• The PhD student must be enrolled in the doctoral study programme at the time of the activity AND of the reimbursement application.
  • The activity must have already taken place at the time of the application.
  • The supervisor has to be informed of the reimbursement application but it is the PhD student's responsibility to manage their credit budget correctly. The current credit balance can be checked in your SisA student account. 
  • Applications should be submitted by academic year. The deadline for submission is always the last day of the academic year (about end of September). Activities undertaken in previous academic years will not be taken into account, so make sure that you submit your application(s) on time (this also applies to summer schools or summer conferences!). Reimbursement for activities (e.g. conferences) that start in the current academic year and end in the next academic year, can be requested in the next academic year.
  • The Antwerp Doctoral School does not pay the organisation directly. Only reimbursements (of PhD students) will be considered (except for StatUA and Linguapolis courses, which use a specific reimbursement procedure, see 'Procedure for a Linguapolis/StatUA/PAVO Laboratory Animal Science course').
  • Employees of the University of Antwerp have to submit their application via iExpense (see reimbursement procedures).
  • If you are not employed by the University of Antwerp, send your application to the Financial Services, preferably via email (kostennotas@uantwerpen.be), or via postal mail (see reimbursement procedures).

Which activities are eligible for reimbursement?

1. Only enrolment fees, accommodation and transportation costs for the following activities that you followed in Belgium and abroad and related to the doctoral education will be considered:

  • Academic training programmes
  • Conferences
  • Study days
  • Research residencies: the residency should involve more than just taking samples, data collection, fieldwork or archival/library research. A learning component must be present. In case of a research residency, you will be required to include a motivation letter with your application. 

2. Per diems (daily allowances) will only be paid in combination with one of the expenses above and only in case of personal reimbursement for activities in Belgium or abroad.

3. Non-academic courses or trainings are eligible if the organizer is acknowledged by the Flemish Government as an official training centre.

4. Language and writing courses organized by an external organization are only reimbursed if their content does not match the content of courses organized by the Antwerp Doctoral School and/or Linguapolis.

Which activities are NOT eligible for reimbursement?

Only activities that help develop your competences can be reimbursed via educational credit. Reimbursement is not possible for a.o.:

  • purchase of hardware and software
  • purchase of books and magazines
  • purchase of licenses
  • costs associated with taking samples and/or archival or library research
  • additional travel insurance
  • membership of (scientific) foundations
  • purchase of course materials (exception: if the PhD student can prove that these materials are necessary for a specific course which is eligible for the doctoral programme but not included in the tuition fees. The supervisor must approve this exception).
  • printing costs for thesis, posters or articles
  • costs incurred by jury members
  • reception costs after the defence of the doctoral thesis
  • tuition fee PhD
  • per diems (daily allowances) not related to registration, accommodation or transportation costs
  • per diems (daily allowances) requested for by the expense form ‘correctie aanrekening’
  • publication costs and costs for proofreading or translating articles
  • non-academic courses or trainings if the organizer is not acknowledged by the Flemish Government as an official training centre
  • language and writing courses organized by an external organization are not allowed if the content matches the content of courses organized by the Antwerp Doctoral School and/or Linguapolis
  • vaccination costs
  • etc.