What the new EU Entry/Exit System means for business travelers

The EU Entry/Exit System (EES) is a new digital border initiative due to begin in late 2025. It aims to streamline border management across the Schengen Area through digital registration and biometric checks for all non-EU nationals.

In this guide, we’ll explain how the EU’s EES system will work, giving businesses the information needed to verify compliance with all visa and traveler data requirements. For frequent business travelers, understanding the EES rules will minimize potential delays for a more efficient border crossing.

What is the EU Entry/Exit System and how will it work?

The Entry/Exit System will apply to both visa-exempt travelers and short-stay visa holders from non-EU countries. Once operational, the system will replace manual passport stamping with a fully digital entry and exit process. The new EES rules will apply to many business travelers visiting the EU for short-term stays of up to 90 days.

Operated primarily through self-serve kiosks, the system will register:

1. Traveler name
2. Travel document type and details
3. Biometric data
4. Date and place of entry and exit

Any entry refusals will also be recorded for improved tracking and control of overstays. Authorities will receive real-time alerts when travelers exceed their permitted stay.

What is the purpose of the Entry/Exit System?

The EES is a key component of the Smart Borders initiative, designed to optimize movement in and out of the Schengen area. The primary purpose of the EU’s Schengen Entry/Exit System is to streamline border management while improving security.

According to the EES website, benefits of the system will include:

• Combating identity fraud with biometric data
• Combating terrorism and organized crime with advanced identity verification
• Improving the traveler experience through efficient border checks
• Creating a centralized record of visitor entries, exits, and entry refusals
• Promoting real-time information sharing across the EU

For business travelers, benefits include reduced waiting times. With automated digital border control kiosks, lines move quicker.

For organizations, it improves compliance with visa requirements with more precise information about authorized stays.

When is the Entry/Exit System start date?

A specific Entry/Exit System start date isn’t available yet, though it’s expected to launch in October 2025. Originally scheduled to start in 2022, the project has been delayed several times due to technical issues.

Once determined, the European Union will announce the specific Entry/Exit System start date with some advance notice. According to a March 2025 update from EU Home Affairs Ministers, the EES will most likely be rolled out in progressive stages rather than all at once. This approach gives border authorities more time for live testing and adjustments.

What countries are part of the EES?

The EES is made up of 29 countries across the Schengen Zone.

These include Austria, Belgium, Bulgaria, Croatia, Czechia, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Iceland, Italy, Latvia, Liechtenstein, Lithuania, Luxembourg, Malta, Netherlands, Norway, Poland, Portugal, Romania, Slovakia, Slovenia, Spain, Sweden, and Switzerland.

Who does the Entry/Exit System apply to?

The system applies to all visitors from non-EU countries visiting one of the 29 EES countries on a short stay. The EES rules define a short stay as up to 90 days within any 180-day period.

It applies to all business travelers from all non-EU countries who either:

1. Don’t need a visa for short stays in European countries
2. Need a short-stay visa to travel to European countries

Although Cyprus and Ireland are part of the European Union, they’re not Schengen countries, so the EES rules won’t apply at the borders. Instead, passports will still be stamped manually.

Who does the EES not apply to?

The new EU Entry/Exit System doesn’t apply to EU nationals.

There are additional circumstances where the EES rules might not apply. Some examples include:

• Non-EU nationals immediately related to an EU national who holds a residence card
• Travelers who hold a residence permit or long-stay visa
• Non-EU nationals taking part in an intra-corporate transfer or research exchange program
• Cross-border workers granted exemption from border checks

This list isn’t exhaustive, and the rules are frequently updated. Before traveling to the EU for work, it’s best to visit the EES website for the most current information.

What is the difference between EES and ETIAS travel authorization?

The EES is being launched in tandem with the European Travel Information and Authorisation System (ETIAS). While both are designed to strengthen border security and efficiency, the ETIAS is a different system.

Here are the key differences that business travelers should be aware of:

Visas:

• The EES applies to visa-free and visa-required travelers
• The ETIAS is only available for visa-free travelers

Countries:

• The EES applies to 29 Schengen countries
• The EU ETIAS applies to all 29 Schengen countries as well as Cyprus

Timing:

• The EES registers travelers at the border
• The ETIAS is applied for in advance

Details

• The EES collects traveler entry and exit data as well as biometrics, including fingerprints and facial image
• The ETIAS collects personal details including occupation, address, passport details, and travel history

Launch date

• The EES will be launched before the EU ETIAS

How will EES rules impact business travelers?

Though the EU EES system isn’t in effect yet, businesses can start preparing travelers for upcoming requirements. Here are several ways the new rules could impact employees traveling for work.

1. Delays during the implementation phase

Once it’s up and running, the new EU Entry/Exit System should make border crossings more efficient. Manual passport checks will be replaced by biometric verification, enabling border control lines to move faster. Although travelers must undergo a biometric scan when entering or leaving the EU, this data will be stored in the EES database for swift, automated processing on future visits.

As with any widescale IT rollout, business travelers can expect some initial delays. Keep this new system in mind when planning business trips to the EU in late 2025 or early 2026, and pad your schedule with some extra time in case of delays.

2. Real-time monitoring of short-stay limits

For business travelers who frequently travel to Europe for meetings and conferences, it will be more important than ever to track days spent in the Schengen zone. Short-stay rules permit visits up to 90 days within any 180-day period. This rule isn’t changing, but manual passport stamping can lead to accidental overstays due to human error.

By contrast, the new digital system will be extremely precise. With a central EES database automatically tracking all entries and exits, there’s no leeway for overstays. All days spent will be calculated in real time, which you should factor into all your travel plans. Preventing visa overstays is one of the EES’s primary purposes, and business travelers who break the rules could be subject to financial penalties or entry bans. As part of risk management, it’s vital for businesses to keep short-term trips within the limit.

3. Biometric data collection and security issues

With the EU Entry/Exit System, all non-EU travelers must provide facial images and fingerprints. This biometric data will be stored in accordance with the EU’s data protection laws, including GDPR.

Some business travelers may feel wary about their personal data being kept. Businesses should ease these concerns by advising team members about security measures, as well as by explaining how the data will be used.

How business travelers can prepare for the Schengen Entry/Exit System

Individual business travelers can also take some preparatory steps before visiting the EU under the new EES framework.

1. Review the EES rules before traveling to familiarize yourself with biometric procedures and required paperwork.
2. Add up and track your travel dates with the 90-day rule in mind.
3. Review your travel documents, like passports and visas, to make sure they match booking details.
4. Add EES apps like Travel to Europe to your business trip packing list, which allow you to pre-register travel document data and facial images to speed up entry times.

How to update corporate travel policies for the new EU Entry/Exit System

With both the EES and EU ETIAS systems on the horizon, now is the time for businesses to start planning.

Start by reviewing and updating corporate travel policies to reflect these changes.

• Make it clear in your travel management policy who will be responsible for verifying that travelers are within their permitted 90-day limits, and how this will be tracked.
• Employees should also be informed that their biometric data will be collected, and what this entails.
• Fine-tune travel booking processes to accommodate border delays during the EES implementation phases.
• It’s worth evaluating travel delays and data security as part of a full risk assessment.

Staying compliant with the Entry/Exit System

The EES promises a more efficient border control experience, though the initial rollout may cause longer wait times.

Advanced data collection at the border means businesses need to be proactive and organized when it comes to corporate travel planning. This starts with updating travel policies to reflect the new requirements, then communicating these changes to all stakeholders.

It's also worth using business travel management solutions like Tripeden.com for Business to store and manage bookings in a single, accessible platform. This facilitates more accurate itinerary tracking, so you can prevent costly overstays with an overview of traveler movements.