HQS or standard work permit? Comparing two paths to legalization in Russia

Choosing a method for legalizing a foreign specialist is a key question for a Russian employer. We invite you to review a comparison of the advantages and disadvantages of obtaining an HQS work permit and the standard procedure for obtaining a work permit for a foreign citizen. You will learn about the key benefits and drawbacks of each option, which will help you make the right decision.

Challenges of employing foreigners in Russia

The process of employing foreign citizens in Russia involves a number of objective difficulties. The main challenges are as follows:

- Multi-stage procedures. The process of hiring and formalization consists of many sequential steps, none of which can be skipped.
- Frequent changes in migration legislation. Regulations and requirements are regularly upd ated, requiring constant monitoring of current information by all parties involved.
- Bureaucratic obstacles. The need to collect numerous certificates and approvals often causes delays.

This material is intended for both parties to the employment relationship. We hope our comparison will help you choose the optimal path to legalization in Russia, saving you time and resources.

What should an employer do if they decide to hire a foreign citizen?

So, if an employer decides to hire a foreign citizen fr om a visa country for work in Russia, they have two main options:

• under the standard procedure;

• as a Highly Qualified Specialist (HQS).

A separate article on our company's website is dedicated to the HQS work permit procedure.

Standard procedure: the main barrier is the quota

The main difficulty of the standard path is the need to obtain a quota for attracting foreign workers. This process has several critically important features.

Planning six months before employment

The key condition is that the employer must have applied for the quota in the year preceding the hiring. This means that from the moment of application to the possibility of starting document processing for the employee, more than six months may pass.

Low probability of quota approval

The chances of obtaining a quota are relatively low. This is especially true in view of the abolition of the requirement to provide a certificate of knowledge of the Russian language, history, and legislation of Russia for foreign citizens hired under quotas.

Alternative: quota via an adjustment campaign

For newly established companies or those who did not apply on time, there is an option to participate in an adjustment campaign. It is conducted during the year and allows for obtaining an additional quota.

• Plus: The success rate here is higher – up to 50% of applications are satisfied.

• Minus: The processing time for the application, publication of orders, and directives of the Russian Ministry of Internal Affairs can also take up to six months, and there is no guarantee of a positive result.

Thus, the standard path is a lengthy procedure with an uncertain outcome, requiring significant time investment from the employer without any guarantees.

Quota-free positions: an alternative with limitations

Due to the complexities of the quota system and the high percentage of rejections, many employers have begun actively seeking other legalization options. One of them is hiring for quota-free positions.

Advantages and disadvantages of quota-free hiring

The main advantage of this path is a significant reduction in time. Processing can start immediately, without waiting for a quota decision, saving up to six months.

However, this method has serious limitations, namely:

1. Narrow list of positions. The list of quota-free positions is limited. It mainly includes managerial positions and some high-tech specialists (software engineer, doctors of various specialties). It is impossible to hire employees for positions not on this list under the quota-free procedure.

2. Difficulties in hiring for quota-free positions.
   Employers choosing this path face increased requirements for documents and justification of the hire.

• Exact compliance of documents. All internal company documents – employment contract, job description, staffing table – must be brought into line with the foreign citizen's position.

• Proportionality to staff size. The number of quota-free positions must be logically justified by the company's size. A small firm with three employees cannot justify the need to hire three foreign "department directors."

• Relevant education. The foreign citizen's education must strictly correspond to the position and the company's main line of business (except for top management). For example, an "IT Director" must have an IT education.

• Attention from migration authorities. Our practice shows that when hiring more than 10 foreigners for quota-free positions, the Main Directorate for Migration of the Russian Ministry of Internal Affairs often summons the company's head to explain the need for such a number of foreign specialists.

Processing time under the standard procedure

It is important to understand: despite the absence of the quota stage, the total processing time under the standard procedure (both through a quota and through quota-free positions) remains significant. From applying to the Employment Center to obtaining a work visa takes at least 3.5 months.

The standard procedure for obtaining permits includes the following stages:

1. Posting the vacancy on the "Work in Russia" portal.

2. Obtaining a permit to attract foreign workers.

3. Obtaining a work permit.

4. Registration of the organization with the Main Directorate for Migration of the Russian Ministry of Internal Affairs for organizations applying for an invitation for foreign citizens for the first time.

5. Issuing an invitation for an entry work visa valid for up to 3 months.

6. Obtaining a work visa valid for up to 3 months at a Russian consulate abroad.

7. Re-registration of the visa with the Main Directorate for Migration of the Russian Ministry of Internal Affairs for the duration of the work permit, but not more than 1 year.

8. Submitting a notification of hiring a foreign worker to the Main Directorate for Migration of the Russian Ministry of Internal Affairs.

In addition to the considerable processing time for permits, the foreign citizen must know the Russian language, Russian history, and the basics of Russian legislation and pass the relevant exam (except for foreign citizens employed under a quota – from 11.08.2025), as well as obtain a medical certificate confirming the absence of infectious diseases and HIV, and undergo fingerprint registration with subsequent receipt of a fingerprint card ("migrant's green card").

HQS processing: requirements for the specialist and employer

If an employer considers hiring a foreign citizen as a Highly Qualified Specialist (HQS), they face a different se t of requirements, wh ere the key factor is not the quota, but the level of salary and qualification.

Main condition for HQS – income level

The main criterion for granting HQS status is a high salary. Currently, legislation sets a threshold of at least 750,000 rubles per quarter (with the exception of some HQS categories). This is the minimum level that the employer must guaranteedly pay to the specialist.

It is important to understand that this income level is required when concluding not only an employment contract but also a civil law contract. It is also necessary to promptly (quarterly) notify the relevant state authorities about the payment of income not less than this level.

How does the search and hiring of HQS work?

The HQS employment process can be initiated in two ways:

1. Specialist's independent application. A foreign citizen can post their resume in a special database on the official website of the Main Directorate for Migration of the Russian Ministry of Internal Affairs to introduce themselves to Russian employers.

2. Employer's active search. The company itself finds a suitable specialist abroad, assesses their qualifications, and offers to formalize employment relations under HQS status.

Employer's obligations when processing HQS

After hiring, the employer bears strict obligations:

• Guaranteed payment of a high salary. The requirement for the minimum quarterly income must be strictly observed, regardless of the contract form (employment or civil law).

• Regular reporting. The employer is obliged to quarterly submit a notification of the remuneration paid to the migration authorities.

Are there salary benefits for HQS?

The law provides for some preferences for certain categories of employers (e.g., residents of special economic zones or IT companies), which may slightly reduce the salary threshold. However, these cases are exceptions. For the vast majority of organizations, the requirement for the minimum HQS income remains mandatory and unchanged.

Key advantages of HQS status for the employer and employee

Processing a Highly Qualified Specialist (HQS) provides a number of significant advantages compared to the standard procedure. These preferences concern both the administrative part of the process and the specialist's further work in Russia.

1. No quotas or restrictions on positions.
   The employer is exempt fr om the most difficult part of standard processing – obtaining a quota. Furthermore, there is no link to a limited list of "quota-free" positions, allowing the attraction of specialists of any qualification, as long as the salary criterion is met.

2. Long validity of documents.
   While a standard work permit is issued for only 1 year, the permit and work visa for an HQS are valid for up to 3 years. This reduces the frequency of renewal and increases stability for the employee and the company.

3. Possibility to work in several regions.
   This is one of the most significant advantages.

   • For HQS: The work permit can be issued immediately for several regions of Russia, by listing them in the petition and confirming the presence of company branches there.

   • For a standard permit: A separate package of documents must be issued for each region, which is extremely difficult.

4. Simplified migration registration.

   • HQS: Exempt from the obligation to register for migration within 90 days of entry into Russia.

   • Standard processing: Registration is mandatory within 7 days.

5. Reduced processing times.
   The processing time for an HQS permit is about 14 working days. Processing under the standard procedure takes at least 3.5 months.

Comparison table:

For clarity, we have prepared a table summarizing the key differences between the two procedures.

Conclusion

We hope this detailed comparison has helped clarify the key differences between processing an HQS and a standard work permit. This information will be useful for both Russian employers and foreign specialists themselves in choosing the optimal legalization path.

It is important to remember that migration legislation is constantly changing and contains many nuances. For guaranteed correct processing of all documents and risk minimization, we recommend consulting professionals.

Frequently Asked Questions:

1. What is more beneficial for the employer – HQS or a standard work permit?
   Answer: For the employer, processing an HQS is often more beneficial, as it does not require obtaining a quota, documents are processed faster (in 14 days instead of 3.5 months), and tax benefits are provided (exemption from contributions to the Pension Fund, Social Insurance Fund, Mandatory Health Insurance Fund for temporarily staying HQS). However, this is only true if the employer is ready to pay the specialist a high salary.

2. What is the minimum salary for an HQS in 2025?
   Answer: From March 1, 2024, the minimum salary threshold for an HQS is at least 750,000 rubles per quarter (before personal income tax deduction), with the exception of certain categories of employers (e.g., IT companies) for whom preferential conditions may apply.

3. Is a quota needed for HQS processing?
   Answer: No, this is a key advantage of HQS status. Obtaining a quota is not required for processing a Highly Qualified Specialist, unlike the standard procedure wh ere the quota is the main and often difficult-to-overcome condition.

4. Can you work with an HQS permit in different cities in Russia?
   Answer: Yes, and this is an important advantage. The work permit for an HQS can be issued immediately for several regions of Russia. To do this, all required regions are listed in the petition, and the presence of company branches there is confirmed. With a standard permit, documents must be processed separately for each region.

5. For what period is the HQS work permit issued?
   Answer: The HQS work permit is issued for up to 3 years (for the duration of the employment contract), while a standard work permit is valid for only 1 year.

6. How long does HQS processing take?
   Answer: The processing time for an HQS permit by the Main Directorate for Migration of the Russian Ministry of Internal Affairs is about 14 working days. Processing a standard work permit, including obtaining a quota, takes at least 3.5 months.

7. What are the employer's obligations after hiring an HQS?
   Answer: Main obligations: guaranteed payment of the established high salary, quarterly notification of migration authorities about payments, conclude a contract and notify the Ministry of Internal Affairs within 3 days, arrange a voluntary health insurance (VHI) policy.

8. Does an HQS need to register for migration?
   Answer: Yes, but preferential conditions apply for HQS. They are exempt from registration for up to 90 days from the moment of entry. If the stay exceeds 90 days, registration is mandatory. Under standard processing, registration is required within 7 days.

9. What are quota-free positions and what are their disadvantages?
   Answer: Quota-free positions are an alternative to a quota for standard processing, allowing the hiring of foreign citizens without waiting for a quota. Disadvantages: a very limited list, strict requirements for company documents and employee education, and attention from migration authorities when there is a large number of such positions.

10. Is it worth trying to process an employee under the standard procedure?
    Answer: The standard procedure is justified only for positions that do not meet HQS criteria (e.g., with a salary below the threshold) and if it is possible to use a quota-free position. In all other cases, due to the difficulty of obtaining a quota and the lengthy processing time (over 3.5 months), it is considered the least preferable option.