EES & ETIAS: What’s the Difference and Who Is Affected?

The European Union is preparing to modernise the management of its external borders with the introduction of two new systems: the Entry/Exit System (EES) and the European Travel Information and Authorisation System (ETIAS).

These mechanisms aim to strengthen security, enhance digitalisation, and improve the management of migratory flows. By replacing manual passport stamping and introducing an electronic travel authorisation, the EU seeks to harmonise border controls and address current mobility challenges.

After several postponements, authorities now indicate that EES will come into force in October 2025, and ETIAS by the end of 2026.

What is the EES?

Once launched, the Entry/Exit System will replace manual passport stamping with an automated IT system that records each crossing by third-country nationals travelling for short stays when they enter or exit the external borders of participating countries:

Although Cyprus and Ireland are EU members, they will not implement the EES and will continue stamping passports manually.

Travellers will pass through electronic gates or staffed checkpoints where their passport and biometric data are scanned and recorded. The system will collect and store information such as:

• Passport details (full name, date and place of birth, etc.)
• Date and location of each entry and exit
• Biometric data (facial image and fingerprints) — required only on first entry
• Any previous refusals of entry

These data will be retained for three years and accessible to Schengen Member State authorities via a centralised database.

The system will apply to air, land, and sea borders.

Who Will Be Affected by the Entry/Exit System?

The EES will apply to non-EU nationals travelling for short stays of up to 90 days within any 180-day period, including both travellers who require a Schengen short-stay visa, such as nationals of Morocco, Algeria, India, or China, and those who are visa-exempt, including citizens of the USA, Canada, and the UK.

The EES will not apply to:

• EU, Schengen, and EFTA citizens (Iceland, Norway, Switzerland, Liechtenstein)
• Long-term residents in the EU (holders of residence permits or long-stay visas)
• Holders of diplomatic passports and members of international organisations
• Travellers in direct transit without entering the Schengen Area

Expected Effects of the Entry/Exit System

The EU highlights several expected benefits:

• Reduced queues through the use of automated e-gates
• Improved monitoring of overstays
• More robust border security
• Enhanced prevention of identity fraud
• A possible online platform allowing travellers to check their remaining authorised stay (to be confirmed at launch)

Note: A transitional period is anticipated, during which queues may temporarily increase and technical adjustments may be required.

What is ETIAS?

Similar to the US ESTA, Canada’s eTA (AVE), or the UK ETA, the EU will introduce an electronic travel authorisation for travellers who are visa-exempt.

ETIAS is expected to launch by the end of 2026. Its purpose is to strengthen security while facilitating legitimate travel.

Travellers will need to complete an online application at least 3 days before departure and pay a €7 fee (free for travellers under 18 and over 70)

The authorisation will be valid for 3 years, or until the passport expires, and will allow multiple entries for short stays (up to 90 days within any 180-day period).

Who Will Need ETIAS?

ETIAS will apply to nationals of countries currently exempt from the Schengen visa, such as the United States, Canada, the United Kingdom, Australia, Japan, Argentina and many others.

Not concerned:

• EU and Schengen Area citizens
• Nationals from countries already subject to the Schengen visa requirement
• Visa-exempt nationals who hold a valid residence permit or national long-stay visa issued by an EU Member State

Expected Effects of ETIAS

• Early identification of travellers who may pose security risks
• Smoother border controls with fewer unexpected refusals at entry

Impact on Business Mobility

The combined introduction of EES and ETIAS significantly changes how short business travel into the Schengen Area will be managed. These systems aim to enhance border control but will also introduce operational constraints for employers.

What HR Teams Should Anticipate

• ETIAS will be mandatory for visa-exempt employees, even for short business trips
• Applications must be made online before travel
• EES will automatically record days spent in Schengen, making overstays immediately detectable
• The 90/180-day rule will be strictly enforced
• Increased traceability: each entry and exit will be digitally logged

Consequences for Organisations

• Need to establish an internal HR policy integrating EES and ETIAS requirements
• Integration of ETIAS into international mobility workflows
• Importance of precise monitoring of Schengen travel durations
• Higher risk of entry refusals in cases of non-compliance

Expert Recommendations

To prepare for these changes, organisations should:

• Audit and identify employees who frequently travel to Europe, non-EU nationals, or those without EU residence permits
• Inform and alert internal teams by implementing clear mobility management rules and monitoring tools
• Support employees and managers through training sessions or information meetings