Compensations due to Covid-19 for outgoing mobility funding in the second semester of the academic year 2019-2020

You had to terminate your exchange because of the Covid-19 outbreak

 

Modalities

  • You are entitled to a full scholarship for the planned duration of your Erasmus stay, regardless of whether your academic activities at the receiving institution could take place (e.g. as online classes / activities) or were cancelled.
  • Your scholarship should cover running costs that are directly and exclusively related to your stay in the country of destination (such as rent, electricity, gas, water). You are to keep your full scholarship so these costs can still be paid. However, should the scholarship not suffice to cover running costs that are directly and exclusively related to your stay in the country of destination (such as rent, electricity, gas, water), you can receive a supplementary compensation to cover these potential extra running costs.
  • You can receive a refund of extra travel costs involved in your journey home.
  • Extra accommodation costs related to travelling home can be submitted.
  • Personal items remaining at the destination will not be reimbursed.

Supporting documents for payment of full scholarship

  • Signed scholarship contract in Oasis.
  • Confirmation of Arrival signed by partner or other proof of start of academic activities or declaration on honour concerning the start of academic activities abroad has been uploaded to Oasis as a document type certificate of arrival.
  • Confirmation of Departure signed by partner or other type of proof at the end of your academic activities (including online classes / exams) at the partner or declaration on honour has been uploaded to Oasis as a document type certificate of departure.

Procedure for refund of running costs, extra travel costs and accommodation costs 

  1. Step 1: You mail a non-UGent email address to .
  2. Step 2: A “Refund file” will be started for you. You will receive an email at the non-UGent address about the start of your file and access to the Refund-app.
  3. Step 3: You prepare the administration for your refund file:
    • You fill in the Excel file sent via email. You save this file as: Name_FirstName_StudentNumber.xlsx. You convert this Excel file into a PDF-file.
    • Should you have extra running costs, you create a PDF-file containing all supporting documents for these extra running costs and proof that your scholarship did not cover all costs, for example a copy of the rent contract, proof of payment of recurrent rent for the full period, proof of correspondence that these costs for your accommodation keep running, proof of payment for other running costs. This PDF should be saved as: Name_FirstName_StudentNumber_Extra_Running_Costs
    • Should you have extra travel costs, create a PDF-file containing all supporting documents of these extra travel costs for your return trip, for example invoice for rebooked flight, cancellation of transport, invoice for new flight, invoice for extra train, change of means of transport, new place of departure. This PDF should be saved as: Name_FirstName_StudentNumber_Extra_Travel_Costs
    • Should you have extra accommodation costs, create a PDF-file containing all supporting documents of these extra accommodation expenses, for example invoice for extra overnight stay. This PDF should be saved as: Name_FirstName_StudentNumber_Extra_Accommodation_Costs
    • You add the PDF of the Excel-file to the PDF containing Extra Running Costs or, should you have no extra running costs, to the PDF Extra Travel Expenses.
  4. Step 4: You complete your data in the Refund-app as follows:
    • Add a new description per cost: Extra Running Costs, Extra Travel Costs or Extra Accommodation Cost
    • Fill in an amount per cost
    • Full in a date of submission per cost.
    • Submit the PDF-file containing all supporting documents per cost. Do not forget to add the Excel-form to your PDF accompanying the first cost.

Examples

The planned duration of your Erasmus+ Studies mobility to Vienna ran from 1 February 2020 to 1 June 2020. You returned 13 March 2020. You are still taking online classes in Vienna or you received a substitute assignment for your internship or Master’s thesis in Belgium.
You are entitled to the full scholarship for the period 1/02/2020 – 1/06/2020 + potential running costs + additional travel and accommodation costs according to aforementioned conditions.

The planned duration of your Erasmus+ Studies mobility to Denmark ran from 1 February 2020 to 1 June 2020. You returned 13 March 2020 and decided to transfer to the online UGent-program.
You are entitled to the full scholarship for the period 1/02/2020 – 1/06/2020 + potential running costs + additional travel and accommodation costs according to aforementioned conditions.

Your planned mobility for an Erasmus+ Traineeship to Prague ran from 10 March 2020 to 10 May 2020. You returned 15 March 2020 because the hospital no longer allowed trainees.
You are entitled to the full scholarship for the period 10/03/2020 – 10/05/2020 + potential running costs + additional travel and accommodation costs according to aforementioned conditions.

Your planned mobility for an Erasmus+ Traineeship to Paris ran from 15 February 2020 to 20 March 2020. On 13 March 2020 you had to terminate your traineeship activities and return to Ghent.
You are entitled to the full scholarship for the period 15/02/2020 – 30/03/2020 + potential running costs + additional travel and accommodation costs according to aforementioned conditions.

You planned an Erasmus+ Traineeship mobility to Padua from 2 February 2020 to 10 May 2020. You returned 10 March 2020 because the hospital no longer allowed trainees.
You are entitled to the full scholarship for the period 2/02/2020 – 10/05/2020 + potential running costs + additional travel and accommodation costs according to aforementioned conditions.

 

You were on an exchange during the Covid-19 outbreak and decided to stay abroad. 

 

Modalities

  • You are entitled to a scholarship for the full duration of your Erasmus stay. 
  • You can receive an additional compensation for running costs to cover an extended stay, longer than the originally intended period, as you will have to stay abroad because of the Covid-19 outbreak. For example, you might not find a flight home on 10 June 2020 and can thus only return on 25 June 2020. In that case, you are entitled to an extension of the scholarship by 15 days. 
  • Extra travel costs due to a cancelled flight, rebooking, … can be refunded. 
  • You can also submit extra accommodation costs that occurred on your way home. 

 

Supporting documents for payment of Erasmus scholarship

  • Signed scholarship contract in Oasis.
  • Confirmation of Arrival signed by partner or other proof of start of academic activities or declaration on honour concerning the start of academic activities abroad has been uploaded to Oasis as a document type certificate of arrival. 
  • Confirmation of Departure signed by partner or other type of proof at the end of your academic activities (including online classes / exams) at the partner or declaration on honour has been uploaded to Oasis as a document type certificate of departure. 

 

Procedure for refund of running costs, extra travel costs and accommodation costs

  1. Step 1: You mail a non-UGent email address to .
  2. Step 2: A “Refund file” will be started for you. You will receive an email at the non-UGent address about the start of your file and access to the Refund-app.  
  3. Step 3: You prepare the administration for your refund file:  
    • You fill in the Excel file sent via email. You save this file as: Name_FirstName_StudentNumber.xlsx. You convert this Excel file into a PDF-file.
    • Should you have extra running costs, you create a PDF-file with all supporting documents for these extra running costs and proof that your scholarship did not cover all costs, for example a copy of the rent contract, proof of payment recurrent rent for the full period, proof of correspondence that these costs for your accomodation keep running, proof of payment for other running costs. This PDF should be saved as: Name_FirstName_StudentNumber_Extra_Running_Costs 
    • Should you have extra travel costs, create a PDF-file containing all supporting documents of these extra travel expenses for your return trip, for example invoice for rebooked flight, cancellation of transport, invoice for new flight, invoice for extra train, change of means of transport, new place of departure. This PDF should be saved as: Name_FirstName_StudentNumber_Extra_Travel_Costs
    • Should you have extra accommodation costs, create a PDF-file containing all supporting documents of these extra accommodation expenses, for example invoice for extra overnight stay. This PDF should be saved as: Name_FirstName_StudentNumber_Extra_Accommodation_Costs
    • You add the PDF of the Excel-file to the PDF containing Extra Running Costs or, should you have no extra running costs, to the PDF Extra Travel Expenses. 
  4. Step 4: You complete your data in the Refund-app as follows:  
    • Add a new description per cost: Extra Running Costs, Extra Travel Costs or Extra Accommodation Cost
    • Fill in an amount per cost
    • Full in a date of submission per cost. 
    • Submit the PDF-file containing all supporting documents per cost. Do not forget to add the Excel-form to your PDF accompanying the first cost. 

 

Examples

You went on a traineeship to Paris from 15 January 2020 until 25 March 2020. Your traineeship took place and you could complete the intended term in France. You returned to Belgium without any issues, as intended, without any unexpected costs. 

You are entitled to an Erasmus scholarship for the full length of your stay. 

 

You went to Berlin as student mobility from 15 October 2019 until 20 March 2020. You intended to return on 22 March 2020 but your flight was cancelled. You only managed to return on 4 April 2020. 

You are entitled to an Erasmus scholarship for the full length of your stay. You can receive a refund of your extra travel costs (cancelled or rebooked flight). You can receive and extra scholarship to cover the running costs of your extended stay. In this specific example, you are entitled to a scholarship for 14 extra days. 

 

You planned to go to Madrid as student mobility from 1 February 2020 until 10 June 2020. On 10 March 2020, the receiving institution switched to online classes. You stay there. You do not yet know if you will manage to fly home on 10 June.  

You are entitled to an Erasmus scholarship for the full length of your stay. You can receive a refund of your extra travel costs (cancelled or rebooked flight) and extra accommodation costs. Depending on the return date, you can receive an extra scholarship for an extended stay. 

 

 

You did not manage to leave for your exchange because of the Covid-19 outbreak

 

Modalities

  • You are automatically entitled to payment of the first stage = 70% of your Erasmus scholarship for the period of mobility reported in Oasis. 
  • Should the scholarship not suffice to reimburse the costs, you can receive an additional fee to cover possible running costs of your planned stay abroad. 
  • Should the scholarship and the additional fee not suffice to cover the costs, you can receive a refund of your travel costs

Procedure for refund of running costs and travel costs

  1. Step 1: You mail a non-UGent email address to .
  2. Step 2: A “Refund file” will be started for you. You will receive an email at the non-UGent address about the start of your file and access to the Refund-app.  
  3. Step 3: You prepare the administration for your refund file:  
    • You fill in the Excel file sent via email. You save this file as: Name_FirstName_StudentNumber.xlsx. You convert this Excel file into a PDF-file.
    • Should you have extra running costs, you create a PDF-file with all supporting documents for these extra running costs and proof that your scholarship did not cover all costs, for example a copy of the rent contract, proof of payment recurrent rent for the full period, proof of correspondence that these costs for your accomodation keep running, proof of payment for other running costs. This PDF should be saved as: Name_FirstName_StudentNumber_Extra_Running_Costs 
    • Should you have extra travel costs, create a PDF-file containing all supporting documents of these extra travel expenses for your return trip, for example invoice for rebooked flight, cancellation of transport, invoice for new flight, invoice for extra train, change of means of transport, new place of departure. This PDF should be saved as: Name_FirstName_StudentNumber_Extra_Travel_Costs
    • You add the PDF of the Excel-file to the PDF containing Extra Running Costs or, should you have no extra running costs, to the PDF Extra Travel Expenses. 
  4. Step 4: You complete your data in the Refund-app as follows:  
    • Add a new description per cost: Extra Running Costs or Extra Travel Costs.
    • Fill in an amount per cost.
    • Full in a date of submission per cost. 
    • Submit the PDF-file containing all supporting documents per cost. Do not forget to add the Excel-form to your PDF accompanying the first cost.