Brussels, 13 June 2005
K.2/AK/MDH REG.D(2005) 512818
VM 174/05
MEMO FOR THE ATTENTION OF OFFICIALS POSTED OUTSIDE THE EU
Subject:
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Type B education allowance –
Applications for the allowance – Advances – academic year 2005/2006
[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 (Annex 1).
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] at the latest by 15 November for children in the
northern hemisphere and 15 March 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 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.
Any incomplete file received by our department will be returned to the
official with the letter shown below in Annex 2.
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 |
15 November for northern hemisphere
15 March 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 proof of
payment |
Pro-forma invoice of school or
establishment giving payment deadlines |
Originals of invoices and proof of
payment |
Requests to exceed the maximum limit must be presented together
with the application for the 2005/2006 education allowance. Such
requests must be accompanied by a note explaining the reasons (the cost of
local schools, the lack of choice, imperative educational reasons, etc.)
and including any useful documentation that might help in processing the
request.
Decisions will be made on the basis of the available budget after all
requests to exceed the maximum limit have been examined. For all
successful applications, the appointing authority will fix a flat-rate
amount, which may be as much as 100% of the eligible costs (see the
general implementing provisions).
Decisions will be made on the basis of the following criteria:
- Price levels and the availability of primary and secondary schools
in the place of posting
- The need to maintain continuity in children's studies
- The family situation
- Eligible costs above the maximum limit which are in excess of half
the basic monthly salary
- (Only for officials undergoing retraining:) The child must be in the
last two years of secondary schooling.
NB This memo does not concern children in pre-primary education, who
are covered by education allowance A. The type A education allowance
process will begin in November 2005, and application forms will be
made available during the first quarter of 2005/2006. Accordingly,
DO NOT USE this form for children covered by education allowance A
(children less than eight years old who do not attend primary school).
Officials serving 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_en.html and
the additional measures applicable to officials serving in third countries
concerning in particular the maximum limit for the reimbursement of
education costs (Article 15 of Annex X)
http://www.cc.cec/statut/anglais/ann149.htm.
Stefan Huber
signed
Encl:
1) Application for allowance and form
for reimbursement of private transport costs
2) Model letter to be used when
returning files that are incomplete
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