Allowances and guidelines for scholarships facilitating a stay in Belgium

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

2.1.2.2. 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 2.3. 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.Table of contents Introduction 1.2. 2.2. 2.8. 1.1.2. 1.2.1. 2.2. 1.2. 2.6. Short term allowances 1. Reference amounts Payments to the scholar Payments to the host unit 2.2.2.7.7.2.5.2.4.2.4. 1.2.2. 2.2.9. 1.2. 2. 1. .1. 2.1.2.5.2. 2.10.1.2.8.11. 2. 2.13. 1. 2. 1.2. 1.12.2.11. 2.10.9. 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 1.6.1.2. 1.2.2.3.2. 1.1. Study scholarships 2. 2. 2.2.1.1. 1.12.2. 2. 1.2.2.

2.7. 3.5.12.1. 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 3.3.2.2.2.2.10.1.3.2. 3.1. 3.2. PhD scholarships 3. Allowances and guidelines for scholarships facilitating a stay in Belgium 2 . 3.2.2.1.1. 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. 3.11. 3.2.2. 3. 3. 3.4. 3.2.6.2.8. 3.2.2. 3.9. 3.

training or research stays lasting between 1 and 6 days. based on the health index of January 2013. among possible new programmes: ICP PhD. The guidelines are subject to periodic change following implementation decisions by the scholarship task force of 3 DGD. There are two categories of allowance: Lump sum: this is an allowance for which no financial justification must be submitted to VLIRUOS. insurance) 1 This text is presented as an implementation guideline to the officially approved scholarship harmonisation table by DGD (November 2010. In all cases. PRDC. First indexation will take place on 1 September 2013.Introduction The financial scholarship contributions as mentioned below are a summary of the “harmonisation of the typology and contributions for DGD funded grants” . - Doctoral (PhD) scholarships are granted in the frame of an academic research programme in Belgium for up to 4 years. The scholarships are divided into 3 types: Short-term allowances are awarded for all academic education. The target group consists of scholars that are nationals and residents of a country on the list of direct and indirect cooperation partner countries. The allowances that are subject to indexation are indicated . 3 The amounts are indexed in September of every three years based on the index of January of that year. a per diem and hotel allowance is awarded. (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. 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). DGD is Directorate-General for Development of the Belgian Government and funds all VLIR-UOS activities. the university must be able to present invoices. airline tickets. in the frame of financial control. two types of beneficiaries are mentioned. VLIR-UOS transfers funds to the Belgian host university who pays the scholar or the host unit. reconfirmed by DGD in December 2011). training or research stays lasting between 7 days and 6 months. IUC. In other words. namely the scholar and the host unit. Allowances and guidelines for scholarships facilitating a stay in Belgium 3 . OI. or stays outside the frame of academic education. However. receipts or bank transactions at all times. In this case.g. Expenses that must be accounted for: these expenses must be accounted for with receipts. In the following guidelines. SI (only PhD finalization). bank transactions or other supporting documents (e. training or research. 2 These programmes are. no payments are made directly from VLIR-UOS to the scholar. ITP. 4 A scholarship is not awarded for so-called visits: all academic education. invoices. lasting maximally 3 weeks. KOI and ICP.

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 4 .BTC DGD Belgian Technical Cooperation Directorate-General for Development (former DGDC.

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. Per day Payments to the host unit Basis (in €) Lump sum Remark Reference amount (f) Accommodation 15 Indicative maximum.1. 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.1.1. Reference amounts 1.2. Short term allowances 1. economy class X Indicative maximum KOI.1. ITP other Allowances and guidelines for scholarships facilitating a stay in Belgium 5 .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.

In the absence of such guidelines. the most economical national or international itinerary (airplane or bus. photos). In this case. as stipulated below. This funding is geared towards the actualization of knowledge. Allowances and guidelines for scholarships facilitating a stay in Belgium 6 . 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.g. 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. 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. The scholar is obliged to return to his/her country of origin as soon as possible after the study or training programme has ended.3.be.    Indirect travel costs (b) This lump sum covers: Medical expenses for obtaining a doctor’s certificate (including costs for obligatory vaccinations and necessary medicines). 1.2.2. 5 Only for obtaining the visa or for legalisation of documents. The scholar can be registered as ‘visiting scholar’. additional costs can be reimbursed if the scholar’s residence is far away from the Embassy. 6 5 The DGD visa procedure must be followed to avoid unnecessary costs: see ‘Guidelines for project execution’ on www.2.vliruos.be. 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)”). 6 Guidelines in the frame of ongoing VLIR-UOS partnerships must be followed.2.1. the local per diem amounts listed by the Ministry of Foreign Affaires (category 2) must be followed: see ‘Guidelines for project execution’ on www. Guidelines and annotations 1. Legalisation of documents (e. This cost can be reimbursed at the host university in Belgium upon submission of original receipts. the acquirement of skills or the performance of research activities. 1. Allowance (a) This daily lump sum intends to cover living costs (daily expenses). Definition and duration This allowance is awarded for all academic education.2.vliruos. Both types of scholarships follow the same financial regulations.1. In principle. Scholarships for programmes of less than 3 months are usually referred to as allowances. training or research stays lasting between 7 days and 6 months.

Mailing allowance (d) This fixed lump sum will be paid at the end of the programme. Accommodation (f) The Belgian host university is responsible for arranging adequate accommodation at the indicative maximum mentioned in the table. personal injury and repatriation. It is to be used to cover all expenses for educational materials and study-related personal costs incurred by the scholar (paper.1. storage media.5.2. 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. etc). The sum is to be used to cover all expenses for mailing/shipping teaching materials (manuals. Insurance (g) 7 Insurance policies should minimally cover third party liability. 1.7. These housing costs will be reimbursed to the host university. health. however. computer. They must apply the policy of good financial management to avoid over-expenditure. Allowances and guidelines for scholarships facilitating a stay in Belgium 7 . the scholar is following a VLIR-UOS 7 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.2. 1.2. The most economical transportation formula must be chosen (e. courses. as recognized by VLIRUOS.2.2. manuals.6. priority should be given to university residences. etc) back to the home country and includes thesis printing costs.2. 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. season ticket.g. pens. 1. If. computer. bus or train). especially for programmes lasting longer than 2 weeks. under the condition that this is a cheaper option. courses. The Flemish host institution is expected to arrange insurance for the scholar at the indicative maximum cost mentioned in the table. it is allowed to reimburse the cheapest travel (public transport) from and to a residence ouside the center. 1.8.4. 1. and that the monthly sum of housing and transport does not exceed the accommodation allowance. In this sense. 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. Didactic allowance (c) This fixed lump sum is awarded at the start of the programme.9. In the event that no adequate housing can be found in the city center.

depending on the institution. Airline ticket (i) Scholars are entitled to one return ticket in economy class per academic year. In the event the student’s stay does not start on the first day of the month and/or end on the last day of the month. SI). 8 1.11. 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). Additional airport tax is reimbursed separately upon submission of valid receipts .2. In the rare case of an overnight transit stay in a hotel. Congo Project.12. 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 student’s stay during that month. Allowances and guidelines for scholarships facilitating a stay in Belgium 8 . the local per diem amounts listed by the Ministry of Foreign Affaires (category 2) must be followed: see ‘Guidelines for project execution’ on www. including necessary national flights. In the absence of such guidelines. IUC. or a part of this sum according to the number of days spent in Belgium. 10 Travel costs of family members of students are not reimbursed.10. the organizer can decide to either request the full bench fee for 1 month. the bench fee allowance will be paid . 9 Airport tax for the last return flight will be reimbursed based on the previous invoice of airport tax. 11 910 1. 1. 8 For stays of less than one month.be.2. 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. these costs can be reimbursed. Tuition fee (j) Variable amount. Tuition fees are paid directly to the institution. This allowance is not transferred to the student’s account.2. Excess weight of luggage can never be paid under airline ticket costs.funded programme (KOI or ITP) and receives a scholarship paid by VLIR-UOS from a project budget (Own Initiative.vliruos. The bench fee is calculated on a monthly basis. together with a daily subsistence allowance . 11 Guidelines in the frame of ongoing VLIR-UOS partnerships must be followed.

Study scholarships 2.1.2.1.2. 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. 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.1. economy class 0 ICP-scholars 9 Allowances and guidelines for scholarships facilitating a stay in Belgium . 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. Reference amounts 2.

during the thesis year 2. For two-year Master programmes. During the summer leave the scholarship will not be suspended. The scholarship can be extended only if the final examination results are officially announced at a later date or for urgent medical reasons.2. The organising programme is responsible for the practical arrangements regarding summer leave.2000 X Scholars from IUC or OI.2. students are allowed to go on summer leave.3. Family supplement (b) Payment for spouse (one per scholar) and legitimate child.2. divided by the per diem of Belgium. The latter intends to stimulate the scholar to finish his/her study after the first examination period. in principle minimum 60 ECTS (European Credit Transfer and Accumulation System). Guidelines and annotations 2.2. 2. the allowance is determined as follows: the accommodation allowance plus accommodation premium multiplied by the per diem of the country in question.1. 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.2. This request must be submitted for approval to VLIR-UOS through the programme promoter. as proven by a doctor’s certificate issued by a medical service or by a doctor approved by the university. as an official part of the programme. regardless of whether they are living in Allowances and guidelines for scholarships facilitating a stay in Belgium 10 . having obtained a sufficient study credits). 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.g. In the event the student’s stay does not start on the first day of the month and/or end on the last day of the month. 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. Belgium. Allowance (a) The basic allowance (for meals. personal transport and personal expenses) excludes the accommodation premium. 2. but subject to approval by the organising programme (e. The allowance is calculated on a monthly basis. which leads to an official degree. The scholarship ends no later than 15 September for students that enter a second examination period. In the event certain courses are followed in another European country.

2. 12 legalised by the Belgian embassy). 13 Scholars will need to present a rental contract to prove they are housed in accordance with the standards defined by the university’s housing service and to prove the premium is used to pay the rent. additional costs can be reimbursed if the scholar’s residence is far away from the Embassy. 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.vliruos. The maximum age for dependent children is 18 year. Accommodation premium (c) 13 The allowance is the reference amount and includes water and energy costs.2. 15 Only for obtaining the visa or for legalisation of documents.g.    Indirect travel costs (d)14 This lump sum covers: Medical expenses for obtaining a doctor’s certificate (including costs for obligatory vaccinations and necessary medicines). The maximum number of dependent children for whom a family supplement can be awarded is 5. 2.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. The allowance is calculated on a monthly basis. the most economical national or international itinerary (airplane or bus. In this case. The DGD visa procedure must be followed to avoid unnecessary costs: see ‘Guidelines for project execution’ on www. Legalisation of documents (e. 2. This allowance is in accordance with the time period mentioned in the rental contract. 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)”). The place of residence is considered (in rare cases different from the place of study). Allowances and guidelines for scholarships facilitating a stay in Belgium 11 . 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. Additional adoptions will not be taken into account after the scholarship application has been made or during the course of the scholarship. The supplement is awarded from the day the child is registered.be.5. In the event the student’s stay does not start on the first day of the month and/or end on the last day of the month. 14 15 A summer leave during a two-year master programme also generates indirect travel costs. the partner supplement will not be payable and only one of the partners will receive the family supplement for legitimate children.4. 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).

9. these costs can be reimbursed. manuals. etc). The most economical transportation formula must be chosen (e. 16 2.be. Installation allowance (f) 17 This fixed lump sum will be paid at the start of the scholar’s first stay in Belgium . Didactic allowance (g1 & g2) This fixed lump sum differs between the first year and subsequent years.11. etc…) back to the home country and includes thesis printing costs. including necessary national flights. 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. Additional airport tax is reimbursed separately upon submission of valid receipts . 20 Travel costs of family members of students are not reimbursed. 2. pens.g.embassy. computer. together with a 19 20 16 Guidelines in the frame of ongoing VLIR-UOS partnerships must be followed. courses. etc).2. In the rare case of an overnight transit stay in a hotel.vliruos. courses. Airline ticket (j) Scholars are entitled to one return ticket in economy class per academic year. the local per diem amounts listed by the Ministry of Foreign Affaires (category 2) must be followed: see ‘Guidelines for project execution’ on www. personal injury and repatriation.10. season ticket.2. It is to be used to cover all kinds of general expenses incurred by the student at the start of the scholarship (e. Insurance (i) Insurance policies should minimally cover third party liability. The Flemish host institution is expected to arrange insurance for the scholar at the indicative maximum cost mentioned in the table. Programme related travel costs (e) These travel costs will be reimbursed only if they concern an official inter-university programme or programme section. This cost can be reimbursed at the host university in Belgium upon submission of original receipts. Allowances and guidelines for scholarships facilitating a stay in Belgium 12 .2. 19 Airport tax for the last return flight will be reimbursed based on the previous invoice of airport tax. Mailing allowance (h) This fixed lump sum will be paid at the end of the programme. 2.8. 2. It is to be used to cover all expenses for educational materials and study-related personal costs incurred by the scholar (paper. 17 Because the installation allowance can only be granted one time per person. health. 18 2.2.6.g. The sum is to be used to cover all expenses for mailing/shipping teaching materials (manuals. storage media. 2.7. as recognized by VLIR-UOS (transport between Belgian campuses in different cities). cooking materials and household utensils.2. bus or train). subsequent scholarships will not include this allowance.2. computer. In the absence of such guidelines.

This allowance is not transferred to the student’s account. Excess weight of luggage can never be paid under airline ticket costs. 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. 23 Travel costs of family members of students are not reimbursed. IUC. Language courses are not paid for from tuition fees. Tuition fee (k) Variable amount. 22 Airport tax for the last return flight will be reimbursed based on the previous invoice of airport tax. SI).2. Tuition fees are paid directly to the institution. In the absence of such guidelines. 2.13. depending on the institution. the bench fee allowance will be paid. Allowances and guidelines for scholarships facilitating a stay in Belgium 13 . 2. 22 23 21 . Congo Project.vliruos. 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. 21 Guidelines in the frame of ongoing VLIR-UOS partnerships must be followed.12.2. However. because VLIR-UOS compensates the operational and organisational costs related to those programmes.daily subsistence allowance .be. This is because for those extra scholarships no extra operational or organisational costs related to those programmes are budgeted on the ICP funding. the local per diem amounts listed by the Ministry of Foreign Affaires (category 2) must be followed: see ‘Guidelines for project execution’ on www. 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. Lowest applicable rates must be granted by the university that runs the programme in which the student is enrolled.

indexation every three years Aligned with regulations of the Variable X academic home institution and the VLIR-UOS programme.1. 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. variable allowance (f1) Supervision allowance (Belgium) (f2) Supervision allowance (home country) (g1) Research allowance (Belgium) (g2) Research allowance (home country) Per academic year 500 X 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 .500 X All costs included.1.1.3. Reference amounts 3. Per month Payments to the scholar Basis (in €) Lump sum Remark Reference amount (e) Insurance 125 Indicative maximum.2. Per month (a1) Allowance (Belgium 1. PhD scholarships 3.

Definition and duration This scholarship is awarded for following a doctoral research programme in Belgium of up to 4 years.2. economy class Per diem and hotel 2000 X Maximum 10 days Scholars from IUC or OI. personal transport and personal expenses) includes the accommodation premium.2.1. 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. Guidelines and annotations 3. economy class Lowest rates 1 return ticket. This is why we call this kind of scholarships “sandwich” Ph. The allowance is calculated on a monthly basis.2. Additional family supplements are not awarded. There are three types of VLIR-UOS funded PhD scholarships:    ICP PhD scholarships: for ICP graduates. scholarships.D. OI and MPRDC PhD scholarships: in the framework of an Own Initiative project. Allowances and guidelines for scholarships facilitating a stay in Belgium 15 . The remaining period must be spent in the home country. 3. This means that the scholarship contract is to be 24 negotiated with and signed by the AHI . Up to 24 months of this period may be spent in Belgium or the EU (minimum 16 months).2. Allowance (a1 & a2) The basic allowance (for meals. during the thesis year 3. 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.(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. IUC PhD scholarships: in the framework of an Institutional University Cooperation programme. 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 the student’s stay does not start on the first day of the month and/or end on the last day of the month.

personal injury and repatriation.vliruos. This cost can be reimbursed at the host university in Belgium upon submission of original receipts. The sum is to be used to cover all expenses for mailing/shipping teaching materials (manuals. For equity reasons. Installation allowance (c) 27 This fixed lump sum will be paid at the start of the scholar’s first stay in Belgium . In the absence of such guidelines. 26 3. The Flemish host institution is expected to arrange insurance for the scholar at the indicative maximum cost mentioned in table.5. 3.g.3. 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. additional costs can be reimbursed if the scholar’s residence is far away from the Embassy.6.2. 25 The DGD visa procedure must be followed to avoid unnecessary costs: see ‘Guidelines for project execution’ on www. Allowances and guidelines for scholarships facilitating a stay in Belgium 16 . 3.4. In this case. the local per diem amounts listed by the Ministry of Foreign Affaires (category 2) must be followed: see ‘Guidelines for project execution’ on www. Only for obtaining the visa 25 or for legalisation of documents. health. 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)”). 27 Because the installation allowance can only be granted one time per person.g. cooking materials and household utensils. 26 Guidelines in the frame of ongoing VLIR-UOS partnerships must be followed.working conditions and availability of time for performing research.vliruos. subsequent scholarships will not include this allowance. etc…) back to the home country and includes thesis printing costs. 3.be.2. computer.    Indirect travel costs (b) This lump sum covers: Medical expenses for obtaining a doctor’s certificate (including costs for obligatory vaccinations and necessary medicines).be. photos).2. etc). 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. courses. It is to be used to cover all kinds of general expenses incurred by the student at the start of the scholarship (e.2. the AHI can decide not to support a local allowance. Legalisation of documents (e. Insurance (e) 28 Insurance policies should minimally cover third party liability. Mailing allowance (d) This fixed lump sum will be paid at the end of the programme.

Tuition fee (h) Variable amount. The allowance is calculated on a monthly basis. Tuition fees are paid directly to the institution.2. Conference participation can also be reimbursed from this budget line. Airline ticket (i) Scholars are entitled to one return ticket in economy class per academic year. Language courses are not paid for from tuition fees. these costs can be reimbursed. The allowance is calculated on a monthly basis. the research allowance can only be awarded for the periods the student stays in Belgium. receipts or bank transactions. including necessary 2930 national flights. depending on the institution.2. The allowance is meant to support the student and is paid to the Flemish host university.10. Additional airport tax is reimbursed separately upon submission of valid receipts . Locally. Lowest applicable rates must be granted by the university that runs the programme in which the student is enrolled. For students carrying out a PhD within an IUC or OI project. 3. Locally. 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 follows the student’s actual location. This allowance is not transferred to the student’s account. For students carrying out a PhD within an IUC or OI project. the supervision allowance is paid only to the Belgian host unit. In the rare case of an overnight transit stay in a hotel. but is paid to the supervisor’s unit/division. handed over to the Flemish university for reimbursement. Supervision allowance (f1 & f2) This allowance (lump sum) intends to cover expenses incurred by the scholar. In the event the student’s stay does not start on the first day of the month and/or end on the last day of the month.3. Research allowance (g1 & g2) This allowance intends to cover material necessities linked to specific research by the scholar (support to the university). together with a 29 30 Airport tax for the last return flight will be reimbursed based on the previous invoice of airport tax.7. This allowance is not a lump sum: expenses need to be justified with invoices. 3.8.9. 3. the host unit benefits from project support to supervise the researcher. 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.2. Allowances and guidelines for scholarships facilitating a stay in Belgium 17 . the student benefits from project support to acquire the necessary equipment and logistics. It is meant to support the host unit. Travel costs of family members of students are not reimbursed. In the event the student’s stay does not start on the first day of the month and/or end on the last day of the month.2.

necessary vaccinations and/or malaria prevention are also reimbursed. 34 A list with actual per diem amounts and maximum hotel allowances can be consulted on: see ‘Guidelines for project execution’ on www.be.be.vliruos. Allowances and guidelines for scholarships facilitating a stay in Belgium 18 . 35 Additional costs for obtaining the visa can be reimbursed if the supervisor’s residence is far away from the Embassy. In the absence of such guidelines. transportation to and from the Embassy and/or airport in the home country and Belgium are reimbursed. 32 Airport tax for the last return flight will be reimbursed based on the previous invoice of airport tax. 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 scholar’s progress.vliruos. the local per diem amounts listed by the Ministry of Foreign Affaires (category 2) must be followed: see ‘Guidelines for project execution’ on www. In the absence of such guidelines. Excess weight of luggage can never be paid under airline ticket costs. Additionally. Airline ticket for the Belgian or local supervisor (j) In addition to the supervision allowance. In this case.daily subsistence allowance .2.12.11. 33 Travel costs of family members of students are not reimbursed. the most economical national or international itinerary (airplane or bus. Finally.vliruos. This cost can be reimbursed at the host university in Belgium upon submission of original receipts. 32 33 31 3.2. Travel fee for the Belgian or local supervisor (k) A daily subsistence allowance and accommodation costs can be paid for up to 10 days . . . the local per diem amounts listed by the Ministry of Foreign Affaires (category 2) must be followed: see ‘Guidelines for project execution’ on www. 35 34 31 Guidelines in the frame of ongoing VLIR-UOS partnerships must be followed.be. Guidelines in the frame of ongoing VLIRUOS partnerships must be followed. 3. 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. costs for obtaining the visa .

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