Transcript Travelling to Belgium - VLIR-UOS

TRAVELLING TO
BELGIUM
TEAM & South Initiatives
25 June 2014
Content
1.
2.
3.
4.
Scholarship or visit
Scholarship form
Visa: short track procedure through DGD-certificate
Conclusions
2
1. Scholarship/ visit to Belgium
Depending on the purpose of the travel =>
•
Scholarships:
o Short term scholarship (incl. predoc) (1wk – 06m)
o Master scholarship (06m – 2yrs; diploma)
o PhD scholarship in sandwich (max 24m; 4 acad yrs)
 Short term visa (≤ 90 days)
 Long term visa (> 90 days )
•
Visits
o Coordination, monitoring, research, conferences
o Per diem & hotel (max. 21 nights)
3
2. Scholarship form
 SI/ TEAM-form for every mobility to Belgium
• Local promoter sends to ICOS of coordinating university:
o
o
Min. 2 months in advance for visits and short term
Min. 5 months in advance for Master & PhD(-start)
• Coordinating university: SI/TEAM-form
o
o
o

Check planning
Check budget
OK from Flemish promoter
Forward to Desk officer of Host University
4
SI/TEAM form
Very important to complete SI/TEAM-form
CORRECTLY and completely
Check carefully:
 Name
(in case of first visit, please add copy of passport)
 One SI/TEAM-form per visit, per type of stay
5
3. Visa
Type C: Short term ( ≤ 90d. )
Type D: Long term (> 90 d, multiple entry)
One crucial document in visa application:
DGD-certificate
Submitted by host university to VLIR-UOS; based on the information on
SI/TEAM form
6
DGD-certificate
Short track visa procedure facilitated by DGD for all
persons whose stay is in the framework of a VLIR-UOSfunded project.
DGD-certificate to be filled in by host university:
•
•
•
•
•
Correct format
Correct lay-out
Complete information
VLIR-UOS-project number
Data (max. 90 days for type C!)
7
DGD-certificate
8
DGD-certificate: procedure
•
•
•
•
•
Submission of DGD-certificate by host university to
VLIR-UOS
VLIR-UOS sends certificate to DGD for approval
(timing: max. 1 week)
VLIR-UOS sends signed DGD-certificate to embassy
(e-mail)
Visitor/Scholar makes an appointment at the embassy
to submit visa application
Issuing of the visa: normally max. 5 days, max. 12 days
for VISION-countries.
9
Visa application by visitor/scholar
DGD-certificate serves as proof of economic solvability and
proof of insurance.
Other documents needed:
• Passport
• Filled in visa application form
• 2 passport-sized pictures (in colour)
• Police clearance certificate (only type D)
• Medical attestation (only type D)
• Copy of e-ticket
Exceptions: application through non-Belgian embassies
10
VISA expenses
• Visa via DGD-certificate is free
All other costs?
• Scholarships:
o Scholar pays him/herself
o Scholars receive indirect travel costs (lump sum)
• Visitors:
o
o
no indirect travel costs,
reimbursement upon invoice
11
Indirect travel costs
This lump sum (now 150 €) covers:
• Medical expenses for obtaining a doctor’s certificate
(including costs for obligatory vaccinations and
necessary medicines);
• Legalisation of documents;
• 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”).
12
Indirect travel costs
Exception if the scholar’s residence is far away from the
Embassy!
“In this case, the most economical national or inter-national
itinerary (airplane or bus, 1 economy ticket) must be
chosen by the scholar and a per diem of € 20 per day and
accommodation costs up to a maximum of €50 per night
can also be paid for up to 10 days if a stay is required by
the Embassy. This cost can be reimbursed at the host
university in Belgium upon submission of original receipts.”
13
4. Conclusions: travelling to Belgium
• Purpose of travel => type of mobility (scholarship/per
diem)
• SI/TEAM-form
• DGD-certificate
• Timing: SI/TEAM-form, DGD-certificate, academic
admission, visa application by visitor/scholar
=> START WELL IN ADVANCE !
14
Information on website
 http://www.vliruos.be/guidelines
1. International hotel and per diem allowances
2. Scholarship guidelines
3. Procedure for visa
15
GOOD LUCK AND THANK YOU!
www.vliruos.be