Home  /  Arriving/Leaving  /  Belgian Protocol ID

Belgian Protocol ID


It is mandatory for personel in the following categories to register in Belgium, within 3 months of arrival by applying for a Belgian Protocol ID: civilian component members and their dependents, temporary personnel, interns, consultants, international teachers, dependents of military personnel, single military personnel with dependent children under the age of 18. Military members may apply but it is not mandatory. The BEL Protocol ID is valid proof residence in Belgium and it facilitates travel in the Schengen Zone. Applications cannot be completed or submitted without a permanent Belgian address.

Documents you need to apply for a Belgian Protocol ID Card:

2 colour copies of your Passport or European National ID (valid for at least 3 months), if required with a valid Schengen visa.
Married members: 2 copies of your Marriage Certificate or a Certificate of Legal Partnership + 2 copies of your birth certificate per each family member. If the document is not in English, French, German or Dutch, it must be accompanied with either: an official translation or an Annex B (Marriage Certificate/Legal Partnership Form), stamped and signed by the respective NMR or HR Civilian Personnel Department to verify authenticity or that it is an original document.
Single members - 2 copies of your birth certificate. If the document is not in English, French, German or Dutch it should be accompanied with either an official translation or an Annex A (Birth Certificate Form) stamped and signed by your NMR or your HR Civilian Personnel Department to verify authenticity or that it is an original document.

All members (sponsor and dependants) must be living in Belgium and physically present at the desk during the application. Members must have a permanent Belgian address. A signed house contract is enough -  no need to be physically living in the house at the moment of applying.

In case first degree ascendants from the Military/Civilian Component Member are a part of the same household, they must provide additional documents:
1. 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.
2. Proof of (National) Health Insurance verifying coverage in Belgium: When not in English, French, German or Dutch the document should be accompanied by an official translation and/or an Attest of Insurance, stamped and signed by the NMR or HR Civilian Personnel Department.
Original document is required.
3. Medical Certificate signed by a Belgian doctor.

Exercise of a professional or commercial activity by family members

Working family members of an international official may not be in possession of a special residence permit issued by the Protocol Directorate. 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 Section and start the procedure to register themselves in their commune of residence.

Family members having the nationality of a non-EEA country 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. Interested parties can find more information on the website of the FPS Employment, as well as on 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 websites of the Regional administrations.

Consultants and Interns

Consultants and Interns are entitled to a Protocol ID for a period not exceeding 180 days. If their contract is extended beyond the initial 6 months 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.

Belgian Protocol ID Extension

Registering/extending your protocol ID CANNOT be done before having a SHAPE ID or extending your SHAPE ID date and a request for extension CANNOT be processed earlier than two months before the expiry date of your Protocol ID.

Please come to the BSG Family Support and Central Processing Centre (FSCEP - Bldg. 210 Room 109-111) to complete the application forms for the Belgian Protocol ID extension. A copy of the national passport or European National ID ,valid for at least 6 months, will be required. Additional documents are not needed unless there is a change to the Name or Marital status. Processing time is approximately 6 weeks.

In case of loss or theft of the Belgian Protocol ID, please book an appointment to submit a new application. For changes to: Name, Marital status or National ID/Passport information, additional documents must accompany the application. For stolen Protocol IDs, a Police Report is required to accompany the application (report must contain ID number).

Search our content:

Address

SHAPE
Rue Grande
7010 Mons
Belgium

Base Support Group

Attn: Office of Communication & Community Affairs
B-7010 SHAPE
BELGIUM