Allowances and guidelines for scholarships facilitating a stay in Belgium

(Valid from 01/01/2012 till 31/12/2012)

Table of contents
Introduction 1. Short term allowances 1.1. Reference amounts Payments to the scholar Payments to the host unit 3 5 5 5 5 6 6 6 6 7 7 7 7 7 7 8 8 8 9 9 9 9 10 10 10 10 11 11 12 12 12 12 12 12 13 13 1

1.1.1. 1.1.2. 1.2.

Guidelines and annotations Definition and duration Allowance (a) Indirect travel costs (b) Didactic allowance (c) Mailing allowance (d) Programme-related travel costs (e) Accommodation (f) Insurance (g) Bench fee for the Flemish host unit (h) Airline ticket (i) Tuition fee (j) Conference participation (k)

1.2.1. 1.2.2. 1.2.3. 1.2.4. 1.2.5. 1.2.6. 1.2.7. 1.2.8. 1.2.9. 1.2.10. 1.2.11. 1.2.12. 2.

Study scholarships 2.1. Reference amounts Payments to the scholar Payments to the host unit

2.1.1. 2.1.2. 2.2.

Guidelines and annotations Definition and duration Allowance (a) Family supplement (b) Accommodation premium (c) Indirect travel costs (d) Programme related travel costs (e) Installation allowance (f) Didactic allowance (g1 & g2) Mailing allowance (h) Insurance (i) Airline ticket (j) Tuition fee (k) Bench fee for the Flemish host unit (l) Allowances and guidelines for scholarships facilitating a stay in Belgium

2.2.1. 2.2.2. 2.2.3. 2.2.4. 2.2.5. 2.2.6. 2.2.7. 2.2.8. 2.2.9. 2.2.10. 2.2.11. 2.2.12. 2.2.13.

3.

PhD scholarships 3.1. Reference amounts Payments to the scholar Payments to the scholar

14 14 14 14 15 15 15 16 16 16 16 17 17 17 17 18 18

3.1.1. 3.1.2. 3.2.

Guidelines and annotations Definition and duration Allowance (a1 & a2) Indirect travel costs (b) Installation allowance (c) Mailing allowance (d) Insurance (e) Supervision allowance (f1 & f2) Research allowance (g1 & g2) Tuition fee (h) Airline ticket (i) Airline ticket for the Belgian or local supervisor (j) Travel fee for the Belgian or local supervisor (k)

3.2.1. 3.2.2. 3.2.3. 3.2.4. 3.2.5. 3.2.6. 3.2.7. 3.2.8. 3.2.9. 3.2.10. 3.2.11. 3.2.12.

Allowances and guidelines for scholarships facilitating a stay in Belgium

Introduction
The financial scholarship contributions as mentioned below are a summary of the harmonisation of the typology and contributions for DGD funded grants . The target group consists of scholars that are nationals and residents of a country on the list of direct and indirect cooperation partner countries. (country list) The current guidelines and amounts are valid from 01/01/2012 onwards for all VLIR-UOS programmes involving scholarships facilitating a study or research stay in Belgium. The guidelines are subject to periodic change following implementation decisions by the scholarship task force of 3 DGD. The allowances that are subject to indexation are indicated . The scholarships are divided into 3 types: Short-term allowances are awarded for all academic education, training or research stays lasting between 7 days and 6 months. 4 2 1

Study scholarships are granted in the frame of an academic education or training programme lasting for more than six months and maximum two academic years (in principle minimum 60 ECTS).

Doctoral (PhD) scholarships are granted in the frame of an academic research programme in Belgium for up to 4 years.

In the following guidelines, two types of beneficiaries are mentioned, namely the scholar and the host unit. In all cases, VLIR-UOS transfers funds to the Belgian host university who pays the scholar or the host unit. In other words, no payments are made directly from VLIR-UOS to the scholar. There are two categories of allowance: Lump sum: this is an allowance for which no financial justification must be submitted to VLIRUOS. However, in the frame of financial control, the university must be able to present invoices, receipts or bank transactions at all times; Expenses that must be accounted for: these expenses must be accounted for with receipts, invoices, bank transactions or other supporting documents (e.g. airline tickets, insurance)

This text is presented as an implementation guideline to the officially approved scholarship harmonisation table by DGD (November 2010, reconfirmed by DGD in December 2011). DGD is Directorate-General for Development of the Belgian Government and funds all VLIR-UOS activities. 2 These programmes are, among possible new programmes: ICP PhD, OI, IUC, PRDC, SI (only PhD finalization), ITP, KOI and ICP. 3 The amounts are indexed in September of every three years based on the index of January of that year. First indexation will take place on 1 September 2013, based on the health index of January 2013. 4 A scholarship is not awarded for so-called visits: all academic education, training or research stays lasting between 1 and 6 days, or stays outside the frame of academic education, training or research, lasting maximally 3 weeks. In this case, a per diem and hotel allowance is awarded. Allowances and guidelines for scholarships facilitating a stay in Belgium 3

BTC DGD

Belgian Technical Cooperation Directorate-General for Development (former DGDC, Directorate-General for Development Cooperation) International Master Programme PhD scholarships for graduates from ICP Programmes International Training Programme Institutional University Cooperation Short Training Initiative Congo projects Own Initiatives Research Initiative Programme South Initiative Vlaamse Interuniversitaire Raad (Flemish Interuniversity Council) University Cooperation for Development

ICP ICP-PhD ITP IUC KOI PRDC OI RIP SI VLIR-UOS

Allowances and guidelines for scholarships facilitating a stay in Belgium

1. Short term allowances

1.1. Reference amounts
1.1.1.
Per day (a) Allowance One time payment (b) Indirect travel costs (c) Didactic allowance (d) Mailing allowance 100 300 200 X X X Only for VLIR-UOS recognized inter-university programmes, recurrent payment upon submission of receipts 30 X

Payments to the scholar

Basis (in ) Lump sum Remark

Reference amount

(e) Programme related travel costs

Lowest rates

1.1.2.
Per day

Payments to the host unit

Basis (in ) Lump sum Remark

Reference amount

(f) Accommodation

15

Indicative maximum, within the policy of good financial management to avoid overexpenditure

Per month (g) Insurance (h) Bench fee 125 0 500 One time payment (i) Airline ticket (j) Tuition fee (k) Conference participation Lowest rates Lowest rates 300 Maximum 1 return ticket, economy class X Indicative maximum KOI, ITP other

Allowances and guidelines for scholarships facilitating a stay in Belgium

1.2. Guidelines and annotations

1.2.1. Definition and duration

This allowance is awarded for all academic education, training or research stays lasting between 7 days and 6 months. This funding is geared towards the actualization of knowledge, the acquirement of skills or the performance of research activities. The scholar is obliged to return to his/her country of origin as soon as possible after the study or training programme has ended. In principle, the allowance is limited from no more than 1 week before the start of the programme until maximum 1 week after the end of the programme. Scholarships for programmes of less than 3 months are usually referred to as allowances. The scholar can be registered as visiting scholar. Scholarships for programmes of more than 3 months are referred to as grants and the scholar cannot be registered as visiting scholar in that case. Both types of scholarships follow the same financial regulations, as stipulated below.

1.2.2.

Allowance (a)

This daily lump sum intends to cover living costs (daily expenses).

1.2.3.

Indirect travel costs (b)

This lump sum covers: Medical expenses for obtaining a doctors certificate (including costs for obligatory vaccinations and necessary medicines); Legalisation of documents (e.g. photos); Transportation to and from the Embassy and/or airport in the home country and Belgium (remark: National flights as part of itinerary from or to Belgium are of course paid under airline ticket (i)).
5

Only for obtaining the visa or for legalisation of documents, additional costs can be reimbursed if the scholars residence is far away from the Embassy. In this case, the most economical national or international itinerary (airplane or bus, 1 economy ticket) must be chosen by the scholar and a daily subsistence allowance and accommodation costs can also be paid for up to 10 days if required by the embassy. This cost can be reimbursed at the host university in Belgium upon submission of original receipts.
6

The DGD visa procedure must be followed to avoid unnecessary costs: see Guidelines for project execution on www.vliruos.be. 6 Guidelines in the frame of ongoing VLIR-UOS partnerships must be followed. In the absence of such guidelines, the local per diem amounts listed by the Ministry of Foreign Affaires (category 2) must be followed: see Guidelines for project execution on www.vliruos.be. Allowances and guidelines for scholarships facilitating a stay in Belgium 6

1.2.4.

Didactic allowance (c)

This fixed lump sum is awarded at the start of the programme. It is to be used to cover all expenses for educational materials and study-related personal costs incurred by the scholar (paper, pens, manuals, courses, computer, storage media, etc).

1.2.5.

Mailing allowance (d)

This fixed lump sum will be paid at the end of the programme. The sum is to be used to cover all expenses for mailing/shipping teaching materials (manuals, courses, computer, etc) back to the home country and includes thesis printing costs.

1.2.6.

Programme-related travel costs (e)

These travel costs (moving between Belgian campuses in different cities) will be reimbursed only if they concern an official inter-university programme or programme section, as recognized by VLIRUOS. The most economical transportation formula must be chosen (e.g. season ticket; bus or train).

1.2.7.

Accommodation (f)

The Belgian host university is responsible for arranging adequate accommodation at the indicative maximum mentioned in the table. They must apply the policy of good financial management to avoid over-expenditure. In this sense, priority should be given to university residences, especially for programmes lasting longer than 2 weeks. These housing costs will be reimbursed to the host university. In the event that no adequate housing can be found in the city center, it is allowed to reimburse the cheapest travel (public transport) from and to a residence ouside the center, under the condition that this is a cheaper option, and that the monthly sum of housing and transport does not exceed the accommodation allowance.

1.2.8.

Insurance (g)
7

Insurance policies should minimally cover third party liability, health, personal injury and repatriation. The Flemish host institution is expected to arrange insurance for the scholar at the indicative maximum cost mentioned in the table.

1.2.9.

Bench fee for the Flemish host unit (h)

This is a lump sum that is awarded to the Flemish host institution to cover research and supervision costs. The bench fee allowance for the host unit is not paid if the scholar is following a VLIR-UOS funded programme (KOI or ITP) because VLIR-UOS already pays for the operational and organizational costs related to those programmes. If, however, the scholar is following a VLIR-UOS

Personal injury insurance is taken out for the student to cover injury as a result of an accident on campus or between the place of study and the place of residence of the scholar. Allowances and guidelines for scholarships facilitating a stay in Belgium 7

funded programme (KOI or ITP) and receives a scholarship paid by VLIR-UOS from a project budget (Own Initiative, Congo Project, IUC, SI), the bench fee allowance will be paid . The bench fee is calculated on a monthly basis. In the event the students stay does not start on the first day of the month and/or end on the last day of the month, the bench fee for those parts of the stay (incomplete months) should be calculated by dividing the monthly bench fee by the total number of days in that month and multiplied by the actual number of days of the students stay during that month.
8

1.2.10. Airline ticket (i)

Scholars are entitled to one return ticket in economy class per academic year, including necessary national flights. Additional airport tax is reimbursed separately upon submission of valid receipts . In the rare case of an overnight transit stay in a hotel, these costs can be reimbursed, together with a daily subsistence allowance . Excess weight of luggage can never be paid under airline ticket costs.
11 910

1.2.11. Tuition fee (j)

Variable amount, depending on the institution. Lowest applicable rates must be granted by the university that runs the programme in which the student is enrolled. Language courses are not paid for from tuition fees. Tuition fees are paid directly to the institution. This allowance is not transferred to the students account.

1.2.12. Conference participation (k)

This allowance is awarded for conference attendance within Europe on the condition that the conference is an official part of the curriculum (credits).

For stays of less than one month, the organizer can decide to either request the full bench fee for 1 month, or a part of this sum according to the number of days spent in Belgium. 9 Airport tax for the last return flight will be reimbursed based on the previous invoice of airport tax. 10 Travel costs of family members of students are not reimbursed. 11 Guidelines in the frame of ongoing VLIR-UOS partnerships must be followed. In the absence of such guidelines, the local per diem amounts listed by the Ministry of Foreign Affaires (category 2) must be followed: see Guidelines for project execution on www.vliruos.be. Allowances and guidelines for scholarships facilitating a stay in Belgium 8

2. Study scholarships
2.1. Reference amounts
2.1.1.
Per month (a) Allowance (b) Family supplement (c) Accommodation premium Per stay in Belgium (d) Indirect travel costs One time payment Only for VLIR-UOS recognized (e) Programme related Lowest rates inter-university programmes, recurrent payment upon submission of receipts (f) Installation allowance (g1) Didactic allowance 1 (g2) Didactic allowance 2 (h) Mailing allowance 550 500 200 250 X X X X In the first year In the first year In the second year (if applicable) During the thesis year 100 X 800 62 350 X X X Indexation every three years Per dependant person Indexation every three years

Payments to the scholar

Basis (in ) Lump sum Remark

Reference amount

2.1.2.
Per month

Payments to the host unit

Basis (in ) Lump sum Remark

Reference amount

(i) Insurance Per academic year (j) Airline ticket (k) Tuition fee One time payment (l) Bench fee

125

Indicative maximum

Lowest rates Lowest rates

1 return ticket, economy class

ICP-scholars 9

Allowances and guidelines for scholarships facilitating a stay in Belgium

2000

Scholars from IUC or OI, during the thesis year

2.2. Guidelines and annotations

2.2.1. Definition and duration

Study scholarships are granted in the frame of an academic education or training programme lasting for more than six months and maximum two academic years, which leads to an official degree, in principle minimum 60 ECTS (European Credit Transfer and Accumulation System). The duration of the study scholarship is limited to no more than 15 days before the start of the programme and runs to the end of August for students that pass in the first examination period. The latter intends to stimulate the scholar to finish his/her study after the first examination period. The scholarship ends no later than 15 September for students that enter a second examination period. The scholarship can be extended only if the final examination results are officially announced at a later date or for urgent medical reasons, as proven by a doctors certificate issued by a medical service or by a doctor approved by the university. This request must be submitted for approval to VLIR-UOS through the programme promoter. For two-year Master programmes, students are allowed to go on summer leave, but subject to approval by the organising programme (e.g. having obtained a sufficient study credits). The organising programme is responsible for the practical arrangements regarding summer leave. During the summer leave the scholarship will not be suspended.

2.2.2.

Allowance (a)

The basic allowance (for meals, personal transport and personal expenses) excludes the accommodation premium. The allowance is calculated on a monthly basis. In the event the students stay does not start on the first day of the month and/or end on the last day of the month, the allowance for those parts of the stay (incomplete months) should be calculated by dividing the monthly allowance by the total number of days in that month and multiplied by the actual number of days of his stay during that month. In the event certain courses are followed in another European country, as an official part of the programme, the allowance is determined as follows: the accommodation allowance plus accommodation premium multiplied by the per diem of the country in question, divided by the per diem of Belgium.

2.2.3.
Belgium.

Family supplement (b)

Payment for spouse (one per scholar) and legitimate child, regardless of whether they are living in

Allowances and guidelines for scholarships facilitating a stay in Belgium

10

Family supplement applicants must also submit a marriage contract (which must be legalised by the Belgian embassy) or prove they have cohabitated for at least six months (cohabitation certificate, 12 legalised by the Belgian embassy). Children may be claimed dependent on the basis of birth or adoption certificates (legalised by the Belgian embassy and the ministry of foreign affairs of the country in question). The supplement is awarded from the day the child is registered. The maximum age for dependent children is 18 year. The maximum number of dependent children for whom a family supplement can be awarded is 5. Additional adoptions will not be taken into account after the scholarship application has been made or during the course of the scholarship. The allowance is calculated on a monthly basis. In the event the students stay does not start on the first day of the month and/or end on the last day of the month, the allowance for those parts of the stay (incomplete months) should be calculated by dividing the monthly allowance by the total number of days in that month and multiplied by the actual number of days of his stay during that month.

2.2.4.

Accommodation premium (c)

13

The allowance is the reference amount and includes water and energy costs.

The place of residence

is considered (in rare cases different from the place of study). This allowance is in accordance with the time period mentioned in the rental contract.

2.2.5.

Indirect travel costs (d)14

This lump sum covers: Medical expenses for obtaining a doctors certificate (including costs for obligatory vaccinations and necessary medicines); Legalisation of documents (e.g. photos); Transportation to and from the Embassy and/or airport in the home country and Belgium (remark: National flights as part of itinerary from or to Belgium are of course paid under airline ticket (i)).
15

Only for obtaining the visa or for legalisation of documents, additional costs can be reimbursed if the scholars residence is far away from the Embassy. In this case, the most economical national or international itinerary (airplane or bus, 1 economy ticket) must be chosen by the scholar and a daily subsistence allowance and accommodation costs can also be paid for up to 10 days if required by the

12

If both partners receive a scholarship, the partner supplement will not be payable and only one of the partners will receive the family supplement for legitimate children.
13

Scholars will need to present a rental contract to prove they are housed in accordance with the standards defined by the universitys housing service and to prove the premium is used to pay the rent.
14 15

A summer leave during a two-year master programme also generates indirect travel costs. The DGD visa procedure must be followed to avoid unnecessary costs: see Guidelines for project execution on www.vliruos.be. Allowances and guidelines for scholarships facilitating a stay in Belgium 11

embassy. This cost can be reimbursed at the host university in Belgium upon submission of original receipts.
16

2.2.6.

Programme related travel costs (e)

These travel costs will be reimbursed only if they concern an official inter-university programme or programme section, as recognized by VLIR-UOS (transport between Belgian campuses in different cities). The most economical transportation formula must be chosen (e.g. season ticket, bus or train).

2.2.7.

Installation allowance (f)

17

This fixed lump sum will be paid at the start of the scholars first stay in Belgium . It is to be used to cover all kinds of general expenses incurred by the student at the start of the scholarship (e.g. cooking materials and household utensils, etc).

2.2.8.

Didactic allowance (g1 & g2)

This fixed lump sum differs between the first year and subsequent years. It is to be used to cover all expenses for educational materials and study-related personal costs incurred by the scholar (paper, pens, manuals, courses, computer, storage media, etc).

2.2.9.

Mailing allowance (h)

This fixed lump sum will be paid at the end of the programme. The sum is to be used to cover all expenses for mailing/shipping teaching materials (manuals, courses, computer, etc) back to the home country and includes thesis printing costs.

2.2.10. Insurance (i)

Insurance policies should minimally cover third party liability, health, personal injury and repatriation. The Flemish host institution is expected to arrange insurance for the scholar at the indicative maximum cost mentioned in the table.
18

2.2.11. Airline ticket (j)

Scholars are entitled to one return ticket in economy class per academic year, including necessary national flights. Additional airport tax is reimbursed separately upon submission of valid receipts . In the rare case of an overnight transit stay in a hotel, these costs can be reimbursed, together with a
19 20

16

Guidelines in the frame of ongoing VLIR-UOS partnerships must be followed. In the absence of such guidelines, the local per diem amounts listed by the Ministry of Foreign Affaires (category 2) must be followed: see Guidelines for project execution on www.vliruos.be. 17 Because the installation allowance can only be granted one time per person, subsequent scholarships will not include this allowance. 18 Personal injury insurance is taken out for the student to cover injury as a result of an accident on campus or between the place of study and the place of residence of the scholar. 19 Airport tax for the last return flight will be reimbursed based on the previous invoice of airport tax. 20 Travel costs of family members of students are not reimbursed. Allowances and guidelines for scholarships facilitating a stay in Belgium 12

daily subsistence allowance . Excess weight of luggage can never be paid under airline ticket costs.
22 23

21

2.2.12. Tuition fee (k)

Variable amount, depending on the institution. Lowest applicable rates must be granted by the university that runs the programme in which the student is enrolled. Language courses are not paid for from tuition fees. Tuition fees are paid directly to the institution. This allowance is not transferred to the students account.

2.2.13. Bench fee for the Flemish host unit (l)

Lump sum that is awarded to the Flemish host unit during the thesis year to cover research and supervision costs. The bench fee allowance for the host unit is not paid if the scholar is following a VLIR-UOS funded master programme (ICP) and receives an ICP scholarship, because VLIR-UOS compensates the operational and organisational costs related to those programmes. However, if the scholar is following a VLIR-UOS funded master programme (ICP) and receives a scholarship paid by VLIR-UOS from a project budget (Own Initiative, Congo Project, IUC, SI), the bench fee allowance will be paid. This is because for those extra scholarships no extra operational or organisational costs related to those programmes are budgeted on the ICP funding.

21

Guidelines in the frame of ongoing VLIR-UOS partnerships must be followed. In the absence of such guidelines, the local per diem amounts listed by the Ministry of Foreign Affaires (category 2) must be followed: see Guidelines for project execution on www.vliruos.be. 22 Airport tax for the last return flight will be reimbursed based on the previous invoice of airport tax. 23 Travel costs of family members of students are not reimbursed. Allowances and guidelines for scholarships facilitating a stay in Belgium 13

3. PhD scholarships
3.1. Reference amounts
3.1.1.
Per month (a1) Allowance (Belgium 1.500 X All costs included, indexation every three years Aligned with regulations of the Variable X academic home institution and the VLIR-UOS programme, all costs included

Payments to the scholar

Basis (in ) Lump sum Remark

Reference amount

(a2) Allowance (home country or other country in the South) Per stay in Belgium (b) Indirect travel costs One time payment (c) Installation allowance (d) Mailing allowance 550 700 X X 100 X

In the first year In the final year

3.1.2.
Per month

Payments to the scholar

Basis (in ) Lump sum Remark

Reference amount

(e) Insurance

125

Indicative maximum, variable allowance

(f1) Supervision allowance (Belgium) (f2) Supervision allowance (home country) (g1) Research allowance (Belgium) (g2) Research allowance (home country) Per academic year

500

All programmes

0 500 500 X

IUC and OI projects ICP-PhD scholars All programmes

0 500

IUC and OI projects ICP-PhD scholars

Allowances and guidelines for scholarships facilitating a stay in Belgium

14

(h) Tuition fee Airline t (i) Airline ticket for the student (j) Airline ticket for the Belgian or local promoter (k) Travel fee for the Belgian or local promoter

Lowest rates

Lowest rates

1 return ticket, economy class

Lowest rates

1 return ticket, economy class

Per diem and hotel 2000 X

Maximum 10 days

Scholars from IUC or OI, during the thesis year

3.2. Guidelines and annotations

3.2.1. Definition and duration

This scholarship is awarded for following a doctoral research programme in Belgium of up to 4 years. Up to 24 months of this period may be spent in Belgium or the EU (minimum 16 months). The remaining period must be spent in the home country. This is why we call this kind of scholarships sandwich Ph.D. scholarships. There are three types of VLIR-UOS funded PhD scholarships: ICP PhD scholarships: for ICP graduates; OI and MPRDC PhD scholarships: in the framework of an Own Initiative project; IUC PhD scholarships: in the framework of an Institutional University Cooperation programme.

3.2.2.

Allowance (a1 & a2)

The basic allowance (for meals, personal transport and personal expenses) includes the accommodation premium. Additional family supplements are not awarded. The allowance is calculated on a monthly basis. In the event the students stay does not start on the first day of the month and/or end on the last day of the month, the allowance for those parts of the stay (incomplete months) should be calculated by dividing the monthly allowance by the total number of days in that month and multiplied by the actual number of days of his stay during that month. The allowance that is awarded locally (or in another country in the South) depends on the agreement between the academic home institution (AHI) and VLIR-UOS and has to be aligned with the regulations of the concerned VLIR-UOS programme. This means that the scholarship contract is to be 24 negotiated with and signed by the AHI . By awarding a monthly allowance we intend to optimise

24

A maximum of 100% of a local PhD salary/stipend (at institution level) can be awarded. Allowances and guidelines for scholarships facilitating a stay in Belgium 15

working conditions and availability of time for performing research. For equity reasons, the AHI can decide not to support a local allowance.

3.2.3.

Indirect travel costs (b)

This lump sum covers: Medical expenses for obtaining a doctors certificate (including costs for obligatory vaccinations and necessary medicines); Legalisation of documents (e.g. photos); Transportation to and from the Embassy and/or airport in the home country and Belgium (remark: National flights as part of itinerary from or to Belgium are of course paid under airline ticket (i)). Only for obtaining the visa
25

or for legalisation of documents, additional costs can be reimbursed if the

scholars residence is far away from the Embassy. In this case, the most economical national or international itinerary (airplane or bus, 1 economy ticket) must be chosen by the scholar and a daily subsistence allowance and accommodation costs can also be paid for up to 10 days if required by the embassy. This cost can be reimbursed at the host university in Belgium upon submission of original receipts.
26

3.2.4.

Installation allowance (c)

27

This fixed lump sum will be paid at the start of the scholars first stay in Belgium . It is to be used to cover all kinds of general expenses incurred by the student at the start of the scholarship (e.g. cooking materials and household utensils, etc).

3.2.5.

Mailing allowance (d)

This fixed lump sum will be paid at the end of the programme. The sum is to be used to cover all expenses for mailing/shipping teaching materials (manuals, courses, computer, etc) back to the home country and includes thesis printing costs.

3.2.6.

Insurance (e)
28

Insurance policies should minimally cover third party liability, health, personal injury and repatriation. The Flemish host institution is expected to arrange insurance for the scholar at the indicative maximum cost mentioned in table.

25

The DGD visa procedure must be followed to avoid unnecessary costs: see Guidelines for project execution on www.vliruos.be. 26 Guidelines in the frame of ongoing VLIR-UOS partnerships must be followed. In the absence of such guidelines, the local per diem amounts listed by the Ministry of Foreign Affaires (category 2) must be followed: see Guidelines for project execution on www.vliruos.be. 27 Because the installation allowance can only be granted one time per person, subsequent scholarships will not include this allowance. 28 Personal injury insurance is taken out for the student to cover injury as a result of an accident on campus or between the place of study and the place of residence of the scholar. Allowances and guidelines for scholarships facilitating a stay in Belgium 16

3.2.7.

Supervision allowance (f1 & f2)

This allowance (lump sum) intends to cover expenses incurred by the scholar. It is meant to support the host unit. The allowance follows the students actual location, but is paid to the supervisors unit/division. The allowance is calculated on a monthly basis. In the event the students stay does not start on the first day of the month and/or end on the last day of the month, the allowance for those parts of the stay (incomplete months) should be calculated by dividing the monthly allowance by the tota l number of days in that month and multiplied by the actual number of days of his stay during that month. For students carrying out a PhD within an IUC or OI project, the supervision allowance is paid only to the Belgian host unit. Locally, the host unit benefits from project support to supervise the researcher.

3.2.8.

Research allowance (g1 & g2)

This allowance intends to cover material necessities linked to specific research by the scholar (support to the university). The allowance is meant to support the student and is paid to the Flemish host university. This allowance is not a lump sum: expenses need to be justified with invoices, receipts or bank transactions, handed over to the Flemish university for reimbursement. Conference participation can also be reimbursed from this budget line. The allowance is calculated on a monthly basis. In the event the students stay does not start on the first day of the month and/or end on the last day of the month, the allowance for those parts of the stay (incomplete months) should be calculated by dividing the monthly allowance by the total number of days in that month and multiplied by the actual number of days of his stay during that month. For students carrying out a PhD within an IUC or OI project, the research allowance can only be awarded for the periods the student stays in Belgium. Locally, the student benefits from project support to acquire the necessary equipment and logistics.

3.2.9.

Tuition fee (h)

Variable amount, depending on the institution. Lowest applicable rates must be granted by the university that runs the programme in which the student is enrolled. Language courses are not paid for from tuition fees. Tuition fees are paid directly to the institution. This allowance is not transferred to the students account.

3.2.10. Airline ticket (i)

Scholars are entitled to one return ticket in economy class per academic year, including necessary 2930 national flights. Additional airport tax is reimbursed separately upon submission of valid receipts . In the rare case of an overnight transit stay in a hotel, these costs can be reimbursed, together with a

29 30

Airport tax for the last return flight will be reimbursed based on the previous invoice of airport tax. Travel costs of family members of students are not reimbursed. Allowances and guidelines for scholarships facilitating a stay in Belgium 17

daily subsistence allowance . Excess weight of luggage can never be paid under airline ticket costs. , .
32 33

31

3.2.11. Airline ticket for the Belgian or local supervisor (j)

In addition to the supervision allowance, one return airline ticket (economy class) is granted every year (maximum 5 per scholarship) to either the Belgian or the local supervisor in order to meet and discuss the scholars progress.

3.2.12. Travel fee for the Belgian or local supervisor (k)

A daily subsistence allowance and accommodation costs can be paid for up to 10 days . Additionally, costs for obtaining the visa , necessary vaccinations and/or malaria prevention are also reimbursed. Finally, transportation to and from the Embassy and/or airport in the home country and Belgium are reimbursed.
35 34

31

Guidelines in the frame of ongoing VLIR-UOS partnerships must be followed. In the absence of such guidelines, the local per diem amounts listed by the Ministry of Foreign Affaires (category 2) must be followed: see Guidelines for project execution on www.vliruos.be. 32 Airport tax for the last return flight will be reimbursed based on the previous invoice of airport tax. 33 Travel costs of family members of students are not reimbursed. 34 A list with actual per diem amounts and maximum hotel allowances can be consulted on: see Guidelines for project execution on www.vliruos.be. 35 Additional costs for obtaining the visa can be reimbursed if the supervisors residence is far away from the Embassy. In this case, the most economical national or international itinerary (airplane or bus, 1 economy ticket) must be chosen and a daily subsistence allowance and accommodation costs can also be paid for up to 10 days if required by the embassy. This cost can be reimbursed at the host university in Belgium upon submission of original receipts. Guidelines in the frame of ongoing VLIRUOS partnerships must be followed. In the absence of such guidelines, the local per diem amounts listed by the Ministry of Foreign Affaires (category 2) must be followed: see Guidelines for project execution on www.vliruos.be. Allowances and guidelines for scholarships facilitating a stay in Belgium 18