Belgian Protocol ID

It is mandatory to register in Belgium within 3 months of arrival by applying for a Belgian Protocol ID. The Belgian Protocol ID is valid proof of residence in Belgium. Applications cannot be completed or submitted without a permanent Belgian address, or a signed housing contract. You will receive an email when IDs are available to pickup from the Ministry of Foreign Affairs office.

Sponsor and eligible household dependents aged 12 and older must hold a SHAPE ID to receive a Protocol ID. Dependents below the age of 12 must have been registered in Bldg. 210 with dependent SF 94.

WHO IS ELIGIBLE FOR A PROTOCOL ID?

ALL FAMILY MEMBERS LIVING AT THIS ADDRESS MUST BE PHYSICALLY PRESENT AT THE PROTOCOL ID DESK FOR APPOINTMENT

Dependents of military personnel
Single military personnel must apply for a Protocol ID if dependents under the age of 18 are living in Belgium
Consultants and Interns with contracts less than 180 days (greater than 180 days, see below)
Civilian component members and their dependents
Temporary personnel
International teachers

Documents necessary for each Belgian Protocol ID Card applicant:

*If initial application is over 90 days past arrival, or 90 days past expiration date, include the Declaration On Honour form.

**If documents are not in English, French, German, or Dutch, they must be accompanied by an official translation from the respective NMR office, or Annex A (birth certificate) or Annex B (marriage certificate/Legal Partnership form)

TWO (2) COLOURED COPIES OF PASSPORT OR EUROPEAN NATIONAL ID (valid for at least 3 months), if required with a valid Schengen visa.
LEASE OR HOUSING CONTRACT WITH PROOF OF BELGIAN ADDRESS.
IF SINGLE (NOT DIVORCED): 2 copies of birth certificate accompanied by translation if necessary.
IF MARRIED/LEGAL PARTNERSHIP: 2 copies of marriage certificate/certificate of legal partnership.
IF DIVORCED: 2 copies of divorce decree.
IF WIDOWED: certificate of death of spouse.
DEPENDENT CHILDREN: TWO (2) COLOURED COPIES OF PASSPORT OR EUROPEAN NATIONAL ID + 2 copies birth certificate accompanied by translation if necessary.

Additional documents necessary for first-degree relative dependents living under the same roof (original documents required):

Declaration Form: Identifies dependents residing under the same roof as the sponsor. This form is certified by the sponsor and must be stamped and signed by the NMR or HR Civilian Personnel Department. Original document is required.
Proof of (National) Health Insurance verifying coverage in Belgium
Medical Certificate signed by a Belgian doctor.

ADDITIONAL DOCUMENTS

Actively employed family members

Working family members of an international official may not be in possession of a special residence permit issued by the Protocol Directorate here on SHAPE. This applies to all professional activities, including those carried out on a part-time basis, as well as paid internships and student jobs. Family members who start a professional or commercial activity must therefore return their Protocol ID to the Registration Office and start the procedure to register themselves in their commune of residence.

Those family members with the nationality of a non-European Economic Area country will apply for a Declaration of Arrival from the municipal administration of the place of residence and initiate the procedure to apply for a single permit or a professional card. In the case of professional activity as an employee, the family member must be provided with a single permit which is issued by the regional authorities, through their future employer. See more information on the FPS Employment website, as well as the websites of the Regional administrations.

Family members wishing to exercise a professional activity as independents must apply for a professional card from the Economic Migration department of the competent Region. The necessary information can be found on the websites of the Regional administrations.

Consultants and Interns with contract exceeding 180 days

Consultants and Interns are entitled to a Protocol ID for a period not exceeding 180 days. If their contract is extended beyond the initial 180-day period, EU nationals must register themselves in their commune of residence.

Non-EU nationals must start an application for a single permit (combined residence and work permit). This application must be initiated by their HRM Office as soon as they get notice of their extension beyond the initial 6 months period.

Loss, Theft, Change of Personal Information

In the case of loss, theft, or change of the Belgian Protocol ID, you must book an appointment to submit a new application.

For stolen Protocol IDs, a Police Report is required to accompany the application (report must contain ID number).

For changes to: Name, Marital status or National ID/Passport information, additional documents must accompany the application.

Belgian Protocol ID Extension

ALL PROTOCOL ID EXTENSION APPLICANTS MUST BE PHYSICALLY PRESENT AT APPOINTMENT.

Appointment must not be more than two months before Protocol ID expiration date, and SHAPE ID must be extended first. All SHAPE members associated with sponsor must be extended at the same time.

TWO (2) coloured copies of all applicants' national passport or European ID.

DECLARATION on honour FORM

ALL PROTOCOL ID APPLICANTS MUST BE PHYSICALLY PRESENT AT APPOINTMENT

BOOK APPOINTMENT

Belgian Protocol ID

Documents necessary for each Belgian Protocol ID Card applicant:

*If initial application is over 90 days past arrival, or 90 days past expiration date, include the Declaration On Honour form.

Actively employed family members

Consultants and Interns with contract exceeding 180 days

Belgian Protocol ID Extension

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