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Brussels, 20 June 2008
RELEX/K.4/MDH REG.D(2008) 508518
VM 0252/08
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 2008/2009 [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 2008 for children
in the northern hemisphere and 15 March 2009 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 2008/2009 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), 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).
Thierry de Saint Maurice
“signed”
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