Reimbursement procedures | Antwerp Doctoral School

For most applications, the standard reimbursement procedure applies. There are two different standard procedures to submit your cost notes, depending on your status:

PhD researchers with a staff number of the University of Antwerp: via iExpense;
PhD researchers without a staff number of the University of Antwerp: via Third Party Expenses.

In both cases, a complete reimbursement file needs to be submitted, which is the same for both procedures. The required documents are explained below.

EXCEPTION: For courses offered by Linguapolis and StatUa, there is a specific reimbursement procedure, see below.

Procedure with staff number (iExpense)

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

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

Log on to iExpense.
Click on 'Create Expense Report' on the top right.
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'.
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'.
In the next screen, fill in the ADS Cost Centre (= budgetcode): Department: 54, unit: AD012000 and activity/project: GIOPLKRE. Click on 'save'.
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'.
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.

Procedure without staff number (via Third Party Expenses)

If you don't have a staff number of University of Antwerp, you have to submit your application for reimbursement via het online platform “Third Party Expenses”.

The application process via email is no longer possible since 31/10/2024.

For “Third Party Expenses”, follow this procedure:

Contact the financial secretariat of your department, faculty or research group:

State your name and surname, e-mail address and national registration number;
State that you wish to reclaim costs via the educational credit with budget code 54/AD012000/GIOPLKRE;
Give a brief description of the content of the costs: e.g. the name of the conference.

Compile your reimbursement file in advance, which can be attached to the application for more information. Later you will need to upload these files to the the application (see step 4). A reimbursement file contains (scans or photos of) the following documents (name them correctly and always add 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

The secretarial assistant will prepare your expense report in the ‘Third Party Expenses’ platform.
You will receive a verification code via e-mail and a notification that the expense report has been prepared. You must confirm this code the first time you submit an application. Afterwards you receive a link to the expense report.
Fill in the missing data, these can be:
- Personal information
- Costs
- All necessary documents (see point 1.)
- Your consent to processing the data
Validate all information. Your expense report will be forwarded to the financial department, they will process your file and then submit it to the Antwerp Doctoral School for final approval before the requested amount is paid.

Specific procedures: Linguapolis and StatUa

Verify in your SisA self-service student account whether you have enough educational credit left (see here).
Register for the course and mention that you are a PhD student at the University of Antwerp.
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.