Visa Changes: Europe's EES & ETIAS Systems
At Key Travel, we understand that travel for our customers serves a higher purpose - whether they’re conducting vital research, responding to humanitarian crises, or carrying out faith-based outreach. Their focus should be on their mission, not on navigating complex travel requirements.
One area which can create stress is understanding visa requirements when travelling, so we wanted to look in more detail at Europe’s plans for a new Entry/Exit System (EES), and European Travel Information and Authorization System (ETIAS).
European Entry / Exit System (EES)
What is the EES?
The Entry/Exit System is new digital system for registering travellers from non-EU countries. This will register the person's name, type of the travel document, biometric data (fingerprints and captured facial images) and the date and place of entry and exit. It will replace the manual stamping of passports.
Who is affected?
The new EES system will apply to all non-EU travellers visiting for short stays (up to 90 days in any 180-day period), whether you need a visa or not.
How Will It Work?
According to travel-europe.europa.eu, here's what you can expect at the border:
First-time Entry:
When you first travel to Europe after the system is implemented, you'll register your information at a border crossing point. You will be able to do this via an app (in certain countries), at a kiosk, or with the help of border guards. The kiosk will scan your passport, take your photo, and record your fingerprints. A border guard will then verify this information and make the final decision about your entry.
Subsequent Travels:
Once you're registered in the system, future trips will become easier. The system will simply verify your identity against your previous registration using quick biometric checks (like your facial image) and automatically calculate your stay duration.
Implementation Timeline:
Originally targeted to roll out in mid-2022, the EES has encountered several delays as authorities work to ensure the system can handle the volume of travellers crossing Schengen Area borders. The most recent planned implementation date of May 2025 was postponed with the EU announcing on the 20th March 2025 that this has slipped further until the last quarter of 2026, with a specific date set to be confirmed “several months prior to its launch”.
While we await the launch, it's important for organisations to stay informed about these developments and prepare for the eventual rollout of both systems.
We'll be updating our customers, as soon as confirmed launch dates are announced.
Cost
EES is a free system that records when and where travellers enter or leave the EU, so there is not cost.
European Travel Information and Authorization System (ETIAS)
What is the ETIAS?
The European Travel Information and Authorisation System is a pre-travel online authorisation check for visitors from countries that are not in the European Union (EU) whose citizens can enter the EU Schengen Zone without needing a visa. There are currently 59 countries that are not in the EU but are visa free. This includes the UK. This comprises 1.4bn individuals who are allowed to go into countries in the Schengen Zone for business or travel purposes for up to 90 days. During these 90 days, these visitors cannot work or study but can engage in business and tourism activities.
How it Differs from the Current System:
Currently, citizens from 59 countries can travel to the Schengen Area without a visa for short stays. Under the new system, these same travellers will need to obtain an ETIAS authorisation before their trip.
By checking traveller information against various EU security databases, ETIAS will help identify any potential security or migration risks before a person even begins their journey. This pre-screening will mean fewer delays at the border and more secure travel for everyone.
Who is Affected?
According to the European Union, ETIAS will affect travellers from 59 visa-exempt countries who can currently enter the Schengen Area without a visa. This includes travellers from countries like the United States, Canada, Australia, Japan, and the United Kingdom.
If you currently enjoy visa-free access to the Schengen Area for short stays (up to 90 days in any 180-day period), you'll need ETIAS authorisation before travelling.
As a general rule, you will need an ETIAS travel authorisation if you meet all the following criteria (source):
- you are not an EU national;
- you are a citizen of a country whose nationals are not required to have a visa for short-term stay in the European countries requiring ETIAS;
- you do not have a residence permit/card/document issued by any of the European countries requiring ETIAS
To note, there are countries in the EU which are not members of the Schengen zone e.g. Ireland and Cyprus which the ETIAS authorisation does not prevent entry for those eligible for visa free travel e.g. UK citizens.
Also, those not eligible to travel to the Schengen area visa-free will still need visas to Schengen zone countries.
Implementation Timeline:
Rollout of the ETIAS is dependent upon successful implementation of the Entry/Exit System, as the EES must be operational before ETIAS can be launched. The European Union have confirmed they will provide several months’ notice prior to its launch.
Cost Structure:
- Standard Fee: €7 per person
- Age Exemptions: Free for travellers under 18 and over 70
- Also exempt are family members of EU citizens and family members of non-EU nationals who have the right to move freely throughout the European Union.
For organisations engaged in cross-border work in Europe, it’s important to keep an eye on the ETIAS rollout and be prepared for the changes when they finally take effect. Once operational, the relatively low cost, multi-year validity, and quick processing time of ETIAS should help minimise the impact on your important work across the Schengen Area.
Planning Ahead: How to Navigate The Upcoming Changes
As an organisation preparing for these new travel requirements, you might be wondering: "How do we adapt our travel policies and procedures to handle these changes?" Here are some considerations to help you navigate the transition smoothly, so your mission can continue without interruption.
Cost Management:
The introduction of the new ETIAS system brings additional costs that organisations need to factor into their travel planning. Here's what you need to consider:
- Include application fees in project budgets (ETIAS: €7 per person)
- Plan for multiple applications if your team frequently travels between regions
- Consider currency exchange fluctuations when budgeting for international teams
- Build in contingency funds for urgent applications or unexpected travel needs
Organisation-Wide Planning:
We recommend organisations consider:
- Tracking authorisation expiry dates (ETIAS for 3 years)
- Planning around confirmed processing times (most applications processed in minutes, but can take up to 96 hours)
- Maintaining accurate passport information for all travellers
- Understanding the different implementation dates for each system
Timeline Management:
When to apply: The Directorate-General for Migration and Home Affairs strongly advise to obtain the ETIAS travel authorisation before you buy your tickets and book your hotels. Most applications will be processed within minutes and at the latest within 96 hours. However, some applicants may be asked to provide additional information or documentation or to participate in an interview with national authorities, which may take up to additional 30 days (source).
Emergency Provisions:
Even if you need to travel urgently, you still have to have a valid ETIAS travel authorisation. While it is always recommended to apply well in advance, most applications are processed within minutes, so it is likely that last-minute applications are processed in time (source).
For organisations involved in humanitarian response or emergency situations, special considerations apply. While neither system currently has formal emergency fast-track procedures, organisations can prepare by:
- Maintaining updated contact information for relevant authorities
- Understanding alternative entry procedures where available
- Establishing relationships with relevant embassies and consulates
- Creating clear internal communication protocols for emergency travel situations
Remember: These systems are new for everyone - border authorities, airlines, and travellers alike. Building extra time into your planning process during the initial implementation period will help ensure smoother travel experiences for your team.
However, you may request an ETIAS travel authorisation with limited validity if you fulfil both of the following conditions:
1) you need to travel due to humanitarian reasons or in order to fulfil important obligations
2) you expect that your ETIAS application may not be accepted or your authorisation has already been refused, annulled, or revoked.
The decision to issue an ETIAS travel authorisation with limited validity exclusively with the authorities of the countries requiring ETIAS. Find out more about an ETIAS travel authorisation with limited validity - ETIAS travel authorisation with limited validity - European Union
Navigating the New Landscape Together
Key Travel understands our customers focus needs to remain on their vital work - whether that's ground-breaking research, humanitarian aid delivery, or faith-based missions.
That’s why we’re here: to simplify every aspect of their travel programme, including ensuring that these new authorisation requirements don't become obstacles to your mission. Through our established partnership with CIBT Visas, world leader in passport and visa processing services, our customers have access to the most up-to-date and accurate information on what is required to enter their destination safely and securely, all at a reduced cost versus public rates.