Persönliche Treffen stärken globale Tech-Teams
Moderne Tech-Unternehmen arbeiten oft global: Deutsche Firmen setzen auf das Know-how indischer IT-Profis, die meist remote tätig sind. Digitale Tools sind gut, aber persönlicher Kontakt ist Gold wert. Besuche im deutschen Büro stärken den Teamgeist, verbessern die Absprachen und oft auch die Arbeitsqualität. Häufig sind diese IT-Fachkräfte formal über einen 'Employer of Record' (EOR) in Indien angestellt, arbeiten aber fest für das deutsche Unternehmen. Wie organisiert man diese wichtigen Besuche korrekt und legal? Meistens ist das Schengen-Visum für Geschäftsreisen (Typ C) die richtige Lösung. Dieser Artikel erklärt, wie es funktioniert, worauf bei der Beantragung – gerade im EOR-Modell – zu achten ist und welche Regeln für alle Beteiligten gelten.
What is a Schengen Business Visa (Type C)?
The Schengen Business Visa is a short-stay visa (Type C). It allows citizens from third countries like India to enter the Schengen Area (which includes Germany) for a maximum of 90 days within any 180-day period.
Zweck des Visums – Warum "Geschäftsreise"?
Even if the IT professional works dedicatedly for the German company (via the EOR), the visit is considered a business trip under visa law. Why? Because the visa does not permit taking up local employment subject to social security contributions in Germany, but is intended only for short-term business activities. The developer remains formally employed by the EOR in India and returns there.
Permitted purposes include, for example:
- Attending internal meetings (project kick-offs, strategy planning).
- Workshops for joint development or process optimization
- Getting to know the German team and company culture.
- Receiving specific briefings or project-related training (as a participant).
- Visiting business partners or clients of the German company (as part of the role).
- Attending conferences or trade fairs.
Important Distinction: This visa is not a work visa (Type D). Anyone intended to work long-term in Germany and be integrated into the German social security system needs a different type of visa. Using a business visa for regular work is illegal.
Ensuring Visa Approval: Interaction in the EOR Model
The visa application requires teamwork between the German company, the EOR in India, and the developer. The applicant (developer) must prove: The purpose of the trip is legitimately business-related, funding is secured, and they intend to return to India on time.
Tasks of the German Company (as EOR client):
Formelle Einladung (Invitation Letter): On official company letterhead. Must contain
- Developer's details (Name, Date of Birth, Passport Number).
- Exact travel dates.
- Detaillierter Zweck des Besuchs: Konkret beschreiben, was geplant ist (z.B. "Teilnahme am Workshop zur agilen Methodik für Projekt Z", "Persönliche Abstimmung der Roadmap Q3/Q4", "Integration ins Kernteam durch gemeinsame Arbeitssessions"). Keine allgemeinen Phrasen!
- xplanation of the working relationship: Briefly explain that the developer works for the German company via the EOR [Name of EOR provider] and this visit serves to foster collaboration.
- Assumption of costs / Formal obligation letter (if applicable): If the German company covers travel/living expenses, state this clearly. A formal declaration of commitment ("Verpflichtungserklärung" according to §§ 66-68 German Residence Act), submitted to the local Foreigners' Authority (Ausländerbehörde), can be very helpful.
- Contact details of a representative in the German company.
Unterstützende Dokumente: Ggf. Handelsregisterauszug, kurze Projektbeschreibung.
Tasks of the EOR Provider in India (as formal employer):
Arbeitgeberbescheinigung: An official letter confirming:
- The developer is permanently employed by the EOR.
- Statement of position and salary
- Approval of the travel period for the business trip to Germany to the client [Name of German company].
This letter is crucial to prove the formal employment relationship in India!
Tasks of the Indian IT Specialist (Applicant):
- Visumantragsformular: Vollständig und korrekt ausfüllen.
- Gültiger Reisepass: Mind. 3 Monate über Reiseende hinaus gültig, mind. 2 leere Seiten.
- Passfotos: Biometrisch, aktuell.
- Reisekrankenversicherung: Schengen-weit gültig, Mindestdeckung 30.000 €.
- Flugreservierung: Hin- und Rückflug.
- Unterkunftsnachweis: Hotelbuchung o.Ä.
- Nachweis finanzieller Mittel: Eigene Kontoauszüge/Gehaltsnachweise ODER die Verpflichtungserklärung des deutschen Unternehmens.
- Arbeitgeberbescheinigung vom EOR: (Siehe oben).
- Nachweis der Verwurzelung in Indien: Belege für die Rückkehrabsicht (z.B. Familie, Eigentum).
Preparing for the Interview (if required):
An interview serves to verify the information provided. It is important to:
- Be clear about the purpose: Be able to explain consistently why the trip is necessary (meetings, workshops, etc. – matching the invitation letter) and that it's a business trip within the EOR employment framework.
- Have knowledge: Basic knowledge about the German company and one's own role in the project/team.
- Know travel details: Dates, accommodation, planned itinerary.
- Emphasize intention to return: Convincingly demonstrate ties (job with EOR, family, etc.).
- Be honest: Truthful answers are mandatory.
Permitted Activities in Germany (within the scope of the business trip):
The developer may perform activities that clearly serve the purpose of the visit and do not constitute taking up local employment. This includes: Meetings, workshops, team coordination, presentations, getting acquainted, receiving project-related training (as a recipient). They are working on their assignment for the German company, but under the umbrella of their employment with the EOR in India.
What to Avoid? Pitfalls and Compliance (especially in the EOR Model)
Strict adherence to the rules is crucial!
Prohibited for the Visa Holder:
- Taking up local employment: Getting employed in Germany or performing activities that go beyond the scope of a business trip.
- Staying longer than permitted: Overstaying the visa or violating the 90/180-day rule.
- Providing paid services to third parties.
What the German Company Must Ensure:
- Korrekte Einladung: Der Zweck muss der Wahrheit entsprechen und geschäftlicher Natur sein.
- Keine Scheinbeschäftigung: Keine Handlungen, die wie eine lokale Anstellung wirken (z.B. Eingliederung in deutsche Gehaltsabrechnung, Zuweisung dauerhafter operativer Aufgaben vor Ort).
- Keine direkte Vergütung an den Entwickler: Das Gehalt des Entwicklers wird weiterhin vom EOR-Anbieter in Indien gezahlt [...] Die Übernahme von Reise- und Aufenthaltskosten [...] darf aber keinen versteckten Lohncharakter haben.
- Einhaltung der Aufenthaltsdauer: Sicherstellen, dass der Entwickler fristgerecht ausreist.
- Klare Abgrenzung der Tätigkeiten: Die Aufgaben während des Besuchs müssen dem Zweck (Austausch, Koordination etc.) entsprechen.
- Dokumentation: Einladung, EOR-Vertrag (ggf. relevante Auszüge), Verpflichtungserklärung gut aufbewahren.
Violations can lead to serious consequences for the German company (fines, criminal proceedings). Seeking legal advice on immigration and employment law is recommended if uncertain.
Conclusion: A Valuable Tool – Also with EOR
The Schengen Business Visa is a good tool, even within the EOR model, to deepen collaboration between German companies and their Indian IT specialists. It enables important in-person meetings that advance teams and projects. The key is strict adherence to the rules: Careful application preparation with a clear presentation of the EOR setup, an unambiguous definition of the business purpose, and strict separation from unauthorized employment. Used correctly, it is a legal and effective way to make global hybrid teams successful.
For further questions, the team at Deeveloper.de is happy to assist.