FAQs on Blocked Accounts

1. Frequently asked questions about setting up the blocked account

When do I apply for a blocked account?

We strongly advise to start up the procedure at least 3 months before the start of your studies. However, 3 months is short for some countries as we see that it’s difficult to obtain visa appointments.
So: the earlier the better. Take also into account that during the summer Team International Support closes for holidays (more information on the opening times here).

Don't set a visa appointment at your embassy or consulate before you went through all the necessary steps. The whole procedure can take 3 weeks or more.

How do I apply for a blocked account?

Go to ‘Oasis’. 
You can start the application for the blocked account by clicking ‘Solvency’ in the left column under ‘General Information’. 
The application is straightforward. But detailed instructions can be found here ‘Solvency application in Oasis -- - Step by step’

What is the status of my application? 

You can check the status of your solvency application in Oasis.

‘Draft’ - You have initiated a new application, but did not yet submit it. You can still make changes at this stage or delete it. When completed, save and submit the application.

‘Proposal’ - You have submitted your application and we will now review it. It will take us on average 2 working days to process your application.

‘Approval’ - We have reviewed and approved your application. An email with payment instructions will be sent to you within the same day of approval or the day after at the latest.

‘Rejected’ – If your application can’t be approved, we will reject it and notify you by email. You will find the reason of rejection in the email.

‘Draft’ (again) – Upon reviewing your application, we might have remarks or we will ask you to make some changes. We will notify you by email and include further instructions.

Can I check the status of my payment in Oasis? 

No. The solvency application in Oasis is only intended to submit your request to open a blocked account for solvency proof.
As soon as your payment has been received in the university’s blocked account, the solvency certificate will be drawn up and sent to you within the same day. Solvency certificates are sent just before midnight (CEST).

Is there a handling fee?

Ghent University charges a 100 EUR handling fee for every new solvency request. The fee is charged to cover our administrative work. The fee in non-refundable.

How do I pay the handling fee?

The amount of the fee is included in the payment request that you will receive by email after submitting your solvency application in Oasis.

If I pay a higher handling fee, will I get the certificate faster?

No. Please don’t transfer more than the required amount. This will only cause delay due to additional administrative follow up. 

Does the 100 EUR handling fee cover the banking costs?

An international bank transfer might lead to bank charges. Ask your bank beforehand which fees they charge. Ghent University, as beneficiary, cannot be held accountable for these banking fees. The 100 EUR handling fee we charge, does not cover the fees your bank might charge.

When will I receive the invoice?

After submitting your solvency application in Oasis, we will review it. 
Within two working days you will either receive an email with payment instructions or you will receive feedback from us in case something was missing in your application. 
You are able to check the status of the application in Oasis. 

Keep in mind that during the summer months and the end of the year, we may not always have the full team present. Processing applications may take a little longer during those periods. 

I have received the payment request, what is the payment deadline?

There is no deadline on the payment request. You transfer the amount whenever suits you, but please keep in mind that an international bank transfer can take up to 10 working days (2 weeks). You need the Certificate of solvency proof to apply for visa. So don’t set your visa appointment too soon. 

The amount in the payment request looks incorrect

Do not use this payment request if you are not sure about the required amount. Do not use these payment details to transfer a different amount either. If the required amount was calculated incorrectly, we will need to cancel this request and issue a new one. Please contact the relevant team: solvencybama@ugent.be (non-Phd) or solvencyphd@ugent.be (PhD).
Keep in mind that the amount in the payment request consists of the required amount for solvency proof + 100 EUR handling fee. 

Which payment method is preferred? Using the payment button in the email? Or via a bank transfer using the attached invoice?

The payment button is highly recommended. 
When you click the button in the email with payment instructions, you will be redirected to a payment environment where you can quickly and correctly transfer the requested amount. 

In case you are not able to use the button to transfer the required amount, you are free to use the invoice and make the deposit as instructed there.

The payment button in the email has turned from ‘red’ to ‘green’? What does this mean?

This means that you have made the transfer by clicking the button and proceeded with the payment. This does not mean however that the amount has reached the university’s blocked account already. Keep in mind that an international bank transfer can take up to 10 working days. 

The change of color only serves as an indication for you to know whether the payment has been already made or not. 

The payment button in the email is still red, even though I have transferred the amount by using the invoice.

If you don’t use the payment button to proceed with the transfer of the required amount, it will not change color. 

My bank does not allow the use of the special signs ‘+’ or ‘/’ in the reference number

When you wire the money, use the unique payment reference number which you will find in the payment request, otherwise it will be hard to retrieve your money and this will cause delay.
If your bank does not allow you to use the special signs ‘+’ or ‘/’, just use the numbers.

If your bank requires you to include additional information in the payment description, please enter it after the payment reference number. The payment reference must always appear first.
Only when the payment reference number is entered as first part of the payment reference, we can guarantee that your payment will be processed correctly.

My bank doesn’t allow the total amount to be transferred in one single transaction

We strongly recommend you to transfer the required amount in one single transaction. Separate payments prevent a smooth process, cause delays and extra administrative work. 
In case you have no alternative, we exceptionally allow separate transactions: use the same bank account and payment reference number with every transaction.

Can someone else make the transfer on my behalf?

Yes. By using the unique payment reference number we can link the incoming deposit to your solvency request and the solvency certificate will be issues with your details.

Can I send my receipt as proof of my deposit?

Please do not send us your payment receipt, as our mailbox would get overwhelmed. Incoming payments are checked several times a day. 
As soon as your payment is received, you will get an email with the Solvency proof Certificate.

Do keep your proof of payment for your own records! This is important in case you need to request a refund of the solvency-amount due to changed study plans. 
Please find out more about the refund policy here

Will I receive a payment confirmation when the amount has reached the blocked account?

No. As soon as your payment is received, you will get an email with the Solvency Proof Certificate. This means that the amount is received in the university’s blocked account. 

Exception: If you have to transfer the amount in separate transactions, we will send an automatic email with payment confirmation for as long as the total required amount has not been received. This payment confirmation will mention the partial amount received, as well as the total amount required. 
As soon as the total amount is in the university’s account, you will find the solvency certificate in your mailbox.

What happens if I can’t come to Belgium? (Visa refusal or any other reason)

Your money will be reimbursed into the account from which the money was transferred. Please keep in mind we can’t transfer into some embargoed accounts.
How? Download and complete this reimbursement form. Send it to the relevant mailbox with the required documents: internationalsupport@ugent.be (non-PhD) or solvencyphd@ugent.be (PhD).

Can I have the remaining money reimbursed when I leave Belgium earlier than planned?

You arrived in Belgium, but you stop your studies? Download and complete this form (DECLARATION REIMBURSEMENT). Send it to the relevant mailbox: internationalsupport@ugent.be (non-PhD) or solvencyphd@ugent.be (PhD) together with the proof of departure issued by the Migration Office. Don’t close your Belgian bank account before we have made the reimbursement of the remaining amount from the blocked account!

Where can I find the refund policy?

Download the refund policy (pdf).

What are the details of the university’s bank account?

These are the details of the university's bank account, where you can deposit the amount for solvency proof:

Account holder:  Universiteit Gent

Address of the account holder: Sint-Pietersnieuwstraat 25 - B - 9000 Gent

Account number:  BE48390096580127

Bic/Swift code:  BBRUBEBB

Bank address:  ING België - Business Center Gent - Koningin Fabiolalaan 190 - B - 9000 Gent 

Another bank address appears when filling out the Swift code?

ING Belgium has several offices. It is possible that the address of the headquarters in the capital Brussels is registered. If this is the case, you can proceed without worries with the transfer. The account number will determine and ensure your amount will end up in the blocked account.

What about insurance?

All international students are obliged to have a health insurance during their stay in Belgium. Please read this information carefully!

When applying for your visa as a non-EU national, you will have to prove that you have, or will have health insurance.
Some scholarships (e.g. . Erasmus Mundus) include a health insurance. Please check this yourself.
Having health insurance in Belgium is compulsory, and the responsibility of the student.
We would like to emphasize that medical costs in the event of an accident or illness can be very high. Without a health insurance, the student will have to pay all costs. 

• Proof of health insurance for VISA application
• Visa residence permit

2.    Frequently asked questions about the monthly instalments

How do I receive the monthly instalments?

1. Open a Belgian bank account in your name. You can do this at a bank in Belgium or open an online account (e.g. Wise, Nickel, N26,…) but make sure to take the Belgian IBAN
2. Add this bank account to ‘Oasis’ as type ‘Reimbursements’. The reimbursements can now start
3. Regular monthly reimbursements are scheduled on the Tuesday after the 20th of the month, prior to the month involved (e.g. instalment for February is paid at the end of January)
4. Any pending months will be reimbursed on the first Tuesday right after you have submitted your bank account in ‘Oasis’

When are the monthly instalments made?

Once the reimbursements have started, you may expect your monthly amount at the end of the month. Reimbursements to you will also be announced by automatic emails. 
Payments will be made on the first Tuesday after the 20th of the month. 
Example given: reimbursement for March 2026 was paid on Tuesday February 24, 2026.

Important remark: if a public holiday falls on Monday or Tuesday in the week of payment, there might be a delay and you may expect your instalment exceptionally on Wednesday. 
Check the academic calendar and closing days of UGent, in case you were expecting a payment but didn’t receive a notification yet.   

Can I check the status of my monthly instalments in Oasis?

No, Oasis is only intended to initiate the procedure of the blocked account. Once your request for the solvency proof with the blocked account has been processed, there is no follow up possible in Oasis. 
Reimbursements to you will also be announced by automatic emails.

I didn’t receive my reimbursement this month?

There can be various explanations. Please check: 

1. 1. 1. 1. 1. What is today’s date? 
               Payment is on Tuesday after the 20th. A banking transfer within Belgium can take up to 3 working days. If you didn’t receive any expected reimbursement after this: get in touch with us!
            2. You have a new bank account? 
               Update your account in Oasis. Chose type ‘Reimbursements’.
               If your old account is already deactivated the reimbursement will not be successful and we will try again to make the transfer next Tuesday. Make sure you make the update in Oasis by then.
            3. Holiday? 
               During holiday periods (Easter, summer, Christmas) the regular pay date can slightly differ. 
               If an actual banking holiday occurs on Monday or Tuesday; the reimbursements are scheduled on Wednesday. Check the academic calendar to find out.
            4. You have applied for a prolongation of your solvency-period, while already receiving monthly reimbursements? 
               When applying for a new solvency-period, an outstanding invoice is created in your blocked account details. This prevents any outgoing payments from the blocked account due to the negative balance. As soon as you have made the deposit for the additional solvency period, the reimbursements will resume (as well as any pending months).

There is a gap between my solvency period for the first year and the second year? 

A degree seeking student who registers at Migration office upon arrival in Belgium in September, will receive a residence permit until October 31 next year. 
The solvency period for the first academic year only runs until September 30.

When applying for a prolongation of the residence permit, you will need to show proof for the period starting from the expiration date of your residence permit (so starting November 1) , which means there is no need to deposit money for the month of October. 

This indicates that there will be no reimbursement for October in September, when you are a master student and have prolonged your solvency period for a second year.

Example given: 
First year solvency: From 01.09.2025 until 30.09.2026
First year permit: From ‘Date of registration at migration office’ until 31.10.2026 (notice the extra month) 
Second year solvency: From 01.11.2026 until 31.10.2027 (notice the gap month ‘October’)
Second year permit: From 01.11.2026 until 31.10.2027