Brussels, 17 July 2007
RELEX/K.4/MDH REG.D(2007) 510835
VM 0217/07
MEMO FOR THE ATTENTION OF OFFICIALS, TEMPORARY AND CONTRACT AGENTS
POSTED OUTSIDE THE EU
Subject:
|
Type B education allowance –
Applications for the allowance – Advances – academic year
2007/2008 [in application of Article 3 of Annex VII, Article 15
of Annex X and the general implementing provisions] |
Officials, temporary and contract agents 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.4] at the latest by 15 November 2007 for
children in the northern hemisphere and 15 March 2008 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 or agent’s request. Please see memo RELEX/K.2 No
514734/VM 150/04 of 7 June 2004 on the 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/agent 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 2007/2008 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 4 years of secondary schooling.
Please be informed that the application form and the requests for
reimbursement of school costs ONLY can be settled on the basis of the
original supporting documents. It is therefore no use to send us advance
copies by fax or e-mail.
Officials and agents 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 and agents 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 . Thierry de Saint Maurice “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
|