Compensation for outgoing mobility grants in response to the COVID-19 pandemic in the first term of the academic year 2020-2021

The COVID-19 pandemic has an impact on many scheduled exchanges in the academic year 2020-2021. This page provides information about the terms and conditions as well as the procedure for the reimbursement of costs that were incurred in the context of an exchange in the first term of the academic year 2020-2021.

Please carefully read these terms and conditions as well as the reimbursement procedure before claiming a refund for the incurred costs.

Financial compensation can only be guaranteed if the following conditions are met:

  • Your application to go on an exchange was selected by the faculty before the deadline in March;
  • It concerns an exchange with a grant within the framework of Erasmus+KA103 or a grant awarded for an exchange outside of the Erasmus area.
  • Your travel and accommodation costs were incurred before 9 April 2020. On 9 April 2020, all students scheduled to go on an exchange were explicitly informed that the permission for their exchange was withdrawn, and that therefore, until further notice, they should not incur any major expenses, such as a plane ticket or a booking for accommodation;
  • Your travel and accommodation expenses have not been reimbursed by any other party (e.g., reimbursement of a ticket / voucher by an airline / a train company, insurance or other compensation).

Procedure:

  1. Fill out the Excel sheet with the costs that you were unable to reclaim from any other party;
  2. Collect supporting documents for your costs (e.g., invoice, proof of payment). Note: only costs dated before 9 April 2020 are eligible;
  3. Send the completed Excel sheet + the supporting documents by e-mail to international@ugent.be;
  4. The deadline for the third step is 15th of January October 2021;
  5. For exchanges outside of Europe, the maximum refund is € 750.

Your originally received permission to go on an exchange, but that permission was withdrawn by the faculty/actueel due to negative travel advice / cancellation by the partner institution.

Financial compensation can only be guaranteed if the following conditions are met:

  • You received a message from the faculty, international@ugent.be or actueel@ugent.be that you could could go on an exchange;
  • You then received a message from actueel@ugent.be, your faculty or your host institution that the permission for your exchange was withdrawn because of COVID-19;
  • You were entitled to an Erasmus+KA103 grant (for studies or internships);
  • Your travel and accommodation expenses have not been reimbursed by any other party (e.g., reimbursement of a ticket / voucher by an airline / a train company, insurance or other compensation).

Procedure:

There are two options for financial compensation:

  • Financial compensation lump sum: 70% of your Erasmus scholarship:
  1. Fill out the declaration of honor
  2. Find the e-mail from actueel@ugent.be, your faculty or your host institution that the permission for your exchange was withdrawn because of COVID-19
  3. Send the completed declaration of honor + the e-mail in which your admission was withdrawn to international@ugent.be
    The deadline for this last step is four months after the scheduled departure.
  • Financial compensation based on real costs:
  1. Fill out the Excel sheet with the costs that you were unable to reclaim from any other party
  2. Collect supporting documents for your costs (e.g., invoice, proof of payment)
  3. Find the e-mail from , your faculty or your host institution that the permission for your exchange was withdrawn because of COVID-19
  4. Send the completed Excel sheet + the supporting documents + the e-mail in which your admission was withdrawn to international@ugent.be
    The deadline for this last step is four months after the scheduled departure.