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4 min read

Business Travel Visas: Guide to Fast, Compliant Employee Travel

Immigration

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Author

Jemima Owen-Jones

Last Update

July 23, 2025

Table of Contents

What is a business travel visa?

What types of business travel visas are available?

How to apply for a business travel visa

What are the compliance risks of business travel visas?

How long does it take to process business travel visas?

Simplify global talent mobility with Deel Immigration

Key takeaways
  1. Business travel visas come in three main types: ETAs, e-visas, and consular visas. Choosing the right option depends on your destination, trip length, and visa purpose.
  2. Business travel visas require careful planning and support from tax and immigration experts to avoid compliance risks. These risks could lead to tax exposure, immigration violations, and permanent establishment issues.

Business travel isn’t always planned; it’s often reactive. A last-minute client meeting. An urgent project kickoff. A high-stakes negotiation that can’t happen online.

Suddenly, you’re racing to secure the right visa with little room for error.

Every destination has its own visa categories and compliance rules. Simple mistakes, like overlooking local restrictions, can turn a short business trip into an immigration violation, unexpected tax exposure, or even permanent establishment risk.

In this guide, we’ll break down the essentials of business travel visas. We’ll address the risks you need to be aware of, and how to overcome them with the right strategy and support.

See also: Centralized Global Mobility Management for Large Organizations

What is a business travel visa?

A business travel visa is a non-immigrant temporary permit that allows an individual to enter a foreign country for specific work-related activities, such as:

  • Attending meetings or consultations
  • Participating in business conventions or conferences
  • Negotiating contracts

However, it does not allow the individual to engage in local employment or earn income from local sources.

The definition of business travel and visa requirements vary by country. For example, some countries may require a local sponsor or a letter of invitation from the host business.

It’s important to confirm the specific requirements with the destination country’s embassy or consulate to avoid delays or non-compliance.

See also: How to Get the Best Global Talent for Your Startup With EOR Visa Sponsorship

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What types of business travel visas are available?

Business travel visas fall into three broad categories, each differing in requirements, processing timelines, and average validity.

Electronic Travel Authorization (ETA)

An ETA is a digital entry requirement for nationals of visa-exempt countries. It is linked electronically to the traveler’s passport and allows multiple entries over a set validity period. However, each individual stay is limited to a fixed number of days, depending on the country.

For example, the United Kingdom’s ETA permits up to six months per visit. It is valid for two years or until the passport expires, whichever comes first. Australia’s ETA allows visits of up to three months per stay and is valid for 12 months or until the passport expires.

ETAs are processed through automated systems. Approval can take as little as one hour. This makes them well-suited for short-notice or last-minute business trips.

Legally, ETAs are not visas. If denied, the employee can still apply for a standard visa.

E-Visa

An e-visa is an electronic visa that travelers apply for online. It’s a digitized process that streamlines the visa application and reduces manual work. This creates a shorter process with less paperwork. However, immigration officials still assess the application manually, and it can take several days.

E-visas have a short validity period. For example, Vietnam’s e-visa is valid for 90 days. Russia’s unified e-visa is valid for 60 days from the date of issue and allows a maximum stay of only 16 days.

Consular visa

A consular visa is a traditional visa obtained through a country’s consulate or embassy.

Applicants often need to schedule an appointment, complete detailed forms, provide supporting documents, and attend an in-person interview.

Some consulates allow submission through authorized third parties or by mail. But others, such as US embassies processing B-1 business visas to enter the United States, require the applicant to appear in person.

Due to the formal review and interview process, consular visas take longer to process than ETAs or e-visas. However, they often offer longer validity and greater entry flexibility.

For example, business travelers from the US or Canada applying for China’s M visa may receive consular visas valid for up to 10 years, with multiple entries allowed.

See also: How HR Can Streamline Visas & Immigration for Global Talent

How to apply for a business travel visa

The business travel visa application process generally includes the following steps, though requirements can change depending on the destination:

1. Check eligibility and visa requirements for the destination country. Visa rules vary based on the traveler’s nationality, permanent residency status, purpose of visit, and duration of stay.

2. Gather required documents. Commonly requested documents include:

  • Valid passport
  • Completed visa application form
  • Passport-size photographs
  • Invitation letter from the host company detailing the business purpose
  • Travel itinerary, including flight and accommodation details
  • Proof of employment or company affiliation
  • Proof of sufficient funds
  • Business registration documents of the inviting company

3. Submit the visa application to the appropriate consulate, embassy, or online portal.

4. Pay the applicable visa fees.

5. Wait for visa processing. Processing times vary by visa type and country of application.

6. Receive your visa. This may be issued as:

  • A physical visa sticker in your passport (for consular visas)
  • A digital visa received by email (for e-visas)
  • An electronic authorization linked to your passport (for ETAs)

See also: Best Global Mobility Software 2025: 8 Must-Have Features

What are the compliance risks of business travel visas?

Business travel visas have strict limitations. Even short visits can carry significant compliance risks if the traveler engages in activities that go beyond what’s permitted.

Here are key areas to monitor when sending employees abroad on business visas.

Unauthorized activities

A common compliance risk is engaging in work that exceeds the scope of a business visa. These visas allow only passive business functions, such as attending meetings, conferences, or brief training sessions.

Visa holders should not:

  • Perform any hands-on or productive work, even if unpaid
  • Receive income from a local source or engage in activities that resemble local employment
  • Work from the company’s local office, client sites, or project locations
  • Manage or supervise local staff in a way that creates employer-employee obligations under local labor laws
  • Engage in activities that lead to local business operations, such as setting up a branch, negotiating leases, or overseeing hiring
  • Use the business visa to perform operational tasks outside of meetings, negotiations, or training sessions

Crossing these lines can result in immigration violations, fines, or future visa denials.

How to address this risk:

Ensure every trip is backed by a clear travel purpose that aligns with what the business visa legally permits. Educate your employees on what they can and cannot do while abroad, and review itineraries before travel to catch any red flags.

If planned activities fall outside legal limits, apply for the appropriate work authorization instead.

Tax implications

Many travel managers and companies underestimate the tax risks tied to short-term business travel. Depending on the country, obligations may arise due to:

  • Number of days physically present
  • Type of work performed
  • Economic or habitual ties formed during the visit

If the employee meets the thresholds, they may become a tax resident in the host country, leading to income tax filings, social security contributions, and employer reporting obligations.

In Canada, a person may become a deemed tax resident after spending 183 days or more in the country in a calendar year. However, this does not apply if they are a resident of another country under a tax treaty with Canada.

In Australia, a person can become a tax resident even without reaching 183 days, under the “the resides test.”

This test considers factors like the person’s behavior, intentions, and integration into Australian life. Tax authorities may treat your employee as a tax resident if they adopt a settled routine similar to their normal lifestyle.

How to address this risk:

Consult a local tax advisor before approving international business travel, especially for extended stays or revenue-related work. This ensures you understand potential tax exposure for both the company and employee and can take the necessary steps to avoid unexpected tax liabilities.

Permanent establishment (PE) risk

Regular or high-value business travel can trigger permanent establishment risk. If authorities determine that your business has a consistent and ongoing presence in the country, they may treat it as a taxable local entity.

Failure to report presence or activity can result in corporate tax obligations, local registration requirements, or financial penalties.

Your employee could create PE risk if they:

  • Habitually negotiate or finalize contracts on behalf of the company
  • Conduct sales meetings that directly lead to revenue
  • Perform core business functions tied to the company’s income
  • Visit frequently or stay long enough to resemble an ongoing local operation

How to address this risk:

Limit the scope and frequency of international travel for roles involving client-facing, revenue-generating, or strategic activities. Avoid assigning tasks that resemble long-term presence as well.

In the case of ongoing local work, consider moving to a compliant work visa under a proper employment structure. Options include:

  • Deel Employer of Record service: Deel becomes the legal employer and sponsors the employee’s work visa through one of its local entities. We handle local payroll, tax compliance, and immigration filings on your behalf
  • Entity setup: If you’re planning long-term operations, Deel can help you set up a local entity. We manage the incorporation process and ensure full compliance with local tax, payroll, and registration requirements

See also: How to Compliantly Send Employees Abroad to Test Markets

A1 certificate requirements

An A1 certificate may be required for employees traveling within the European Union (EU), European Economic Area (EEA), or Switzerland. This document confirms which country’s social security system applies during the assignment and prevents double contributions.

As the employer, you are responsible for applying for the certificate on behalf of your traveling employee. The employee should carry it during the trip.

The certificate covers assignments up to 24 months. If the employee’s stay extends beyond this, they may need to apply for an extension or switch to the host country’s social security system.

Failure to secure an A1 certificate when required can result in penalties and unexpected social security liabilities.

See also: International Business Travel Insurance for Global Teams

How long does it take to process business travel visas?

Processing times for business travel visas vary widely depending on the destination country, visa type, and the applicant’s nationality.

ETA visas have the shortest processing times, followed by e-visas. Consular visas take the longest.

Electronic Travel Authorization

Average processing time: 72 hours

Examples:

  • United States (ESTA): 72 hours
  • Israel (ETA-IL): 72 hours
  • Australia (ETA 601): 72 hours

E-visas

Average processing time: 1 to 4 weeks

Examples:

  • Thailand (Non-Immigration B Visa): 2 to 4 weeks
  • UAE (Visit Visa): 3 to 30 days
  • Kenya (E-visa): 4 weeks

Consular visas

Average processing time: 2 to 6 weeks

Examples:

  • Germany (Schengen C Visa): 2 to 6 weeks
  • China (M Visa): 4 weeks
  • Hungary (Schengen Visa): 4 to 8 weeks

See also: US Visa Denials, Refusals, Rejections, and Other Roadblocks

Simplify global talent mobility with Deel Immigration

Navigating global business travel can be complex, but Deel makes international workforce management seamless. Our expert team combines deep local knowledge with an AI-powered platform to support every step of your organization's cross-border journeys.

Deel’s specialists can help assess travel requirements, confirm eligibility, and recommend the most efficient pathways for your team’s international assignments. With a dedicated case manager, you benefit from real-time status updates, automated compliance alerts, and centralized documentation for all your company’s mobility needs—including work-related visas.

Whether you’re expanding into new markets or coordinating short-term business travel, Deel’s network and guidance help you stay compliant and streamline your internal processes. You’ll also gain access to local immigration experts and resources across 150+ countries, supporting your HR and legal teams from start to finish.

Schedule a free consultation today to see how Deel can simplify talent mobility for your organization.

FAQs

It depends on the destination country’s requirements. Some consulates may request legalized or apostilled documents, especially for long-term visas or corporate documents. Translations may also be necessary if the documents are not in the destination country’s official language.

However, for most short-term visits, such as attending meetings or conferences, many countries only require basic documents like a passport and an invitation letter, without the need for legalization.

In most cases, yes. Employees usually need a business visa to travel internationally for work-related activities. However, if the destination country offers a visa waiver program, eligible travelers do not need a visa and can instead enter with an Electronic Travel Authorization.

Business travel visas allow short-term, non-technical business activities such as:

  • Attending meetings or negotiations
  • Participating in conferences, seminars, conventions, or trade shows
  • Receiving short-term training
  • Visiting clients’ offices without delivering services or performing hands-on work
  • Observing business operations when the activity is strictly observational
  • Conducting market research

Business travel visas:

  • Permit short-term, non-productive activities such as meetings or training
  • The traveler is paid by the home country employer or may be unpaid
  • Does not provide legal authorization to work or earn income in the host country

Work visas:

  • Allow hands-on work, local employment, or long-term assignments
  • Employee is paid by a local employer
  • Provide legal authorization to work and receive income locally

In some cases, yes. But it depends on the destination country’s immigration rules. Certain countries allow a change of status from business to work visa while the employee is in-country. Others require the employee to return to their home country to apply.

To switch to a work visa, the employee should:

  • Meet the host country’s eligibility requirements
  • Have a valid job offer from a local employer
  • Obtain employer sponsorship or an approved petition
  • Submit required documents and pay application fees
  • Comply with local procedures and timelines

A business visa allows entry into a country for short-term and passive work-related activities such as meetings, conferences, or training.

A tourist visa is intended for personal travel, such as vacations, sightseeing, or visiting friends and family. You cannot use it for business purposes.

Using the correct visa type helps avoid entry denials, fines, or legal complications.

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About the author

Jemima is a nomadic writer, journalist, and digital marketer with a decade of experience crafting compelling B2B content for a global audience. She is a strong advocate for equal opportunities and is dedicated to shaping the future of work. At Deel, she specializes in thought-leadership content covering global mobility, cross-border compliance, and workplace culture topics.