Everything employers need to know about the new UK ETA

The UK ETA (Electronic Travel Authorization) will be a mandatory requirement for travelers from countries that do not need a visa to enter the UK. This includes all EU member states, as well as the US, Canada, Australia, and others.

Key details about the ETA:

• Affected travelers: Citizens worldwide, with varying start dates for the ETA requirement (see below).
• Cost: £10 (approximately €11.85)
• Validity: Two years from the date of issue

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What is an ETA?

An Electronic Travel Authorization (ETA) is a mandatory travel requirement for visitors entering the UK from countries that do not require a visa. This includes every individual, regardless of age, meaning that even children and babies must have their own separate ETA.

The ETA is a digital authorization linked to the traveler’s passport and serves as a preliminary permission to travel to the UK. However, it is important to understand that possessing an ETA does not automatically grant entry into the UK. Upon arrival, travelers will still need to seek permission to enter from a UK border officer.

The ETA is designed to enhance border security and streamline the entry process for eligible travelers by allowing the UK government to conduct pre-travel checks. While the ETA simplifies the process for travelers from eligible countries, it’s crucial to apply for it in advance of your trip to ensure compliance with UK entry requirements.

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Who needs an ETA to travel to the UK?

In a nutshell, all citizens who can travel to the United Kingdom without a visa will need to obtain an ETA. Introduction of the system takes place in periods, with first batch of countries included in the pilot project using ETA since November 2023, to EU countries being eligible from April 5, 2025. Let's take a look at the timeline.

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Countries for which ETA is already required

The United Kingdom launched its ETA system in November 2023 for an initial pilot phase for citizens of Qatar. In February 2024, Saudi Arabia, Bahrain, the United Arab Emirates, Kuwait, Oman and Jordan (now removed from the program) joined the ETA program.

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Countries for which ETA will become available in November 2024

Nationals of 49 countries and territories will be able to apply for ETA authorisation from November 27, 2024. They can travel to the UK with an ETA from January 8, 2025.

Antigua and Barbuda. Argentina, Australia, The Bahamas, Barbados, Belize, Botswana, Brazil, Brunei, Canada, Chile, Colombia, Costa Rica, Grenada, Guatemala, Guyana, Hong Kong Special Administrative Region (including British national overseas), Israel, Japan, Kiribati, Macao Special Administrative Region, Malaysia, Maldives, Marshall Islands, Mauritius, Mexico, Federated States of Micronesia, Nauru, New Zealand, Nicaragua, Palau, Panama, Papua New Guinea, Paraguay, Peru, Samoa, Seychelles, Singapore, Solomon Islands, South Korea, St Kitts and Nevis, St Lucia, St Vincent and the Grenadines, Taiwan (if you have a passport issued by Taiwan that includes in it the number of the identification card issued by the competent authority in Taiwan), Tonga, Trinidad and Tobago, Tuvalu, United States, Uruguay.

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Countries for which ETA will become available in March 2025

Nationals of European Union, EEA and additional countries will be able to apply for ETA authorisation from March 5, 2025. They can travel to the UK with an ETA from April 2, 2025.

The countries include Andorra, Austria, Belgium, Bulgaria, Croatia, Cyprus, Czechia, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Iceland, Italy, Latvia, Liechtenstein, Lithuania, Luxembourg, Malta, Monaco, Netherlands, Norway, Poland, Portugal, Romania, San Marino, Slovakia, Slovenia, Spain, Sweden, Switzerland, Vatican City.

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Who cannot get an ETA

Not everyone is eligible to apply for an ETA. Citizens from countries that are not visa-exempt, meaning they do not have the privilege of entering the UK without a visa, must apply for a standard visa instead. The ETA system is not available for these nationals.

Citizens from the following countries need a visa and cannot apply for an ETA:

Afghanistan, Albania, Algeria, Angola, Armenia, Azerbaijan, Bangladesh, Belarus, Bolivia, Bosnia and Herzegovina, Burkina Faso, Burundi, Cambodia, Cameroon, Central African Republic, Chad, China, Congo, Cuba, Dominican Republic, Ecuador, Egypt, Equatorial Guinea, Eritrea, Ethiopia, Gabon, Gambia, Georgia, Ghana, Guinea, Haiti, India, Indonesia, Iran, Iraq, Ivory Coast, Jamaica, Jordan, Kazakhstan, Kenya, Kosovo, Kyrgyzstan, Laos, Lebanon, Lesotho, Liberia, Libya, Madagascar, Maldives, Mali, Mauritania, Mongolia, Montenegro, Morocco, Mozambique, Myanmar, Nepal, Niger, Nigeria, North Korea, North Macedonia, Pakistan, Palestinian Territories, Philippines, Russia, Rwanda, Senegal, Serbia, Sierra Leone, Somalia, South Africa, Sri Lanka, Sudan, Syria, Taiwan, Tajikistan, Tanzania, Thailand, Togo, Tunisia, Turkey, Turkmenistan, Uganda, Ukraine, Uzbekistan, Vietnam, Zambia.

You also do not need an ETA if you:

• Have a British or Irish passport
• Have permission to live, work, or study in the UK.
• Have a visa for entering the UK.
• Are not an Irish citizen but legally reside in Ireland and do not require a visa to enter the UK with your passport.

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Costs and validity of the ETA

The ETA will cost £10 (approximately €11.85) per applicant. Once granted, the ETA will be valid for two years and can be used for multiple trips to the UK. This is particularly beneficial for businesses that frequently send employees to the UK, as the ETA covers multiple entries within its validity period.

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What can you do with an ETA?

For companies sending employees on business travel or workation, the ETA permits stays in the UK for up to six months. During this time, employees can engage in various business activities such as meetings, conferences, or short-term projects. The ETA also covers entry for training purposes and can be used for workation, tourism or family visits.

However, it’s important to note that the ETA does not allow for long-term work or employment. If your employees are planning to work in the UK for an extended period, or if they fall under certain categories like creative workers or those on long-term assignment, they may need to apply for a different type of visa.

How to apply for an ETA

Applying for an ETA is a process that can be completed online. Applicants will need to provide personal information and details about their travel plans. The application also involves answering a series of security and health-related questions. Once submitted, the application is usually processed within 72 hours, and the ETA is electronically linked to the traveler’s passport.

Given the simplicity of the application process, it’s tempting to handle ETA applications internally. However, for businesses that manage frequent travel for multiple employees, it might be more efficient to outsource this task. WorkFlex offers a streamlined service for obtaining ETAs, ensuring that all applications are handled promptly and accurately, thus avoiding potential delays or issues at the border.

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What you, as an employer, should do about ETA now

As the introduction of the UK-ETA looms closer, employers need to start preparing now. Here are a few steps to ensure a smooth transition:

1. Educate your employees: Inform all employees who travel to the UK about the new ETA requirement. Make sure they understand who needs an ETA, how to apply, and what the process involves.
2. Plan ahead: Factor in the 72-hour processing time for ETAs when planning trips. Ensure that all necessary ETAs are applied for well in advance of travel dates.
3. Budget for costs: While the cost of an ETA is relatively low, it’s still an added expense. Decide whether your company will cover this cost for employees or if they will need to pay it themselves.
4. Update expatriate programs: If your company has long-term assignments in the UK, consider how the ETA requirement will impact these plans. You may need to adjust your expatriate programs to include support for visa and ETA applications.

Conclusion

The introduction of the UK ETA represents a new layer of complexity and administrative burden for international travel to the UK, especially for companies involved in frequent business travel or workations. By understanding who needs an ETA, the application process, and what activities are permitted under an ETA, businesses can avoid potential disruptions and ensure a smooth travel experience for their employees.

For companies looking to streamline the process, WorkFlex offers comprehensive visa and ETA services, ensuring your employees are travel-ready without the administrative burden. Contact us today to learn more about how we can assist you with all your travel authorization needs.