TRAVELLING TO
BELGIUM
TEAM & South Initiatives
25 June 2014
Content
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Scholarship or visit
Scholarship form
Visa: short track procedure through DGD-certificate
Conclusions
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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)
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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
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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
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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
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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:
•
•
•
•
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Correct format
Correct lay-out
Complete information
VLIR-UOS-project number
Data (max. 90 days for type C!)
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DGD-certificate
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DGD-certificate: procedure
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•
•
•
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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.
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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
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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
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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”).
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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.”
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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 !
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Information on website
 http://www.vliruos.be/guidelines
1. International hotel and per diem allowances
2. Scholarship guidelines
3. Procedure for visa
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GOOD LUCK AND THANK YOU!
www.vliruos.be