Reimbursement procedures

If you have a staff number, you have to submit your application via iExpense. On Pintra you can find a quick start guide for iExpense. 

Below, you will find a concise step-by-step plan with several key aspects.

Step-by-step plan

1. Prepare your reimbursement file in advance. It contains (scans of) the following documents (identify them correctly and always include your full name!):
   
   

   Document	Name document
   Application form for educational credit ! Must be signed by supervisor and doctoral researcher	Applicationform_Name
   Payment slips in personal name: invoices, transport tickets, receipts for cash payment + copy of your bank statements or the credit card statement	Invoice_Name Receipt_Name Transportticket_Name ProofOfPayment_Name
   Certificate of attendance For research residencies: include a motivation letter that indicates the learning component of the stay	Certificate_Name MotivationLetter_Name
   The following documents need to be added as attachments to a reimbursement file for an activity abroad, when a reimbursement is requested for transport costs for stays of any duration and/or accommodation costs for stays of more than seven days:
   1. The application that was done for an FWO travel grant for the activity abroad; 2. The decision of the FWO regarding the FWO travel grant; and only in case you received a fixed allowance from the FWO and this did not suffice to cover all accommodation and per diem costs:  3. The completed financial report of FWO with a listing of ALL costs that you made;	ApplicationFWO_Name DecisionFWO_Name FinancialFWO_Name
   OR 1. A motivation why no FWO travel grant could be applied for (regarding the exceptions that are defined, see reimbursement requirements); 2. If applicable: proof why no FWO travel grant could be applied for.	MotivationNoFWO_Name ProofNoFWO_Name

   
   
2. Log on to iExpense.
   
3. Click on 'Create Expense Report' on the top right.
4. Fill in a short description of your expenses in 'purpose'. In the field 'Additional Information', fill in 'ADS - Educational Credit' next to 'Delegate to secretary' and select.
   This is a vital step to allocate your request correctly! 
   Next, click on 'save'.
5. In the following screen, fill in your expenses:​
   • 'receipt-based expenses' for all costs with payment slips;
   • 'milage expenses' for driving with a car (these can be found on the second tab-sheet). 
   • Some costs require extra information via the button 'details'. PLEASE NOTE: Select the correct expense type! Then, click on 'save'.
6. ​In the next screen, fill in the ADS Cost Centre (= budgetcode): Department: 54, unit: AD012000 and activity/project: GIOPLKRE. Click on 'save'.​
   
7. In the last screen, add documents as proof (as PDF, JPEG or TIF file): when you click on 'attachments', a pop-up appears in which you can add the scanned files from your computer. Make sure to include all necessary documents (see above, step 1). In case of problems, check if your browser allows pop-ups for https://ofp.uantwerpen.be. Click on 'save' after you have uploaded all attachments. If your upload was successful, a little 'paper icon' will appear underneath the paper clip. Take another good look to see if all details of your request are correct. If so, click on 'submit'. ​
8. Your request is sent to the people in charge at the Antwerp Doctoral School and the Financial Department. You can track the status of your request in iExpense.
   

If you don't have a staff number, you need to send your request for reimbursement via the educational credit via email.
Please follow the steps below:

1. Assemble your reimbursement file. It contains:
   ​

   ​Application form for educational credit; original payment slips (invoices, transport tickets, receipts for cash payment) in personal name + copy of your bank statements or the credit card company; certificate of attendance/participation. For research residencies, include a motivation letter that indicates the learning component of the stay; expense form ADFIN-0103: third party remuneration and expenses. Include your personal details, account number, signature. In the box 'accounting key' at the top right, mention the ADS cost centre: Department 54, Unit AD012000, Activity Project GIOPLKRE. If part of the costs will be covered by the research unit, please state the cost centre for the research unit, the signature of the budget manager and budget year (= the current year).

   The following documents need to be added as attachments to a reimbursement file for an activity abroad, when a reimbursement is requested for transport costs for stays of any duration and/or accommodation costs for stays of more than seven days:

   1. The application that was done for an FWO travel grant for the activity abroad; 2. The decision of the FWO regarding the FWO travel grant; and only in case you received a fixed allowance from the FWO and this did not suffice to cover all accommodation and per diem costs:  3. The completed financial report of FWO with a listing of ALL costs that you made;

   OR 1. A motivation why no FWO travel grant could be applied for (regarding the exceptions that are defined, see reimbursement requirements); 2. If applicable: proof why no FWO travel grant could be applied for.

   
   
2. Send the file to the Financial Department, preferably via email (kostennotas@uantwerpen.be) and otherwise via postal mail to the following address:
   
   ​​ADFIN
   ​Financial Services
   Campus Middelheim
   ​Middelheimlaan 1
   ​2020 Antwerpen
   
   
3. Upon receipt, the Financial Department will check your file and will pass it on to the Antwerp Doctoral School for final approval before the requested amount is paid.

1. Verify in your SisA self-service student account whether you have enough educational credit left (see here). 
2. Register for the course and mention that you are a PhD student at the University of Antwerp.
3. The course fee will be paid directly from the balance of your educational credit at the request of Linguapolis or StatUa. No further action is required. Cancellations are at your own expense: cancellation costs are not eligible for reimbursement via the educational credit.