Information for hosts

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Inviting international guests and employees and affiliating them with Saarland University

Inviting international guests and employees and affiliating them with Saarland University.

On these websites, we would like to provide you, as the welcoming hosts with, as much Information as possible so that you can prepare for your guest’s stay in the best possible way. The information below is therefore sorted by topic area. You can read through the information to find the relevant sections, as well as links to other sections.

Some points will be same for all target groups, while the others will only apply to specific cases. If you are unsure about certain topics, you can of course contact us at the Welcome Center anytime!

Please also refer your international guests/ employees to our websites, as they provide a lot of important information for them before and upon their arrival.

Visa, Residence Permit, and Work Permit

Guests, employees, and researchers who are citizens of an EU member state do not, of course, require any residence permits to live and work in Germany. New employees and guests from third countries (i.e., countries outside the EU) will normally require a visa (before arrival) and a residence permit (after arrival).

Important: In the case of an employment contract, employees from third countries without a valid residence and work permit may not be accepted at any time.

If an employment contract is concluded, it is mandatory for these employees to present a residence permit with a work permit. This work permit must be presented before starting work. International employees (i.e., people with an employment contract) from third countries may only begin work once they have presented a valid visa or residence permit for paid employment.

It is not legally permissible to commence employment before a residence permit has been issued and thus without a valid residence permit. This also applies if the employment contract has already been signed. All employment contracts contain a condition precedent requiring that the Human Resources Department receive a valid residence permit for Germany permitting the contractual employment before work can be commenced. Without this proof, employment cannot be commenced.

Citizens of certain countries (from so-called privileged countries, e.g. the USA, Canada, Australia, Japan, South Korea) can travel to Germany without a visa. However, we definitely do not recommend this approach, as employment can only begin after an application for a residence permit with a work permit has been submitted to the Foreigners’ Office in Lebach. This may take several weeks and will inevitably lead to delays in the start of employment. On the other hand, upon arrival with a valid visa, work can be commenced immediately. Entry with a visa is generally less stressful for new employees, as visas are often granted for one year. This means that initially, no additional foreign legal formalities are required, but only after a few months once the new employees are well settled in.

Should new employees arrive without a visa, we strongly advise that you, as the host (and/or the employees), get in touch with the Welcome Center so we can assist you.

If the residence permit expires during employment, an extension must be applied for in a timely manner at the foreigners’ office. In particular, for shorter employment contracts, the validity of the residence permit is often tied to the duration of the contract. Therefore, when extending a contract, the residence permit should always be considered. If the residence permit (and consequently the work permit) has expired and no valid extension has been granted, employment must be immediately suspended until a new permit is issued.

We therefore strongly recommend initiating the necessary extension of the residence permit 2–3 months before the expiration of the current documents.

Even if international employees change their place of residence within Germany, it may still be necessary to contact the Foreigner’s office in Lebach. Even if the residence permit is still valid, the supplementary sheet (Zusatzblatt) of the permit must be checked, as the permit may need to be adjusted to the new employer.

The transfer of the file from the previous to the new foreigners’ office can take several weeks. During this time, delays in processing may occur, meaning that employees may, under certain circumstances, not be permitted to start or continue their employment immediately. Hosts should therefore discuss planned moves or changes of employer with those affected at an early stage and initiate timely contact with the foreigner’s office (if necessary, with the support of the Welcome Center).

We provide information on visas and residence permits for new international guests, employees and students:

Visa

Residence Permit

Admission Agreement and Declaration of Employment

Good to know: International employees never need both documents at the same time. For visas and residence permits for researchers (§18d of the German Residence Act), the Admission Agreement is the relevant document. For visas and residence permits for employment and for the EU Blue Card, the Declaration of Employment is required.

If you are expecting a guest who intends to apply for a visa for research purposes, a so-called Hosting Agreement will be required.

This applies to guest researchers but may also apply to employees and doctoral candidates if they enter Germany on a researcher visa or apply for a researcher residence permit in Germany.

The template for the Admission Agreement is available for download from the BAMF:

Template for the Admission Agreement

You can fill out and prepare the document together with your guest. Please complete the Host Agreement to the greatest extent possible, as information particularly regarding the scope of the activity and the objectives of the research project can only be defined by you as the host in cooperation with the guests.

Important: Signing authority is assigned centrally and depends on the financing of the stay.

If an employment contract is concluded, the document must be signed by Department P. Ideally, please submit it together with the documents required for the preparation of the employment contract.
If the stay is financed through a scholarship or other means (e.g. self-financing), Department IB is responsible for signing. In this case, please send the pre-completed document to the Welcome Center (welcome(at)uni-saarland.de).

We are happy to assist you with any questions regarding the completion of the document.

A so-called “Declaration of Employment” may be required for the employment of international staff members who apply for a visa or residence permit for employment purposes.

The declaration confirms the position the individual will hold at the university (e.g. research associate), describes the working conditions, and ensures compliance with all requirements under residence law and labor law.

The template for the Declaration of Employment is available for download from the Federal Employment Agency:

The template for the Declaration of Employ

This document is issued by Department P and serves as the basis for the review by the Federal Employment Agency and, if applicable, the foreigner’s office. Please contact your designated contact person responsible for the preparation of employment contracts in this matter.

Letter of Invitation

In most cases, international employees and researchers require a letter of invitation from the host institution in order to enter Germany and commence their work at the university.

This document is essential for the visa application and for the subsequent residence permit.

The letter of invitation confirms that the individual has been invited by an institution of Saarland University and contains information on the duration, purpose, and framework of the stay (e.g. research, teaching, internship, employment).

Full name, date of birth, and place of birth
Name of the hosting institution and the responsible person
Duration of the stay with the exact end date
Type of activity or purpose of the stay (e.g. postdoctoral position, doctoral studies, scholarship-funded research stay, etc.)
If a position is taken up: expected salary, if applicable including the pay scale level
For scholarship holders: indication of the monthly scholarship amount
Information on accommodation: whether accommodation has already been arranged, possibly in a guest house; whether the accommodation is paid for by the employer
Information on the required language skills for the stay (German and/or English) and confirmation that the individual has sufficient language proficiency

The Welcome Center can provide a template for an invitation letter upon request. We are also happy to advise you if there are any uncertainties regarding the wording.

The letter of invitation should be prepared as early as possible, as it is required for the visa application in the home country. Please ensure that the information stated in the invitation letter (e.g. duration of stay, financing) corresponds to the actual contract or agreement documents.

Important: The invitation letter does not replace a contract; it merely serves as formal confirmation of the purpose of the stay so that an appointment with the embassy/foreigner’s office can be arranged at an early stage.

What documents should my new employees/guests bring with them?

The following documents should be brought from the home country as a matter of urgency:

Certificates (Bachelor’s, Master’s, Doctorate), with translations if required. Either the original documents or officially certified copies must be provided.
Birth certificate: A birth certificate is required for employment in the public sector. A translation must be submitted if applicable.
If applicable: Marriage certificate (original or certified copy) and, if necessary, a translation of the certificate.
If applicable: Birth certificates of accompanying children (original or certified copy) and, if necessary, a translation of the certificate.

In addition, we recommend:

International vaccination certificate, if applicable
International driver’s license, if applicable
Your child’s most recent school report, if applicable
Copies of all documents that you have submitted in advance or will bring with you
If you use foreign health insurance: Insurance documents, preferably with a German or English translation.
Please note: Persons who receive an employment contract at the university are generally subject to social security contributions and are therefore required to join the German statutory health insurance system.
Medical documents relating to illnesses or disabilities, if applicable. Please feel free to contact our contact point for studying and disability (also available for employees and teaching staff).

Affiliation of Guest Researchers

Even if international guest researchers (visiting scholars) do not have a regular employment contract, a formal affiliation with the university is required. This affiliation defines rights and obligations, facilitates administrative procedures, and ensures transparency for both the guests and the host institution.

For this purpose, a so-called Guest Researcher Agreement should be concluded between the university and the guest researchers. This enables researchers to collaborate with the university in teaching and/or research even in the absence of an employment relationship. Such an arrangement typically includes access to university infrastructure (e.g. office space, library, technical equipment), the possible provision of a HIZ ID and UdS card, and support by the Welcome Center. This registration is, of course, free of charge.

Why is this Affiliation important?

The Guest Researcher Agreement defines the status of the guest researchers, their obligations (e.g. mandatory registration, insurance, data protection), and the services provided by the university or available to the guest researchers.

Registering your guest researchers provides legal clarity: even in the absence of an employment contract, a formal agreement is established regarding the duration of the stay, access rights, and general conditions. Registration enables access to university resources such as libraries, IT accounts, and university sports facilities etc. It also facilitates administrative procedures, insurance matters, and, where applicable, visa or residence permit requirements, as an institutional contact person is available. Furthermore, registration offers a certain degree of protection for both the university and you as the host with regard to liability issues and provides a framework for matters relating to intellectual property.

In addition, registered guest researchers (depending on the length of their stay) may benefit from the Job Ticket, university sports, and German language courses for employees.

Registration for guest researchers should be prepared at an early stage, preferably at least a few weeks before the planned start of the stay. Please feel free to contact the Welcome Center if you are expecting guests. Guest researchers may also register directly with the Welcome Center: Registration for Guest Researchers.

Scholars holding scholarships (e.g. DAAD, Humboldt Foundation, EU programmes)
Researchers funded by their home institution or by third-party funding who come to Germany for a research stay
Professors and teaching staff participating in exchange programmes or research collaborations who are involved in teaching or projects at the university
Postdoctoral researchers integrated into existing research groups as “Visiting Scholars” or “Guest Researchers”.
Short-term stays by researchers (e.g. guest lectures, summer schools, Erasmus+ staff mobility, research stays of a few weeks), provided there is an academic affiliation with the university

Accommodation

Particularly for international guests, it is usually necessary to arrange temporary accommodation before their arrival. This enables them to arrive safely in Germany and, ideally, to register an initial address with the local registration office (Bürgeramt). Opening a bank account, obtaining a tax identification number, and receiving a salary all depend on having a registered address in Germany.

Saarland University has five guest houses (four in Saarbrücken and one in Homburg). Further information is available on the guesthouse webpages.

Please enquire about availability at an early stage, as experience has shown that guesthouses are quickly booked up, even well in advance.

The houses are usually rented out for a maximum of 6 months. However, this period usually provides sufficient time to find permanent accommodation in Saarbrücken or Homburg for longer stays (e.g. for the new employees).

If it is not possible to reserve accommodation in a guest house, please feel free to contact the Welcome Center. We regularly receive offers from the private housing market and can also provide general support in the search for accommodation.

International Interns

An internship may be carried out either as a mandatory internship as part of a degree programme or as a voluntary internship. The legal requirements vary depending on the type and duration of the internship.

Important: Saarland University currently does not offer paid internships. This also applies if you, as the host, could in principle provide the funds. For unpaid internships, it is therefore essential to consider the applicability of the statutory minimum wage.

In general, student internships with a duration of up to three months are not subject to the minimum wage. In the case of mandatory internships (proof required in accordance with the study regulations), the duration may be extended to up to six months. Voluntary internships must therefore not exceed a duration of three months.

Information on internships, as well as templates for concluding an internship agreement, can be found on the intranet pages of Department P. Department P is also the contact point for all questions relating to internship agreements.

Important: For international interns from third countries, the requirement for a visa or residence permit must also be taken into account. If you have any questions regarding this matter, please feel free to contact us in Welcome Center.