1.1. What?
Over the full period of his PhD, every PhD student at the University of Antwerp can apply for an educational grant for a total of 1500,00 EUR.
Regarding the maximum amount which can be applied for each calender year, the following applies:
An annually increasing limit applies:
- year of registration* (= yor): max 250,00 EUR
- yor+1: max 500,00 EUR
- yor+2: max 1000,00 EUR
- yor+3 and following: max 1500,00 EUR
*for example academic year 2008-2009: 2008 is yor, 2009 is yor+1
For example: In 2011 you have registered for the first time as a PhD student. In the same year (yor) you use 250,00 eur of your educational credit, to participate in a congress. This means that in 2012 (yor+1), the maximum you can apply for is 250 eur.
1.2. Application conditions
The following conditions have been determined:
- What can be reimbursed? Training programmes, congresses and academic stays (enclose motivation for the latter; the visit should be more than sample taking or going to archives or libraries) in Belgium and abroad. Only registration, accommodation and transport costs are eligible for reimbursement. Daily allowances can only be reimbursed in combination with other travel expenses.
- What can not be reimbursed?
- hard- and software
- books, journals
- costs related to sampling and/or archive- and library visit.
- membership fees
- purchase of course material (exception: if it can be proved that this material is not included in the registration cost of a course (that fits in the doctoral study program) but HAS TO be acquired kan aangetoond worden dat dit materiaal niet inbegrepen is in de inschrijvingsprijs van een cursus (die in aanmerking komt voor de doctoraatsopleiding); the responsable must approve this exception)
- printing costs of thesis, posters or articles
- costs of jury members
- reception costs after the defense
- costs related to exams
- inscription in the doctoral study program.
- daily allowances without registration and travel expenses
- publishing costs for papers
- The supervisor must be informed of the application.
- Applications are treated per calender year. Activities from previous calendar years cannot be reimbursed.
- The applicant must be registered as a PhD student at the time of the activity and of the application.
1.3. Application procedure
You are asked to limit the number of applications (= number of reimbursements)to a maximum of two per calender year. One application can cover the expenses of several activities.
There are 3 possible procedures:
Standardprocedure: a. Compose your reimbursement file, on the basis of the application form. Your reimbursement file consists of
- an application form
- an expense form (download an expense form through this link, login required)
- your proofs of payment (originals!)
- your proofs of participation
b. Send the reimbursement file to the financial service (CMI-ADFIN), .
ADFIN checks for missing pieces. The Antwerp Doctoral School checks the balance of your educational credit and your proof of participation and, if positive, approves your reimbursement file.
c. The payment is executed by ADFIN, within 8 weeks after the application.
Obligatory declaration of travel abroadAlways notify the legal department of the University of Antwerp when going to congresses and other activities abroad in the framework of your PhD: - before departure
- online: click here
- the costs for the extra travel insurance cannot be paid by the Antwerp Doctoral School
| *Don't forget to mention on the expense forms: - name and address
- account number
- signature of the applicant
- activity number docop (upper right or lower left on the form):
- afdeling: 51
- eenheid: ID20700
- if part of the expenses are paid by the research group:
- project number research group
- signature of the supervisor of the project number
*Which proofs of activities must be included in your reimbursement file?
As far as possible a maximum of following proofs must be included:
- original paid invoices (congress organisation, travel agency, hotel...)
- original transport proofs (remainings of plane ticket, train ticket...)
- original payment attestation in case of cash payment
Which proofs of participation must be included in the file?
As far as possible a maximum of following proofs must be included:
- copy of the registration form, of the participation list of the congress or an attestation of assistance
- copy of the excerpt of the bank or the credit cart company which mentions the payments above (payment through ban transfer, payment through credit cart...)
- for research stays: confirmation of assistance by the responsable of the organisation
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Procedure course Linguapolis: a. Check if you still have enough educational credit.
b. You register with Linguapolis and you mention clearly you are a PhD student at the Antwerp Doctoral School.
c. The registration fee is paid directly of your educational credit to Linguapolis. |
Procedure PAVO Proefdierkunde
a. Check if you still have enough educational credit.
b. You register and mention clearly that you are a PhD Student at the Antwerp Doctoral School.
c. The registration fee is paid directly from your educational credit. |
1.4. Application form
word / pdf
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