a business or profit-making activi- are considered tax deductible, if
ty and have their registered office, vouched by proper documentation.
main establishment or place of ef-
fective management in Belgium. Both distributed and retained profits
are subject to corporate income tax.
Foreign companies and profit‑making
organizations carrying out business B. Which fiscal
activities in Belgium through a per- corrections increase
manent establishment are subject the tax base?
to non-resident corporate income
tax on their Belgian profits. Disallowed expenses increase the
tax base. Expenses are mainly disal-
lowed if and to the extent that:
a place that speaks
yy their deductibility is limited for
tax purposes (e.g. car costs,
restaurant and reception
your language.
costs, social benefits);
yy they are deemed excessive for
the business purpose.
16
}} NOTIONAL INTEREST
DEDUCTION:
Under the notional interest deduc-
tion, a company is able to make a
deduction from its taxable profits
depending on the portion of equi-
ty financing. The regime is applica-
ble to all Belgian companies and to
Belgian establishments of foreign
companies, whatever their size may
be. The rate for financial year 2017
/ assessment year 2018 is 0.237%
(0.737% for small companies).
17
Capital losses on shares are not tax Note: A reduced withholding tax
deductible unless, and provided rate of 1.6995% applies to dividends
that, they occur because of liquida- distributed by a resident company
tion and reflect a permanent loss of to non-resident companies that
actually paid-up share capital. held a participation in the distrib-
uting company’s capital of less
D. Withholding taxes than 10% and with an acquisition
on dividends, interest value of at least EUR 2.5 million
and royalties (provided other conditions are met).
18
higher than five times the compa-
ny’s “equity” (exceptions exist). Belgium, and Flanders
as a region, has the
For more information on taxation
in Flanders, please contact
Flanders Investment & Trade
at invest@fitagency.be.
E. Tax Treaties
most open economy
Belgium has entered into various
agreements with foreign jurisdic-
in the world.
tions designed to avoid and elimi-
nate double taxation. The primary F. Transfer Pricing
purpose of double taxation treaties The concept of transfer pricing is
is to allocate the taxing rights on based on the rule that companies
income arising from international in the same business group must
transactions between the countries perform their business transactions
involved and to limit local taxation “at arm’s length.” This means that a
and grant tax relief to avoid or mit- company must be able to demon-
igate double taxation. Most of these strate that the prices at which it
treaties are based upon the OECD trades with affiliated companies are
Model Double Taxation Convention comparable to the prices and terms
on Income and on Capital. that would prevail in similar trans-
actions between unrelated parties.
For an updated overview of all dou-
ble taxation treaties concluded by }} WHAT ARE THE TAX IMPLICATIONS
Belgium, please consult the website OF NOT ADHERING TO THE
www.fisconet.fgov.be. “ARM’S LENGTH” PRINCIPLE?
If a Belgian tax-resident company
or a Belgian branch is found not to
have transacted business “at arm’s
19
length”, the Belgian tax authorities has engaged in improper transfer mentation must be relevant, com-
can, subject to conditions: pricing depends on the facts and prehensive and reliable.
circumstances of the transaction in
yy add to its tax base the advantage question. Furthermore, a unilateral or bi-
granted to an affiliated company; or multilateral advance transfer
yy challenge the deductibility of }} HOW CAN A COMPANY ENSURE pricing agreement or ruling can
tax losses (or other deductions) THAT ITS TRANSFER PRICING be requested from the federal tax
up to the amount of abnormal PRACTICES ARE ACCEPTABLE? authorities in respect of the “arm’s
or gratuitous benefits received The Belgian tax authorities rec- length” nature.
from an affiliated company. ommend that taxpayers maintain
documentation supporting their G. Tax-related incentives
In practice, whether a company transfer pricing policy. This docu-
A variety of tax incentives are avail-
able, such as:
and new products. tions for the special tax regime, cer-
tain beneficial tax rules will apply.
21
Rulings can be obtained on issues
H. Branch versus Subsidiary VALUE-ADDED
related to all federal taxes and re- TAX (VAT)
gional taxes collected centrally. }} TAXATION OF BRANCHES
Main tax advantages in establishing Value-Added Tax (VAT) is a tax
The Belgian ruling system can be a branch of a foreign company as a charged on the private and public
used to develop – with legal cer- European headquarters: consumption of goods and services.
tainty – new business strategies It is levied at all stages of the pro-
which may offer substantial advan- yy There is no dividend withholding duction and distribution chain and
tages compared to those previously tax or any other type of paid to the State on the basis of the
offered by, for example, informal “branch level” tax upon the value added at each stage. In Flan-
capital rulings, shared service/distri- transfer of branch profits ders the standard VAT rate is 21%. In
bution centers or even coordination to the foreign company. some cases a reduced rate of 12%
centers. The ruling system operates yy Belgian branches of foreign com- or 6% can be applied.
on a case-by-case basis within the panies are also granted a notional
framework of EU legislation. interest deduction on the amounts
durably made available to them.
A. Who must
}} TAX INCENTIVE FOR
register for VAT?
EMPLOYMENT GENERATING And the main disadvantages are: Every taxable person must notify
INVESTMENT IN ZONES the commencement of its activity in
EXPERIENCING ECONOMIC yy Limited applicability of the Belgium.
DIFFICULTY Belgian tax treaty network.
Please note that the government In principle, the tax treaties The extensive reverse charge mech-
has recently adopted a law stipu- of the state of residence of anism (i.e. whereby the customer,
lating that employers who invest the foreign company apply. who is either established in Belgium
in a zone experiencing economic yy The EU Parent-Subsidiary Direc- or identified for VAT via a VAT repre-
difficulty can benefit from a tem- tive or EU Interest and Royalty sentative, must account for the VAT
porary exemption of payment of Directive are not applicable if in Belgium, and not the supplier,
witholding tax on the wages paid the foreign company is a non- who is not established in Belgium)
to new employees hired as a result EU tax resident company. helps foreign companies do busi-
of such an investment, resulting in a ness in Belgium without having to
substantial cash saving for the com- }} TAXATION OF SUBSIDIARIES register for VAT there.
pany. The main tax advantages of es-
tablishing a subsidiary of a foreign There is a different registration
For more information on tax-related company as a European headquar- procedure for taxable persons es-
incentives in Flanders, please con- ter are: tablished for VAT purposes in Bel-
tact Flanders Investment & Trade gium and non-established taxable
at invest@fitagency.be. yy Leveraging through interest, persons.
royalties or management
fees paid to, amongst others, }} ESTABLISHED TAXABLE
the parent company. PERSONS
yy Application of the extensive Contact the local VAT Control Office
Belgian tax treaty network. relevant to where your business is
located.
Most common types of Belgian com-
panies qualify as a parent company }} NON-ESTABLISHED
or subsidiary under the application of TAXABLE PERSONS
the EU Parent-Subsidiary Directive or Foreign taxable persons who are
the EU Interest and Royalty Directive. established in another EU Member
22
State can directly register for VAT
purposes. Foreign taxable persons
C. Refund of VAT
established outside the EU must ap-
point a VAT representative. }} REFUND OF VAT TO NON-
REGISTERED FOREIGN
For EU-established taxable persons, TAXABLE PERSONS
the appointment of a VAT repre- Non-established taxable persons can
sentative is optional. This option request a refund of Belgian VAT if they
can be beneficial because it allows are not obliged to register for VAT
some suppliers to invoice non-es- purposes in Belgium (in the latter case
tablished EU taxable persons with- input VAT must be reported in the
out VAT, thereby avoiding the pre-fi- Belgian VAT return). As to the refund
nancing of VAT. of Belgian VAT incurred by a non-es-
tablished taxable person, a distinction
B. Which VAT is made between a taxable person es- thorities that, had they been based
is deductible? tablished in or outside the EU. in Belgium, their activities would
Provided that goods and services }} TAXABLE PERSONS have been subject to VAT.
are purchased for business purpos- ESTABLISHED IN THE EU - Original invoices/import docu-
es, VAT can be deducted. COUNCIL DIRECTIVE 2008/9/EC ments, bills, vouchers, receipts or
The taxable person has to submit customs clearance forms must be
The following supplies are specifi-
an electronic refund application via submitted along with any claim. The
cally denied input VAT deduction:
the electronic portal set up by its invoices must be in accordance with
yy supplies of manufactured Member State of establishment. The the requirements of Belgian VAT
tobacco; refund period is maximum one cal- legislation. A maximum of one claim
yy supplies of alcoholic beverages endar year and minimum three cal- can be made per calendar quarter.
other than those intended for endar months. Refund applications
resale or to be provided as may however relate to a period of The refund application is to be sub-
part of a supply of services; less than three months where the mitted at the latest on 30 Septem-
yy costs for accommodation, period represents the remainder of ber of the calendar year following
food and beverages for a calendar year. the refund period.
immediate consumption;
You have to apply for the refund
yy reception costs.
at the latest on 30 September of
D. VAT return
A maximum of 50% of the input the calendar year following the re- In principle, taxpayers should sub-
VAT on vehicles used for transport fund period. Refunds of approved mit periodical VAT returns on a
of passengers and VAT on sundry amounts are to be paid within monthly basis. However, if their an-
goods or services relating to those 10 working days. nual turnover does not exceed Euro
vehicles is deductible (there are a 2 500 000, the latter can opt for
}} TAXABLE PERSONS submitting periodical VAT returns
few exceptions).
ESTABLISHED OUTSIDE on a quarterly basis.
THE EU - 13TH DIRECTIVE
REFUND CLAIM Taxpayers may also have to submit
The form must be submitted to other VAT related returns depend-
the Central VAT Office for Foreign ing on their activities (annual client
Taxpayers. Non-EU taxable persons listing, European sales listing and
must prove to the Belgian tax au- Intrastat return).
23
Protect
what is yours
INTELLECTUAL
PROPERTY
Office for Intellectual Property in
Intellectual property rights play a TRADEMARKS The Hague. Any trademark protec-
very important role in stimulating tion sought in Belgium will apply
innovation and creativity. Several Trademark protection is provid- to all three Benelux countries: the
legal mechanisms for protecting ed for names, drawings, symbols, Netherlands, Belgium and Luxem-
various kinds of intellectual prop- stamps, letters, figures, shapes, bourg. Apart from a Benelux Trade-
erty at the Belgian, Benelux and/or packaging, any other sign or combi- mark, there is also the possibility
European level are available. nation of the aforementioned and of obtaining a Community Trade-
used by a manufacturer or mer- mark that grants protection in all
Trade secrets, confidential informa- chant to identify and distinguish its 28 member states of the EU. A Com-
tion and special knowhow are not goods from those manufactured or munity Trademark application must
considered as intellectual proper- sold by others. be filed with, and is granted by, the
ty. A party seeking to protect such Office for Harmonization in the In-
information must look at other ar- Trademark rights in the Benelux ternal Market (OHIM) in Alicante.
eas of legislation such as contract countries are generally conferred by
and labor laws, legislation relating the first registration and not by the Trademark protection offers you an
to fair trade practices and criminal first use of the trademark. However, exclusive right of use, allowing you
law. in order to avoid abuses several ex- to transfer or license trademarks,
ceptions are stipulated which grant taking legal action against infringe-
a priority right to the first user. ments and claiming priority. It lasts
for ten years and can be renewed
The application for registration without limitation.
is submitted to either the Belgian
administration or to the Benelux
COPYRIGHT
Copyright (or authors’ rights) pro-
tects “artistic and literary works”,
the original expression or presenta-
Intellectual property rights
play a very important role
in stimulating innovation
and creativity.
tion of an idea. Copyright protection PATENTS fered protection under design and
in Belgium exists from the moment model rules. Protection will only be
that an original created expression Patent protection is available for provided when the design is new
or presentation is produced, with- inventions that are new, involve an and has an individual character. A
out any registration being required. inventive step and are used for in- design has an individual character
dustrial applications. To qualify as if the overall impression it produc-
Copyrights are valid for up to an invention, an item cannot belong es on informed users differs from
70 years after the death of the au- to the current status of technology. the overall impression produced on
thor. Belgian copyright law makes Patents can be obtained for a new such users by another design that is
certain distinctions in respect of the product, a new process, a new ap- already available to the public.
legal protection of copyright. plication of known means or a new
combination of known means. As with trademarks, there is a Bene-
Pecuniary rights (i.e. the right to lux system that co-exists with a Eu-
control whether and how the work Patent protection lasts for 20 years. ropean Community system. In order
will be reproduced and the right to Patent protection includes the ex- to be protected, Benelux designs
prevent the work from being made clusive right to exploit the invention and models must be registered.
available to the public) are typically and to grant licenses or to assign Protection is available for a renewa-
associated with property rights and the patent. However, there are sev- ble term of 5 years with a maximum
may be transferred or licensed. eral exceptions relating to patent term of 25 years.
protection. Where the holder fails to
Moral rights (i.e. the right to have make the technology available to the Community models do not have to
the authorship known, to decide public, protection is not granted. be registered, but there are two ma-
when the work will be disclosed jor differences between a registered
and to oppose any modification of The EU is currently working to and an unregistered Community de-
the work), however, are in principle launch an EU level patent protec- sign. Firstly, there is the duration:
inalienable. tion system. an unregistered Community design
is granted protection for 3 years,
whereas a registered Community de-
DESIGNS AND sign is granted protection for a term
MODELS of 5 years, renewable up to a maxi-
mum of 25 years. Secondly, the regis-
Product features such as lines, con- tered Community design will protect
tours, colors, shapes, textures and/ the owner against copying, as well
or materials of the products itself as against the independent develop-
and/or ornamentation can be of- ment of an identical or similar design,
whereas the unregistered Community
design will only protect the owner
against the copying of his/her design.
25
Real
estate
CRITERIA FOR Residential leases are governed by a
CHOOSING REAL set of specific and mandatory rules
ESTATE FOR A NEW designed to protect the tenants.
BUSINESS These rules are especially stringent
if the rented accommodation is the
You can rent (lease), buy or build principal residence of the tenant
premises for your new business. and his/her family.
The Belgian Act on Commercial When premises are rented for other
A. Buying real estate Leases gives special and manda- business purposes than purely com-
One of the advantages of purchas- tory protection to tenants whose mercial ends (e.g. for the purposes
ing real estate is that the acquisi- commercial premises are directly of installing HQs, offices, warehous-
tion price will be considered to be accessible to their customers for es, distribution centers, etc.), land-
part of the “calculation base of the retail purposes. More importantly, lords and tenants enjoy the greatest
total investment” for purposes of the Act provides for an easy and freedom to define their mutual re-
obtaining investment incentives. On favorable renewal of the lease up lationships and, in particular, to set
the other hand, buying premises to three times for subsequent nine- the duration of the lease and the
will also have certain tax implica- year periods. Furthermore, tenants conditions for its termination.
tions, such as the levy of a regis- are allowed to assign their lease as
tration duty of 10% in Flanders and part of the total sale of the busi- Leases must be registered for tax
12.5% in the rest of Belgium of the ness. While the purpose of the Act purposes only and therefore must
purchase price, which is, however, is to protect retail commerce, it can be in writing, stipulating the duties
deductible for corporate income also be made applicable, by mutual and obligations of the respective
tax purposes. agreement of the parties, to other parties. Under Belgian law, register-
types of leases. ing a lease also gives more protec-
tion to the tenant when the landlord
B. Renting real estate Commercial and residential leases sells the premises to a new owner
Most small and medium sized busi- are governed by specific legislation, during the execution of the lease.
nesses start by renting space ac- aiming at protecting the tenant.
cording to their particular needs.
Belgian legislation provides for spe-
cific arrangements for commercial
and residential lease.
Generally, a landlord will require a Additionally, local development au-
deposit, which usually equals three thorities provide start-up business-
to six months’ rent. This can be pro- es with the opportunity to locate in
vided by a deposit in cash with a business centers, offering secretar-
bank or by a bank guarantee. In the ial and communication services at
latter case, the bank will charge the competitive rates. Business centers
tenant a small fee. are actively promoted and encour-
aged as a means of reducing costs
for start-up companies. A signifi-
ASSISTANCE IN cant consideration in choosing a
FINDING THE RIGHT location might be the availability
PREMISES of EU incentives in certain develop-
ment zones in the country.
Flanders Investment & Trade, in
co-operation with local develop- Flanders Investment & Trade can as-
ment authorities and/or real estate sist you in your search for the most
advisers, prepares a list of potential suitable real estate. Please contact
locations in the different areas of us at invest@fitagency.be.
Flanders, according to the specifica-
tions of the potential investor. Real
estate brokers can also be consulted.
Flanders offers an
exceptionally high standard
of living for expatriates and
their families.
27
Customs
legislation
EU customs legislation relates to the inter-
national trade of goods between the EU and
non-EU countries. The customs authorities are
responsible for collecting and safeguarding cus-
toms duties and for the enforcement of compli-
ance with EU customs legislation.
This section provides a general over- ture, is a major entry point for
B. Import into
view for the foreign investor involved goods destined to the EU market.
Flanders (Belgium) –
in importing goods into and distrib- Moreover the Belgian customs au-
customs procedures
uting goods via Flanders (Belgium). thorities show a business-orientat- Non-EU goods entering the cus-
ed and pro-active approach by in- toms territory of the EU through
troducing new trade facilities. Flanders can be placed under fol-
WHY IMPORT lowing customs procedures:
AND/OR DISTRIBUTE A. Import into
VIA FLANDERS? Flanders (Belgium) – 1. Release for free circulation
2. Special procedures
Flanders, due to its central location
general principles • Transit
in Europe and its state-of-the-art Belgium (and consequently also (external and internal transit)
transport and logistics infrastruc- Flanders) is part of the EU, which • Storage (Customs warehousing)
consists of 28 Member States. The • Specific use (temporary admis-
EU is a customs union. That implies sion and end-use)
that customs duties and trade bar- • Processing (Inward processing)
riers are eliminated between the
Member States and that a common
external tariff and common com- Aside from the release for free cir-
mercial policy rules apply vis-à-vis culation procedure, all these cus-
goods from non-EU countries. toms procedures are governed by
duty suspension arrangements.
EU Customs law is essentially based
upon Regulations which are directly
applicable in every single EU Mem- ELEASE FOR FREE
R
ber State. However, some well-de- CIRCULATION
fined areas, such as enforcement
law, are still part of national cus- Release for free circulation shall
toms law. confer on non-Union goods the
customs status of Union goods. This
might entail the payment of import
duties and/or charges and the appli-
cation of commercial policy meas-
ures and the completion of formal-
28
ities. The 10-digit commodity code, goods within the Union under sus-
the customs value and the origin of pension of import duties and other
the goods are the main factors to charges and without them being
assess whether import duties are subject to commercial policy meas-
due and whether commercial policy ures.
measures, i.e. non-tariff measures
governing the international trade The internal Union transit proce-
of goods, are applicable. dure allows the movement of Union
goods within the Union passing a
When goods are released for home non-EU territory (e.g. goods shipped
use, import VAT might become due. from Flanders to Italy passing
However, in Belgium there are vari- through Switzerland) without chang-
ous methods to exempt, suspend or ing their Union customs status. In
avoid the payment of import VAT. addition, the internal Union transit
procedure allows the movement of
In addition to import duties and Union goods to or from places that
VAT, other taxes such as excise du- do not belong to the EU VAT territo-
ties may become due upon impor- ry (e.g. goods shipped from Flanders
tation. However, in Belgium there to the Canary Islands). the goods within the Union) or to
are various methods to exempt, avoid (final destination outside the
suspend or avoid the payment of The Common transit procedure is Union) the payment of import du-
excise duty on both EU excise prod- used for the movement of goods ties, import VAT and other charges
ucts (alcohol and alcoholic bever- between the EU, the EFTA countries, and without them being subject to
ages, tobacco products and energy Serbia, FYROM and/or Turkey. commercial policy measures, until
products and electricity) and na- the final destination of the goods
tional excise goods (non-alcoholic is known. Non-Union goods placed
beverages and coffee). CUSTOMS in a customs warehouse may un-
WAREHOUSING dergo ‘usual forms of handling’ to
make the goods ready for distribu-
TRANSIT Customs warehousing allows the tion.
storage of non-Union goods un-
The external Union transit procedure der suspension of import duties Imported goods which are released
allows the movement of non-Union to postpone (final destination of for free circulation can subsequent-
29
ly be stored in a VAT warehouse or INWARD PROCESSING
excise warehouse under suspension
of import VAT and/or excise duties. Inward processing allows non-Un-
ion goods to be processed under
duty suspension without being
TEMPORARY subject to commercial policy meas-
ADMISSION ures. When the processed goods
are released for free circulation, the
Temporary admission allows the im- import duties shall be calculated
port of non-Union goods with par- on the processed goods or, upon
tial or total exemption of import request, on the goods which have
duties (and import VAT and other been (further) processed.
charges and without them being
subject to commercial policy meas- Processing operations such as
ures) provided that they are re-ex- working (assembly), processing or
ported in an unaltered state within repairing of goods go beyond the
a certain period of time. For exam- usual forms of handling. (See above
ple, exhibition material remaining 6 under ‘Customs warehousing’.)
months in the Union.
END-USE
End-use allows non-Union goods
to be released for free circulation
under a duty exemption or at a re-
duced import duty rate on account
of their specific use. For example,
parts in civil aircrafts used in their
construction are eligible for end-
use relief.
30
Options
for sales
operations
AVAILABLE OPTIONS FOR SETTING UP SALES
OPERATIONS IN FLANDERS
The following major options are avail- He/she contracts with the custom-
able for setting up sales operations ers and can act as an importer of
through third parties in Flanders: the goods.
31
Workforce
issues
This section provides a general guide to the legal
issues related to staffing a business. It discuss-
es the legal provisions with respect to recruiting
and hiring staff, wages, social security, termina-
tion of employment and special issues affecting
foreign executives working in Flanders.
32
Employees contribute 13.07% of TERMINATION ment. He or she cannot become an
their salary. All persons employed in OF EMPLOYMENT employee of the Belgian company
Belgium by a Belgian employer or and remains on the payroll of the
by the Belgian branch of a foreign Employees are protected by a set foreign company. In addition, the
employer are subject to Belgian so- of strict procedural safeguards re- posted employee continues to be
cial security, unless agreed other- garding termination. Consequently, covered by the foreign company’s
wise by an international treaty. an employer needs to adhere scru- social security scheme.
pulously to those rules when dis-
missing an employee.
WAGES B. Expatriation
The foreign employee becomes the
The joint industry committees usual- SPECIAL employee of the Belgian business
ly fix minimum wages for specific oc- REQUIREMENTS FOR and is listed on its payroll. The em-
cupations. These minimum levels are FOREIGN WORKERS ployee receives instructions from
automatically adjusted according to the local Belgian business and per-
an index established at national lev- A foreign national employed in Bel- forms his or her duties under the
el. Following the salary cap, salary gium comes under one of two cate- authority of the Belgian manage-
increases are only allowed if the gories: temporary posting or expa- ment. The employee is also subject
increase doesn’t exceed the margin triation. to the Belgian social security system.
of increase of the labor cost in Bel-
gium. However, various exceptions What others are saying…
apply.
A. Temporary posting Discover what other expats say
The employment relationship is about living and working in
Compare! maintained with the foreign compa- Flanders at
To find out more and compare dif- ny, which assigns the employee on a www.internations.org/belgium-expats
ferent aspects of living in Flanders temporary basis to Belgium for the & www.expatica.com.
such as the cost of living, food pric- purpose of organizing, reorganizing
es, property prices, quality of life and or controlling its activities. The em-
so on, with other cities and coun- ployee is subordinate to the foreign
tries, please visit w ww.numbeo.com. employer and continues to receive
Or contact us directly at instructions from, and is required
invest@fitagency.be. to report to, the foreign manage-
33
NECESSARY In order to demonstrate the affili- period and for any wage-earning
DOCUMENTS FOR ation to the social security regime employment.
FOREIGN EMPLOYEES of the sending state, the employee
needs to obtain an official document For assistance with work permits
For all employees, self-employed from the social security institutions for foreign employees, please con-
professionals and (self-employed) of his/her sending state, certifying tact Flanders Investment & Trade
apprentices coming to work in Bel- which social security regime applies via invest@fitagency.be.
gium temporarily or partially and prior to his/her employment in Bel-
who are not subject to the Belgian gium. Foreign workers from outside
social security system, a Limosa the EEA or Switzerland must also MINIMUM SALARY
declaration must be made before hold a work permit. In Flanders the REQUIREMENTS FOR
the actual start of their employ- application is made with the VDAB. OBTAINING A WORK
ment via www.limosa.be. That way, PERMIT
the foreign employer is exempt The employee will receive a type B
from drafting and maintaining work permit, valid for a maximum In order to obtain a work permit:
work rules, the employees’ pay slips of one year with the option of re-
and individual accounts (as long as newal. The employer is responsible yy an employee with a leading
such documentation is provided for for obtaining and renewing the per- function must earn a
in the country of origin) and from mit. An employee can apply for a gross annual salary of at
the compliance with the regulations type A work permit if he or she can least EUR 66,942 (2017);
on controlling part-time employees prove at the time the application is yy a highly qualified employee
for a period of 12 months. In case filed that he/she was employed in (for a maximum duration of four
of non-compliance with the regis- Belgium for 4 years (in some cases years employment) must earn
tration requirement, both foreign 2 or 3 years) on a type B work per- more than EUR 40,124 (2017).
employer and the Belgian end-us- mit over a period of 10 years, dur-
er can be sanctioned with criminal ing which he/she resided legally and Note that these amounts are ad-
and/or administrative penalties. uninterruptedly in Belgium. A type A justed annually for inflation.
work permit is valid for an indefinite
34
IMMIGRATION RULES in which the worker began his/her
FOR FOREIGN employment in Belgium.
EMPLOYEES
High-level healthcare
A citizen from outside the EEA who Health insurance is mandatory and
plans to stay in Belgium for more basic cover is generally provided by
than three months and work, must the national social security system.
have a residence permit called Doctors are highly trained, keep up
a type D visa. This visa is usually with the latest medical develop-
granted after a work permit and a ments and even set new standards
professional card are obtained. It in the sector. Most doctors and oth-
should be applied for at the Belgian er medical personnel speak English.
consulate in his or her country. The
visa application may take approxi- For more information about health
mately two weeks to process. issues in Flanders read http://www.
justlanded.com/english/Belgium/
The foreign worker must then reg- Belgium-Guide/Health or contact
ister with the municipality of his/ us at invest@fitagency.be.
her place of residence within eight
working days of arrival. The family
members of a worker who holds a
residence permit receive authori-
zation to stay in Belgium from the
Federal Ministry of Internal Affairs
through the Aliens Department.
The employer must file the applica-
tion for expatriate tax status with-
in six months following the month
Individual
income tax
Belgium has an attractive special tax regime for
foreign nationals who work in Belgium.
BENEFITS
The individual is deemed as yy Non-recurring expenses (moving
non-resident for Belgian income tax costs etc.) are not subject to
purposes and taxable on Belgian Belgian income tax, without any
source income only, including in- ceiling (if conditions are fulfilled).
vestment income. Expatriate allow- yy Recurring allowances or
ances or expense reimbursements expenses paid during the
are (partially) tax-free: employment in Belgium (cost
of living differential between
Belgium and the home
country, housing differential,
the difference in income
taxes, the annual home leave,
etc.) are in principle tax-free,
subject to an annual ceiling
of EUR 11,250 or EUR 29,750.
yy School fees paid or reimbursed
by the company are not consid-
ered as taxable income, without
any ceiling, if conditions are
fulfilled.
From Flanders &
Brussels, you can travel
to other EU capitals in
no time by car, plane
or high speed train.
Remuneration relating to the days a special knowledge (specialist) An application needs to be filed
worked outside of Belgium is not and/or responsibility, thus within six months following the
taxable in Belgium (travel exclusion). executive functions. month in which the employment or
yy The employment in Belgium assignment in Belgium begins.
Expatriate allowances or expense should have a temporary nature.
reimbursements are not subject to yy The individual should The employer should be a Belgian
Belgian employer and employee so- demonstrate that he or she company (which is part of an in-
cial security contributions, if condi- has maintained personal ternational group), a subsidiary,
tions are fulfilled. and economic ties abroad. branch office or permanent estab-
yy The individual has been assigned lishment of a foreign company, a
to Belgium by a foreign group coordination office of an interna-
CONDITIONS company or has been recruited tional group, or a recognized scien-
directly from abroad. The combi- tific research center.
yy The individual is not nation of the Belgian expatriate
a Belgian citizen. tax regime with a local Belgian
yy The employee should exclusively employment contract is possible.
perform activities that require
37
PERSONAL TAXATION TAX RATES DEDUCTIONS
IN BELGIUM
The progressive scale of individual A number of reductions related
A. Residents income taxes for income year 2017: to marital status, the number of
dependent family members and
yy Resident = a person who has his
Progressive For income other circumstances could also be
domicile or center of economic
scale between EUR X applied. Furthermore, certain ex-
interests in Belgium, based
and EUR X penses, such as mortgage, dona-
on facts and circumstances.
tions and alimony payments, may
›› Refutable presumption: any
25% 0.01 and 11,070 qualify for an additional tax credit
individual registered in the
or tax deduction.
Civil Register is presumed
11,070.01 and
to be a resident, unless the 30%
12,720
contrary is proved;
›› Irrefutable presumption: for
SPECIAL TAXATION
married people, the domicile 40%
12,720.01 and REGIMES IN BELGIUM
21,190
is determined as the place
where the family resides. 21,190.01 and
A. Stock options
45%
yy Taxable on worldwide 38,830 Stock options are in principle tax-
income from all sources. able on the 60th day following the
50% > 38,830 written and dated offer notifica-
Tax treaties concluded by Belgium tion, provided that the beneficiary
alleviate the tax burden in Belgium has accepted the option offer in
on certain types of foreign income yy The income taxes calculated writing by that 60th day at the latest.
received by a resident. based on the progressive The taxable time value is calculated
scale should be increased on a lump sum basis by applying a
by the municipal tax. percentage to the fair market value
B. Non-Residents yy Compulsory social security of the underlying shares at the time
yy Non-resident = anyone contributions are tax deductible. of the offer. The standard percent-
who is not a resident. yy Professional expenses can be age is 18% for an option with a five-
yy Taxable on Belgian claimed either on an actual year lifetime.
source income only: basis or on a lump sum basis
›› Belgian source professional where currently the maximum
income; deductible amount is EUR
›› property income located in 4,320 per annum for income
Belgium; year 2017 for employees and
›› Belgian source investment in- EUR 2,440 for directors.
Flanders
come (i.e. dividends & interest
paid by Belgian company).
41
Date of publication: January 2018
External experts have reviewed this document. However, the contents should not
be viewed as legal or financial advice but only as an overview of current condi-
tions in Flanders/Belgium. These may change and thereby render descriptions
of laws and other frameworks inaccurate. In all individual cases we request that
advice always be sought with relevant organizations on specific issues.
43
Koning Albert II-laan 37
BE-1030 Brussels | Belgium
T +32 2 504 87 11
invest@fitagency.be
www.linkedin.com/company/20796
INVESTINFLANDERS.COM