Work permits for business travelers: what you need to know in 2025

When I founded Status Ko Law Firm, I had no idea that the employment of foreigners, especially seconded workers, would become a critical and popular area of our work. My name is Oleg Kuzmenkov, and for more than fifteen years of practice in migration law, my team and I have helped hundreds of international companies and entrepreneurs solve complex issues of legal recruitment of employees from abroad.

The year 2025 has brought new challenges and changes, especially in the employment of seconded foreign specialists. The world is changing rapidly; global business processes are closely intertwined, and international companies are increasingly delegating their specialists to implement projects in countries like Ukraine.

It seems that obtaining permits should have been transparent and straightforward long ago. However, practice shows that obtaining a work permit for seconded employees still raises many questions, misunderstandings, and even mistakes that are very costly for businesses.

In this article, I will explain in detail what employers and seconded employees need to know to obtain a work permit in Ukraine successfully in 2025. I will explain this process's legal subtleties and nuances and share my cases, experience, and practical advice to help you avoid unpleasant situations and save time and money.

Let's figure it out together!

Section 1: Posted workers and work permits in Ukraine - basic concepts

Before moving on to the detailed recommendations on obtaining a work permit for seconded employees, it is worth understanding the basic concepts. This will allow you to clearly understand who we are talking about and what kind of permits employers need to obtain to employ such specialists in Ukraine legally.

The "seconded employee" concept has recently been frequently used in labor law and business. According to Ukrainian law, a seconded employee is a foreign national who a foreign employer sends to perform specific work or provide services in Ukraine based on a relevant agreement or contract between a Ukrainian and a foreign company. But, if a foreign company sends its specialist to Ukraine for a specific period to perform particular tasks, this employee is considered a secondee.

It is essential to distinguish between three key concepts that are often confused:

• A work permit is a common name for a document that allows a foreigner to work officially in Ukraine.
• A work permit is a term used mainly in legal acts and documentation. It refers to an official license issued by an employer to employ a particular foreigner for a specific position.
• A work permit for a foreigner is another official name for a license that more accurately reflects the essence of this document: a Ukrainian employer is entitled to employ a specific foreign specialist within a particular enterprise and on specific terms and conditions.

To avoid confusion, I personally recommend that employers use the official name "work permit for a foreigner," although all three options are very common in everyday practice.

The main document regulating these issues is the Law of Ukraine, "On Employment of the Population," which sets out the rules for obtaining work permits. It stipulates that without the appropriate license, a Ukrainian employer cannot officially employ foreign nationals, including business travelers.

We are regularly approached by representatives of international companies with typical questions: "Do I need a work permit if a specialist arrives for only a few months?" "Do I need to obtain a permit if an employee remains on the staff of a foreign company?". The answer here is unequivocal: yes, a work permit is required if a foreigner performs work or provides services in Ukraine, even temporarily and while remaining on the staff of a foreign company.

Interestingly, in 2025, the number of work permits explicitly issued for seconded workers increased significantly compared to previous years. This is due to the active development of international business relations and the number of companies opening representative offices or implementing projects in Ukraine.

It is important to note that the process of obtaining a work permit has a clear legislative framework and is regulated by the relevant resolutions of the Ukrainian Cabinet of Ministers. As an expert directly involved in the procedure for obtaining hundreds of such permits every year, I can understand that the basic concepts and requirements of the law are already half the battle.

Therefore, my first task in this article was to explain as clearly as possible what these basic concepts mean and why their correct use is essential for employers planning to engage seconded foreign workers.

In the following sections, I will share specific examples from our company's practice and explain how the legislation on obtaining work permits for seconded specialists has changed in 2025.

Section 2: What categories of employees are considered business travelers?

Based on the experience of our company, Status Ko, employers often mistakenly consider absolutely all foreign employees who temporarily come to Ukraine to be seconded. This is not entirely correct, as there are clear criteria for determining the status of a seconded employee. Therefore, this section will consider which categories of foreign specialists belong to this group under the current legislation.

Thus, by the Law of Ukraine "On Employment of the Population," seconded workers are foreign nationals sent to Ukraine by a foreign company to fulfill a specific contract or agreement with a Ukrainian enterprise. The main feature of this category is that the employees remain officially employed by the foreign company, which provides them with salaries and social guarantees.

Let's take a look at specific examples of the categories of seconded workers that are often encountered in our legal practice:

1. IT professionals and software developers

This category is one of the most common today. For example, we were approached by a German company that had won a tender to create a specialized software product for a Ukrainian bank. The German company sent a development team to Kyiv to implement this project. The employees remained on the German company's payroll but performed their work directly in Ukraine. These specialists need to obtain a work permit for a foreigner.

2. Engineers and technicians

This category includes engineers, technicians, and builders who work under contract between Ukrainian and foreign companies. For example, a large French company was building a plant in Ukraine. It sent a team of mechanical engineers to perform specialized installation and commissioning work. These employees are also considered seconded workers, and the Ukrainian side obtained a special work permit.

3. Business consultants, trainers, and experts

The growing number of international projects in Ukraine means that more and more foreign companies are sending their business consultants or trainers to Ukraine. A striking example is a British consulting company implementing a large project to optimize production at a Ukrainian steel company. To complete the task, the consultants stayed in Ukraine for about six months, and therefore, they also needed a work permit.

4. Top managers in charge of international projects

Sometimes, foreign companies send their top managers to Ukrainian offices to oversee the implementation of strategically important projects or coordinate local teams. In this case, top managers usually do not apply for permanent positions in Ukraine but perform work in the country. That is why this category also requires an official work permit for foreigners.

Typical mistakes made by employers regarding the status of seconded employees:

It is important to note that often, employers do not understand the clear distinction between a seconded employee and an ordinary foreign employee hired directly in Ukraine. The most common mistakes our clients face:

• The lack of a formalized agreement between a Ukrainian and a foreign company makes obtaining a work permit for a business traveler impossible.
• It is a misconception that a short-term stay (up to 90 days) allows you to work without a work permit.
• The absence of an official salary for a foreign specialist from the company that sent them.

These mistakes can cost the company significant fines, as Ukrainian government agencies are actively checking the legality of foreign employment. Therefore, before engaging a foreign specialist, it is essential to conduct a thorough legal analysis of the situation and correctly determine the employee category.

In the following sections of the article, I will explain in detail the peculiarities of obtaining a work permit for seconded employees, considering all the legislative changes that came into force in 2025. I will also share my practical experience to make this process as transparent and understandable as possible.

Section 3: Peculiarities of obtaining a work permit for seconded employees in 2025

Recent years have brought many changes to the legislation governing the procedure for obtaining a work permit for foreigners, including seconded workers. Therefore, in this section, I will explain in detail what the procedure for obtaining a work permit for a foreigner in 2025 will look like, share practical recommendations, and discuss my experience in dealing with typical situations.

Step-by-step guide: what you need to do to get a work permit

Thus, obtaining a work permit for a business traveler in Ukraine is now clearly structured and has several stages. For your convenience, I will provide this information step by step:

Step 1: Prepare an agreement (contract) between the companies

First of all, you need to make sure that there is an agreement or contract between the Ukrainian company and the foreign company that sends the employee. The agreement should clearly state:

• The purpose and timing of the work;
• Functions to be performed by a foreign specialist;
• Terms and conditions of payment for services.

This document is key, as it is on its basis that the state authority decides to issue a permit.

Step 2: Prepare a package of documents

To obtain a work permit for a foreigner, it is necessary to prepare a standard package of documents, which includes:

• An application on behalf of the Ukrainian employer (in the prescribed form);
• Copies of the foreigner's passport documents with translation into Ukrainian;
• Photo of the foreign employee (standard format 3.5 x 4.5 cm);
• A copy of the agreement (contract) with a foreign company;
• Document the payment of the official state fee for issuing the permit (in 2025, the fee amount depends on the permit term).

Step 3: Submitting documents to the Employment Centre

All collected documents are submitted to the relevant regional Employment Centre, where they are reviewed within 7 working days (as of 2025, the deadline has been reduced from 10 to 7 days, which is a positive development).

Step 4: Obtaining a permit

After the documents are reviewed positively, the employer receives an official work permit. Please note: The work permit is a personal document that allows you to employ a specific foreigner in a clearly defined position under a particular contract.

What is new in the legislation in 2025?

The changes that came into force in 2025 have significantly affected the process of obtaining a work permit for seconded employees:

1. Reduced timeframe for reviewing documents. One of the most important innovations was reducing the application review period from 10 to 7 business days. This greatly simplifies the procedure and allows us to engage the necessary specialists more quickly.
2. Introduction of electronic document management. Documents for obtaining a permit can now be submitted through the employer's electronic cabinet, which significantly simplifies the process of submitting papers and monitoring the status of applications.
3. Increased fines for violations. At the same time, it is worth being careful, as fines for working without a work permit almost doubled in 2025. This should encourage companies to take a more responsible approach to this issue.

Examples from the practice of Status Ko

To illustrate, I would like to give a real example from our practice:

At the beginning of 2025, we were approached by an international company that intended to engage a group of engineers from Poland to work in Ukraine. The task was to carry out complex installation work at one of the Ukrainian enterprises. We helped the client draft the contract correctly, prepare all the documents, and promptly submit them through the employer's electronic cabinet. As a result, the work permit for foreigners was obtained in just seven business days, and the project started on schedule.

Another case was more complicated: a British consulting company that had previously tried to apply for a permit was denied due to inaccuracies in its documentation. We conducted a detailed analysis of the refusal, corrected all the documents, and resubmitted the application. As a result, the company received a favorable decision but lost precious time due to mistakes at the initial stage.

Thus, my recommendations for obtaining a work permit for seconded workers in 2025 are as follows:

• carefully prepare the contractual framework and documents;
• take into account the latest legislative changes;
• take advantage of electronic document management;
• seek the assistance of experienced lawyers if you have any questions.

In the following sections, I will explain the benefits, risks, and nuances of obtaining permits and the possibility of extending or canceling a permit. This knowledge will help you avoid unnecessary problems and costs.

Section 4: What are the benefits of a work permit for seconded workers?

At first glance, obtaining permits is just an additional administrative burden for a business. However, my experience and the practice of Status Ko Law Firm clearly show that a work permit for a foreigner provides a company with several significant advantages that justify any costs and efforts to obtain it. Let's take a closer look at these advantages.

1. Legality of employment and confidence in risk protection

A work permit's main and most important advantage is the complete legality of engaging foreign specialists. Having received an official license, it can be sure that its activities will not be subject to fines, sanctions, or inspections by regulatory authorities. Based on my experience working with many clients, obtaining permits once is better than being held liable for violating the law, which can cost the company its reputation and significant financial losses.

2. High level of trust from business partners

Ukraine has already developed a clear business culture where transparency and legitimacy are essential criteria when choosing partners. Having an official work permit for foreign employees indicates a company's responsibility and reliability. For example, one of our clients, an international IT company, won a major tender due to the availability of legal documents for a team of seconded specialists. Thus, a work permit for a foreigner becomes a real competitive factor in the market.

3. Social guarantees for employees

Obtaining an official work permit provides seconded employees with legal protection and absolute social guarantees. This means that foreign specialists get the right to officially reside in Ukraine and receive medical and social services on an equal footing with Ukrainian citizens. An important example: one of our clients, an international construction company, was able to provide its employees with health insurance thanks to official work permits, which significantly affected the quality of project implementation and the motivation of the team itself.

4. Simplicity and transparency in interaction with regulatory authorities

Another significant advantage of a work permit is that it is much easier for a company to pass any inspections by regulatory authorities. Given that since 2025, Ukraine has tightened control over the employment of foreigners, having a work permit is a guarantee of quick and hassle-free interaction with government agencies.

Interesting facts: statistics and trends in 2025

According to official data, in the first quarter of 2025, the number of work permits issued to foreigners increased by 25% compared to the same period of the previous year. The growth in work permits for seconded workers was robust. This indicates two significant trends:

• increasing the attractiveness of the Ukrainian market for international companies;
• Strengthening business responsibility in matters of legal employment.

One of our company's illustrative cases is the processing of permits for a group of foreign experts from the United States who were implementing an innovative alternative energy project. Thanks to the prompt receipt of permits, the company could quickly start implementing the project and avoid delays that would have cost hundreds of thousands of dollars.

Thus, a work permit for foreigners is not only a legal necessity but also an essential tool for ensuring the efficiency of business processes and protecting the company from risks. Based on my experience, officially obtaining permits is an investment in the stability and success of your business.

In the following sections, I will explain in more detail the risks of working without a work permit and share my recommendations on how to extend or cancel one.

Section 5: What are the risks of working without a permit?

As the director of Status Ko Law Firm, who deals with various situations related to the employment of foreigners daily, ignorance of the law does not absolve me from responsibility. Unfortunately, many companies still underestimate the real risks of the illegal employment of foreign specialists. In this section, I will discuss the main threats a business may face if it engages foreign specialists without the appropriate work permit.

1. Financial sanctions (fines)

The most obvious and tangible risk is heavy fines. Under current Ukrainian law, in 2025, companies that employ foreign workers without proper authorization may be fined heavily.

Let me give you an example to give you an idea of the scale of possible losses: In February 2025, we were contacted by an international logistics company that had previously engaged several foreign specialists without the appropriate permit. As a result of the inspection, the company received a fine of more than UAH 250,000 for each unregistered employee. This is not an isolated case—similar situations occur regularly.

2. Reputational losses

The risk of reputational damage to the company is even more serious than financial penalties. In today's business environment, reputation is your most valuable asset. Information about violations of the law spreads quickly and can significantly affect relations with business partners, customers, and government agencies.

I personally know of a case where an international company lost a significant contract due to a scandal involving the illegal employment of foreign workers. This happened only because two consultants involved in an important project did not have official work permits.

3. Ban on further engagement of foreign workers

Another serious risk is the possibility of a temporary ban on the further employment of foreigners. Suppose facts of illegal engagement of foreign specialists are revealed. In that case, government authorities may apply administrative measures, including a ban on the company's engagement of foreign employees for a specific period, which may significantly disrupt the company's business processes.

For example, Status Co's experience includes a case where a Ukrainian company was deprived of the right to obtain work permits for foreigners for up to one year due to illegal employment. This led to the loss of valuable projects and contracts with international partners.

4. Administrative and criminal liability of officials

The personal liability of company officials should also be borne in mind. Managers who decide on the illegal employment of foreign workers may be held administratively liable and, in case of repeated or gross violations, even criminally liable.

For example, in one of the cases handled by our company, the director of an enterprise was brought to administrative liability in the form of a fine, and the situation negatively impacted his professional reputation.

5. Difficulties in obtaining further work permits

Another risk is that companies that have violated the rules for obtaining work permits for foreigners at least once will face significant difficulties obtaining new licenses. Government authorities are scrutinizing the documents of such companies more closely, which significantly complicates and lengthens the process of obtaining new permits.

One of our clients, an international company that had previously had violations in this area, required additional inspections and documentary evidence at each stage, which complicated the implementation of subsequent projects.

To summarise this section, I want to emphasize the importance of a responsible attitude to obtaining a work permit. The Status Ko Law Firm team is ready to provide all the necessary assistance to protect your business from the risks associated with law violations.

In the following sections of the article, I will tell you how to extend or cancel a work permit and answer the most common questions we receive from our clients.

Section 6: Peculiarities of extending and canceling a work permit

Obtaining a work permit for a foreigner is an important but not the only stage in the interaction between an employer and state authorities. As the Status Ko Law Firm practice shows, extending and canceling already issued permits is no less critical. In this section, I will explain how to act in such situations in 2025.

Extension of a work permit

An official work permit is issued for a specific period, usually corresponding to the term of a contract or agreement between a Ukrainian company and a foreign enterprise. However, situations often arise when a project lasts longer than planned, or the parties decide to extend their cooperation. In this case, it becomes necessary to extend the work permit.

The procedure for renewal is due in 2025:

The permit renewal procedure is significantly simplified compared to the initial one. However, there are several important nuances to keep in mind:

• Documents for extending the permit must be submitted no later than 20 calendar days before the current permit expires.
• The package of documents is similar to the initial one but with additional confirmation that the employment relationship is ongoing (extended contract or additional agreement).
• The decision to extend the permit is made within three business days, much faster than the initial permit (7 business days).

A real-life case study:

In March 2025, we were contacted by a company implementing a large infrastructure project in Kyiv. The initial contract with the foreign company was about to expire, but the parties decided to extend the cooperation for an additional six months. We prepared the necessary documents on time and promptly submitted them through the employer's electronic cabinet, and the company extended the permits for its employees without any difficulties. The project continued without downtime, allowing the client to avoid significant financial losses.

Cancellation of a work permit

Unfortunately, sometimes situations arise when a work permit needs to be canceled. This can happen both on the employer's initiative (for example, due to the termination of the project) and on the initiative of state authorities (due to violation of the permit's terms).

Reasons for cancellation of the permit:

In 2025, the main reasons for the cancellation of a foreigner's work permit remain the same:

• Expiration of the contract with a foreign company if the parties decide not to continue cooperation.
• Termination of the employment relationship with a foreign employee before the expiry of the permit.
• Identify violations of the conditions under which the permit was issued (for example, a change in the foreigner's job duties without notifying the authorities).
• Detection of the fact of forgery of documents or submission of false information when obtaining a permit.

The procedure for revoking a permit:

If the permit is canceled at the employer's initiative, an application explaining the reasons for such a decision must be submitted to the Labour Office. After reviewing the application (within three working days), the Labour Office officially cancels the permit.

If the state authorities initiate the cancellation, the employer is notified in writing and can appeal the decision within 10 working days. In such situations, it is essential to act quickly and professionally to avoid negative consequences.

A real case study from the practice of Status Ko:

We were once contacted by a client whose work permit had been canceled due to a change in the job duties of a foreign employee without proper notification of the Employment Centre. We analyzed the situation and discovered that the employer had failed to notify the authorities of these changes. Thanks to our team's prompt intervention, we successfully resolved this situation by quickly obtaining a new work permit. Still, the company lost valuable time and additional funds.

So, to summarise this section, I emphasize that the correct procedure for extending or canceling a work permit is always responsible and requires timely and professional action.

In the following sections of the article, I will answer commonly asked questions about work permits for seconded employees and give some practical advice to employers on interacting with government agencies in this area as efficiently as possible.

Section 7: Answers to frequently asked questions about work permits for business travelers

As a director of Status Ko Law Firm, I face various questions from our clients almost daily regarding work permits for foreigners. To help you better understand the topic and avoid mistakes, I have compiled the most common questions employers and seconded workers will ask in 2025.

1. Is a work permit required if a foreign employee stays in Ukraine for less than 90 days?

Yes, it is required. A work permit is required even if a foreigner arrives in Ukraine for a very short period (e.g., several weeks or months) to perform specific work-related tasks. Many companies mistakenly think short-term trips allow them to work without special permits, which is not in line with Ukraine's current legislation.

2. Can a foreign employee apply for a work permit independently?

No. The work permit is obtained by the Ukrainian employer, not the foreign employee. The employer initiates and is responsible for the process of obtaining the permit. The employer submits the application and documents and receives the relevant decision from the state authorities.

3. How long does obtaining a work permit in 2025 take?

The timeframe for obtaining a work permit in 2025 has been significantly reduced compared to previous years. The standard timeframe for processing an application is now seven working days from submitting documents to the Employment Centre. If the application is for an extension of an existing permit, the records are reviewed in only three business days.

4. What should you do if a company is denied a work permit?

First of all, do not panic. Most often, the refusal is due to errors or inaccuracies in the submitted documents. In such a case, you should carefully analyze the notice of refusal, eliminate all the shortcomings, and resubmit the documents. In such situations, I recommend you seek the assistance of lawyers specializing in migration law.

5. Is it necessary to obtain a permit if a foreigner is officially employed abroad?

Yes, it is required. If an employee arrives in Ukraine as a seconded specialist to perform specific work under a contract between a Ukrainian and a foreign company, a work permit is required regardless of whether the employee remains officially employed abroad.

6. Can a company be checked for the legality of employing foreigners?

Absolutely. The Ukrainian regulatory authorities are actively conducting inspections of companies that employ foreign workers. In 2025, the number of inspections has increased significantly, so I recommend that all clients carefully comply with the law and always have their permits in order.

7. What happens if the company forgets to renew the work permit promptly?

If a work permit for a foreigner is not extended promptly, the company will effectively violate the law. This means the risk of fines and other sanctions, which I have already discussed in the previous sections. Therefore, it is essential to monitor the expiry dates of permits in advance and submit documents for their extension no later than 20 days before the expiry of the current license.

8. Should I issue a work permit if an employee arrives only for negotiations?

No. Suppose a foreigner arrives in Ukraine solely to participate in business negotiations, conferences, exhibitions, or other events without performing specific work or providing services. In that case, there is no need to obtain a work permit. However, it is essential to clearly define the purpose of the visit to avoid unpleasant situations during inspections.

My answers to these most frequently asked questions will help you better understand the intricacies of obtaining a work permit for business travelers. If you still have additional questions, contact me or my Status Ko Law Firm team for professional advice and assistance.

In the next and final section of the article, I will share practical recommendations on how to interact with state authorities when applying for work permits and how to avoid common mistakes.

Section 8: Practical advice from an expert for employers in 2025

To summarise our detailed consideration of obtaining work permits for seconded employees, I would like to share a few practical recommendations that the Status Ko team and I have developed over more than ten years of successful legal practice. These tips will help you save time, avoid common mistakes, and interact effectively with government agencies in 2025.

Tip 1: Plan the permitting process well in advance

One of the most common mistakes is to apply for a work permit at the last minute. You should plan your application schedule, especially if you plan to engage several seconded workers simultaneously. Plan to submit documents at least 1-2 months before the start of work. This will avoid rushing and reduce the risk of errors in the documentation.

Tip 2: Take advantage of electronic document management

In 2025, Ukraine significantly simplified the permitting process by introducing electronic document management. This allows not only to submit documents online but also to track their status in real-time. I recommend using this opportunity, which will enable you to significantly reduce the processing time and avoid the loss of documents or delays associated with traditional document management.

Tip 3: Check all documents and information carefully

The majority of permit refusals are due to commonplace mistakes: incorrectly filled out applications, inaccurate translations of passport data, missing signatures, etc. Always check all documents thoroughly before submitting them, or have them checked by professionals. This simple step can save you from unnecessary hassle and the need to reapply.

Tip 4: Notify government agencies of changes promptly

Do not forget that any significant changes (e.g., change of position, place of work, duration of stay of a foreign employee) must be promptly reported to the Employment Centre. Timely notification will help to avoid penalties and possible cancellation of the permit.

Tip 5: Keep an archive of permits and correspondence

Our practice shows that even after the project is completed, it is sometimes necessary to prove that foreign specialists have worked for you legally. Therefore, always keep copies of all work permits, contracts, and other essential documents. This will be a strong argument in any inspections or disputes.

Tip 6: Keep up to date with changes in legislation

Ukrainian legislation on migration and employment of foreigners is constantly being updated. What worked last year may no longer be valid today. Monitoring changes will help you prepare for new rules and avoid mistakes.

Tip 7: Seek professional legal advice

As my own experience shows, engaging professional lawyers is not an additional expense but a real savings of time, effort, and money. Professional advice and support in the permit obtainment process will allow your company to focus on the main thing—the effective implementation of your business project.

For example, one of our clients, who had previously tried to obtain work permits independently, turned to us after several unsuccessful attempts. After that, he realized that legal support saves time, nerves, and money, as he now had no problems obtaining work permits for his second employees.

In conclusion, obtaining a work permit for foreign specialists has become much simpler and more transparent in 2025, but it requires a careful and responsible attitude.

As a director of Status Ko Law Firm, I am always open for consultations and ready to help you solve any issues related to obtaining foreign work permits.

I hope that my article was useful and helped you find answers to important questions. Good luck in your business, and always stay on the side of the law!