Employment as Research Staff (WP) at Ghent University

The term “WP” refers to the Dutch designation Wetenschappelijk Personeel (“Research Staff”). Research staff includes all (postdoctoral) researchers employed under a contract with Ghent University.

When you are hired as a researcher at Ghent University, you will sign an employment contract. This contract is an agreement between you and the university to conduct research or perform related activities:

• with the aim of obtaining a doctoral degree;
• or as a (postdoctoral) researcher to conduct in-depth academic research contributing to the curriculum, or to carry out a structural, supportive, or coordinating scientific assignment (e.g. project leader, clinic assistant);
• or within a specific research or teaching project;
• or as a temporary replacement for a research staff member, tutor, language instructor, didactician, lecturer, or researcher on sabbatical leave.

Contract duration

The employment contract may be for a fixed term (maximum total duration is 2 years, fixed-term contracts can be renewed up to three times provided each contract lasts at least three months with a total of maximum 4 fixed term contracts) or for an indefinite term.
The duration is determined by the promoter or professor who obtained the funding for the position. Depending on the type and duration of the contract, a vacancy procedure may be required.

The contract is subject to Belgian social security and personal income tax. Ghent University acts as the employer for all social security obligations.

Your obligations as an employee

As an employee, you are required to:

• Perform the work personally: Carry out the agreed tasks personally, following the employer’s instructions and within the agreed working hours.
• Comply with instructions and policies: Follow all lawful orders, internal rules, and workplace policies (e.g. safety, IT use, confidentiality).
• Maintain confidentiality: Do not disclose confidential information obtained in the course of your work, during or after employment.
• Act loyally and in good faith: Serve the employer’s interests, avoid conflicts of interest, and refrain from competitive activities.
• Take care of university property: Use university resources properly and return them at the end of employment.
• Respect working time and absence procedures: Observe working hours, report absences properly, and provide medical certificates when required.
• Comply with health and safety regulations: Contribute to a safe and healthy work environment and follow all related procedures.

In addition to the employment contract, the following regulations apply:
the Regulations for Academic Staff (WP Regulations), the Valorisation Regulations, the Laboratory and Workshop Regulations, the Work Regulations, the Ghent University Regulations concerning Administrative Leave and Absences, and the Commuting Allowance Regulations.
Other regulations may apply depending on your specific situation. All regulations are available on the Ghent University portal.

Social security and taxes

The Belgian social security system applies to your salary calculation. In cases of international mobility, EU Regulation 883/2004 on social security coordination applies.

A withholding tax is deducted from your salary, as personal income tax must be paid in Belgium. UGent only withholds taxes at source of income. The final taxation is determined by the Belgian tax authorities by filling a personal tax document as resident/non-resident. Personal income tax is calculated as a Belgian resident, provided you maintain a valid Belgian residence during the period of employment. If you move abroad, taxation may also apply in your new country of residence, and Belgian withholding tax will be calculated under non-resident status. Ghent University is not responsible for any additional personal income tax due after moving abroad.

Changes in personal data

If your address, family status, or bank account number changes, you must inform HR without delay.

Legal residence requirements

Employees of non-Belgian nationality must obtain a single permit (Annex 46), which serves as the basis for a visa to enter Belgium and, subsequently, a Belgian residence permit to start employment.

The single permit and residence permit must be renewed on time. Failure to do so results in the automatic termination of the contract by law.
Renewal must be initiated at least 15 days before the expiry date at the city hall of your place of residence in Belgium. Physical presence in Belgium is required for this procedure.

EEA nationals with a contract exceeding 3 months must also obtain a valid Belgian residence permit from their local municipality.

UGent provides administrative support for the application process via the International Staff Office.

Signing procedure

Belgian nationals and international staff who already hold a Belgian residence permit will sign the contract online and receive an email with the necessary link.

International staff arriving from abroad will sign the contract in person at the HR Department:

Sint-Pietersnieuwsstraat 25, 9000 Ghent - Rectorate 1, first floor – office 016

You will receive the following documents:

• Two Dutch copies of the contract (one for HR, one for you)
• One English template version for your reference
• A Dutch confirmation letter to apply for your Belgian residence permit
• A Dutch letter to open a Belgian bank account

Cards and access badge

At your welcome meeting, you will receive a staff card and an access badge (tag).

• The staff card gives you access to printing facilities, allows you to borrow books from university libraries, and provides discounts at university restaurants and the sports centre.
• The access badge (tag) allows you to enter university buildings, car parks, and bicycle parking areas.

To activate your badge, please contact your department secretary.

Doctoral Researchers: If your contract is related to the pursuit of a doctoral degree, you must also register as a doctoral student. You will receive a student card, issued by the Registrar’s Office and sent directly to your workplace. The student card grants access to various student-related services at Ghent University.