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MEMO FOR THE ATTENTION OF OFFICIALS POSTED OUTSIDE THE EU
Brussels, 8 June 2004
K.2/AK/MDH REG.D(2004) 514995
REP. D(2004)
VM 150/04
| Subject: |
Education allowances –
Applications for the allowance – Advances - academic year 2004/2005
[in application of Article 3 of Annex VII, Article 15 of Annex X and
the general implementing provisions] |
Officials serving outside the Community are reminded that
applications for the education allowance must be renewed for each
dependent child and for each academic year by means of the attached
form. The allowance in question concerns children aged five or over in
regular full-time attendance at a primary or secondary school or an
establishment of higher education.
The form, duly completed and signed and accompanied by attestations and
original supporting documents, must be sent to the competent department [RELEX/K.2,
Mr. Stefan HUBER, N105 6/63] at the latest by the end of the first
quarter of the academic year in progress, i.e. 31 December for
children in the northern hemisphere and 30 April for those in the
southern hemisphere. If the form is not returned by the above deadlines
the payment of allowances will be suspended.
Allowances will continue to be paid on the basis of the previous academic
year until applications for the year in question are processed. Any change
considered necessary at that stage will be applied retroactively from the
first day of the month during which the change is made.
An advance (80%) on high education costs may be granted at
the official’s request. Please see attached memo RELEX/K.2 No 514734/VM
150/04 of 7 June 2004 on the new rules. Advances on education costs will
only be granted if the file for the previous academic year (school
attendance certificates and any advances) is in order.
To avoid delays in the processing of your application, you are asked to
ensure that the documents you submit are clear and complete.
Summary table of administrative steps to be taken by the official to
obtain education allowance B
| ACTION |
Annual
application + attendance certificate |
Reimbursement of
education costs |
Advance on
education costs |
Substantiation
of advance on education costs |
| DEADLINE |
31 December for
northern hemisphere
30 April for southern hemisphere |
Applications to be
made on a quarterly, six-monthly or annual basis |
Applications to be
made on the basis of the full annual costs where these costs exceed
half of the basic monthly salary |
6 months from receipt
of payment of the advance |
| DOCUMENTS TO BE
ATTACHED |
Application plus
original school attendance certificates (bearing the official stamp of
the educational establishment) |
Originals of invoices
and proofs of payment |
Pro-forma invoice of
school or establishment giving payment deadlines |
Originals of invoices
and proofs of payment |
Since the introduction of a ceiling of five years of age
for the granting of education allowance B under the new Staff Regulations,
Mr Falkowski’s memo of 28 November 2003 concerning the cover of indirect
education costs no longer applies and is therefore repealed.
Officials assigned outside the Community are invited to read the new
general implementing provisions for the granting of the education
allowance (Article 3 of Annex VII to the Staff Regulations)
http://www.cc.cec/guide/publications/infoadm/2004/ia04053_fr.html, and
the additional measures applicable to officials assigned to third
countries and concerning in particular the ceiling for the reimbursement
of education costs (Article 15 of Annex X)
http://www.cc.cec/statut/anglais/ann149.htm.
Stefan Huber
signed
Annexes:
1) Memo of 7 June 2004 – Annex VM 150/04 concerning
advances and reimbursement applications
2) Application for allowance and form for reimbursement of private
transport costs
Annex
Brussels, 7 June 2004
K.2/AK/MDH REG. D(2004) 514734
REP. D(2004)
Annex VM 150/04
| Subject: |
Education allowances (advances – applications for reimbursement) |
You are invited to read the new rules on advances on education costs and
on applications for reimbursement. This memo replaces memo RE.K.2 No
130262 of 18 December 2002.
To streamline the processing of education allowance files, requests for
advances are normally granted once a year for the whole of the annual
costs.
Save in exceptional circumstances, an advance is justified only where the
full annual costs exceed half the official’s basic monthly salary and
where the payment deadlines justify the advance.
The official must substantiate the advance within 6 months of the date on
which it was received by sending to DG RELEX/K.2 the original invoices
certified by the educational establishment and proof of payment of the
full annual costs.
You are reminded that advances on education costs will only be granted if
the file for the previous academic year (school attendance certificates
and any advances) is in order and on the basis of itemised, personalised
pro-forma invoices issued by the educational establishment.
Applications for reimbursement of education costs already paid by the
official and for which no advance was received should be submitted on a
quarterly, six-monthly or annual basis only.
These rules apply as of 1 July 2004.
Thank you for your cooperation and understanding.
Christian Falkowski
signed
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