The EU is an economic and political union between 27 European countries, figuring out how to work together while retaining their own identities. It’s a flexible partnership where everyone agrees on the big picture but gets to customize the details. Take the Euro: seven countries in the EU still use their own currencies, including Denmark, Poland, and Sweden.
This pick-and-choose approach is evident in how European nations collaborate. The Schengen Agreement is another notable example—26 countries decided to eliminate border controls between them, creating a single massive zone where people (and your employees) can travel freely with a single visa.
What is the Schengen visa?
The Schengen visa is a standardized short-term authorization enabling travel within the Schengen Area—a border-free zone distinct from the EU. Some of the states in the Schengen Area are not members of the European Union, including:
- Norway
- Switzerland
- Iceland
- Liechtenstein
Meanwhile, Ireland and Cyprus are the only EU members that are not part of the Schengen Area. As of January 2025, the Schengen Area consists of 29 countries after Bulgaria and Romania became full members on January 1, 2025. Croatia joined the Schengen Area in 2023.
The Schengen visa grants entry into the Schengen Area and allows travelers to move freely between member states for up to 90 days in a 180-day period as either single-entry or multi-entry. Permitted activities on a Schengen visa include:
- Tourism
- Visiting to friends and/or family
- Attending at cultural or sporting events or exchanges
- Conducting business, including attending meetings
- Journalistic or media purposes
- Medical treatment
- Short-term studies or training, and any similar activities
If there is any intention to perform paid work in any of the Schengen member states, a separate visa and work permit are required, even if it is for a period of less than 90 days.
Outside of the EU, citizens of some countries are exempt from work visa requirements, and some must obtain a visa before entering the Schengen Area. Citizens of certain countries need a Schengen visa to pass through an airport in the treaty area, specifically an Airport Transit Visa (ATV). This requirement applies even when travelers are only changing planes and not leaving the international transit area of the airport.
Starting in late 2026, travelers from visa-exempt countries will need to apply for authorization through ETIAS (European Travel Information and Authorization System), a new digital travel authorization system.
How to apply for a Schengen visa
The application process begins at the local consulate of a Schengen member state. If a traveler is going to just one country, they apply at that country’s consulate. If they are planning to visit multiple countries, they can apply at the consulate of the country in which they will spend the most time.
If the country to which they are traveling does not have a consulate close by, the traveler may apply at a different Schengen member’s consulate. Many consulates now offer online appointment booking and digital application submission options to streamline the process.
To apply for a Schengen visa, applicants will need:
- A passport that: was issued within the last 10 years, will be valid for at least three months beyond the end of the stay, and contains at least two blank pages
- A completed and signed visa application form submitted online or in person
- A recent photograph, conforming to International Civil Aviation Organization (ICAO) standards
- Payment of a visa fee of €90 for adults and €45 for children between the ages of 6 and 12
- Travel insurance covering medical care, hospitalization, and repatriation at a minimum of €30,000
- Various documents supporting the reason for the stay
- Proof of accommodation and a detailed itinerary
- Evidence of sufficient financial means for the duration of the stay
Some groups are exempt from the visa fee, including:
- Children under 6 years of age
- Students and teachers entering the region for study purposes
- Researchers visiting to carry out scientific research
- Representatives of nonprofit organizations aged 25 years or under participating in various events scheduled by nonprofits
- Family members of EU or European Economic Area (EEA) citizens
- Holders of diplomatic or service passports
Once the application is submitted, the consulate will, in most cases, make a decision within 15 days. If the application receives extra scrutiny, a decision may take between 30 and 60 days at most. During peak travel seasons, processing times can extend beyond the standard timeframe.
Citizens of some countries must have their applications submitted to the other member states before approval in a process called “consultation.” Consultation may take an additional seven days to process.
Applying for the Schengen visa from the U.S.
The application process for Schengen visas from the U.S. varies significantly depending on citizenship status. U.S. citizens currently enjoy visa-free travel to the Schengen Area for stays up to 90 days within a 180-day period. However, this will change in late 2026 when the ETIAS becomes mandatory.
For U.S. citizens
U.S. passport holders do not require a Schengen visa for short-term visits up to 90 days. Passports must be valid for at least six months beyond the planned departure date from the Schengen Area. The passport should also have been issued within the last 10 years and contain at least two blank pages.
Starting in the last quarter of 2026, U.S. citizens will need to apply for ETIAS authorization before traveling to the EU. This digital travel authorization will cost €7 and can be completed online. The ETIAS authorization will be valid for three years and linked to the traveler’s passport.
For U.S. residents (non-citizens)
U.S. residents who are not citizens must apply for a Schengen visa if their home country does not have visa-free arrangements with Schengen countries. This includes residents from India, China, Russia, and all African nations, among others. Green card holders and other legal U.S. residents can apply for Schengen visas from within the U.S.
Application process
Applications should be submitted no earlier than six months and no later than 15 days before departure dates. Processing typically takes 15 days but can extend to 45 days during peak seasons or if additional documentation is required. German consular services recommend allowing a minimum of two weeks, with processing potentially taking up to four weeks plus mailing time.
Required documents for U.S. residents
U.S. residents must provide the standard Schengen visa documents plus additional U.S.-specific requirements:
Standard requirements:
- A completed Schengen visa application form
- Two recent passport-size photos
- A valid passport (issued within 10 years and valid for at least three months beyond departure)
- Travel insurance with €30,000 minimum coverage
- Proof of accommodation and a detailed itinerary
- Evidence of sufficient financial means
U.S.-specific requirements:
- An original, valid U.S. Alien Registration Card (Green Card) or a valid U.S. Resident Visa, such as an H-1B
- A U.S. residence permit or visa valid for at least three months beyond the intended departure from the Schengen Area
- An employment declaration from a U.S. employer stating the period of intended absence
- For students: An I-20 form and a letter from a U.S. educational institution
- For self-employed: The previous year’s tax return and a Good Standing Certificate from the Secretary of State
- Travel insurance from a U.S.- or Schengen-based company
Financial requirements
Financial requirements vary by destination country, ranging from €14 to €100 per day. For example, applicants traveling to Spain must show a minimum average balance of €118 per day for trips under nine days, or €1,065 regardless of duration for longer stays. Employed individuals should provide employer letters indicating position, employment length, and salary, or the latest three payment stubs.
Application tracking and collection
Most applications submitted through Visa Application Centers can be tracked online using a visa reference number and last name. Once approved, the visa will be affixed to the applicant’s passport and specify the valid travel dates. If rejected, the applicant will receive a decision letter explaining the reason and information about potential appeals.
Traveling on a Schengen visa
Once travelers obtain a Schengen visa, understanding the practical aspects of travel within the area can help ensure a smooth experience. The 29-country zone operates under unified travel rules, but some nuances exist between member states that travelers should know.
- Always carry your passport and visa. Border controls may occur at any time, and countries like France conduct random checks on trains from neighboring Schengen member states.
- Your 90-day clock starts upon first entry. The 180-day calculation period begins the moment you enter any Schengen country, not when you receive your visa.
- Track your days carefully across all countries. Time spent in Bulgaria, Greece, Italy, or any other Schengen member counts toward the 90-day limit.
- Keep entry and exit stamps visible. Some countries, like the Czech Republic, are particularly strict about verifying legal stay duration through passport stamps.
- Internal flights don’t reset your stay period. Flying from Prague to Paris counts as domestic travel and doesn’t extend your authorized stay.
- Carry proof of accommodation and return travel. French authorities, for instance, frequently request these documents during spot checks, particularly at train stations.
- Consider travel insurance beyond the minimum. While €30,000 coverage is required, medical costs in countries like Belgium can exceed this amount.
- Be aware of local registration requirements. Some countries require registration with local authorities for stays over a certain period, though this varies by destination.
- Plan your exit strategy. Overstaying your Schengen visa can result in entry bans ranging from one to five years.
- Use official border crossings when leaving. Exiting through non-Schengen countries like the United Kingdom ensures proper exit documentation.
Entry and stay in the Schengen Area
Unfortunately, receiving a Schengen visa does not necessarily mean that recipients will be admitted into the country; border control has the right to question anyone with a Schengen visa. They may ask the traveler to provide any of the information provided in the visa application process. The European Commission recommends that travelers carry copies of each document submitted as part of the visa application so they can present them to border authorities upon questioning.
The Schengen treaty makes travelling through the EU much easier than when travelers were required to get individual visas for each country. Obtaining a visa is much simpler than before the treaty was adopted, making it easier to send your employees on short-term business trips throughout the region.
Decode work visa requirements with Pebl
If you’re not sure if your employee needs a Schengen visa for that meeting in Berlin, you’re not alone. Visa requirements change constantly, and one wrong assumption can derail an entire trip (or hire).
That’s one reason why many employers turn to Pebl (previously Velocity Global) and our Global Immigration services. We keep track of all the moving pieces—from the upcoming ETIAS system to shifting visa policies—so you don’t have to. As immigration experts, we know exactly what paperwork your team needs, which applications to file when, and how to avoid the costly delays that happen when you guess wrong.
Ready to expand internationally without becoming a visa expert yourself? Let’s talk. Our team will walk you through exactly what you need for your specific situation—because your time is better spent growing your business than decoding immigration rules.
This information does not, and is not intended to, constitute legal or tax advice and is for general informational purposes only. The intent of this document is solely to provide general and preliminary information for private use. Do not rely on it as an alternative to legal, financial, taxation, or accountancy advice from an appropriately qualified professional. The content in this guide is provided “as is,” and no representations are made that the content is error-free.
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