Brussels, 9 July 2009
RELEX/K.4 – AK Ares(2009) 163323
VM 0293/09
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 2009/2010
[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 2009 for children
in the northern hemisphere (NH) and 15 March 2010 for those in the
southern hemisphere (SH). 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.4 No 514734/VM
150/04 of 7 June 2004 in Annex 3
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 2009/2010 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 can be settled ONLY on the basis of the
original supporting documents. It is therefore of no use to send us
advance copies by fax or e-mail.
Officials and agents serving outside the European Union 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). See
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 (Annex 1).
2) Model letter to be used when returning files that are incomplete
(Annex 2).
3) Memo RELEX/K.2 N° 514734/VM 150/04 of June 2004 (Annex 3).
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