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International researchers @ K.U.Leuven Bob Geivers Annemie Dumoulin. Table of contents. Introduction Your status Financing Registration Your stay in Belgium Taxes Social Security Insurances Family allowances Leaves Benefits & perks Contact information Questions?.

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international researchers @ k u leuven bob geivers annemie dumoulin
International researchers @ K.U.Leuven

Bob Geivers

Annemie Dumoulin

table of contents
Table of contents
  • Introduction
  • Your status
  • Financing
  • Registration
  • Your stay in Belgium
  • Taxes
  • Social Security
  • Insurances
  • Family allowances
  • Leaves
  • Benefits & perks
  • Contact information
  • Questions?
introduction contact
Introduction: contact

Your contact depends on your status:

  • International Office, International Admissions and Mobility Unit (IAM):

Bob Geivers

  • HR Department:

Annemie Dumoulin

your status
Your status
  • Exchange student
  • Bachelor’s and Master’s student
  • Predoctoral student
  • Doctoral student
    • non-EEA: academic and scholarship
    • EEA: academic
  • International scholar
  • Visiting scholar

International Office (IAM)

your status5
Your status
  • Administrative & Technical Personnel (ATP)
  • Doctoral scholar: EEA (BAP): scholarship/salary
  • Postdoctoral Fellow (BAP)
  • Postdoctoral Researcher (AAP or BAP)
  • Research Associate (BAP)
  • Selfsupporting Visiting Researcher (BAP)
  • Free Research Associate (BAP)
  • Research Assistant (AAP)
  • Teaching Assistant (AAP)
  • Visiting Professor (BAP)
  • Professor (ZAP)

HR Department

financing scholarship
FINANCING: scholarship.
  • SCHOLARSHIP:

- Doctoral Student/Doctoral Scholar non-EEA (BAP)

- Doctoral Scholar EEA (BAP)

- Postdoctoral Fellow (BAP)

Administration and payment: International Office

Administration and payment: HR Department

financing salary
FINANCING: salary
  • SALARY:

- Administrative & Technical personnel members (ATP)

- Research Assistant (AAP)

- Teaching Assistant (AAP)

- Research Associate (BAP)

- Postdoctoral Researcher (except. Postdoctoral Fellows) (AAP-BAP)

- Visiting Professors (BAP) (salaried)

- Professors (ZAP)

HR Department

financing selfsupporting
Financing: selfsupporting
  • SELFSUPPORTING:

- Selfsupporting students

- Scholarship from outside the university

- Selfsupporting Visiting Professors (per diem possible)

- Selfsupporting Visiting Research Associates

Your contact is: International Office (IAM)

Your contact is: HR Department - Annemie Dumoulin

registration university
Registration: university
  • Registrar’s hall

- As a student: all (pre)doctoral students

  • International Office- As a student (if paid by Intl Office)

- As a guest

- As a scholarship holder: non-EEA doctoral

  • HR Department

- As a staff member + postdoctoral & EEA doctoral

registration belgium
Registration: Belgium
  • Registration in the city hall

- annex 15

- residence card

AFTER:

- registration in the university

- finding accommodation:housing contract

Remark: opening a bank account with annex 15

“LIVING IN LEUVEN”

taxes
Taxes
  • Not taxed in Belgium:

selfsupporting students and scholarship holders:

- Exchange students

- Bachelor’s and Master’s students

- Predoctoral students

- Doctoral students

- International scholar

- Visiting scholar

- Postdoctoral fellows

- Unsalaried visiting professors with per diem

taxes12
Taxes
  • Taxed: salaries:

- Administrative & technical staff

- Research Assistant

- Teaching Assistant

- Research Associate

- Postdoctoral Researcher (except. Postdoctoral Fellows)

- Salaried Visiting Professor

- Professor

Everybody must fill out the tax form

http://www.kuleuven.be/english/tax.htm

net amount scholarship salary
Gross salary

social security contributions

(13,07 %)

= Taxable income

- withholding tax on income

= Net salary

Gross scholarship

- social security contributions

13,07 % (full coverage)

4,70 % (partial coverage)

= Net amount scholarship

Net amount scholarship/salary
social security system
Social security: system
  • No social security:- Predoctoral scholarships
  • Partial social security:- Doctoral scholarships

- Postdoctoral fellowships

from non-EEA-country with NO bilateral social security agreement with Belgium

  • Fullsocial security:- All salaries+

- Doctoral scholarships

- Postdoctoral fellowships

from EEA-country or non-EEA-country WITH a bilateral social security agreement with Belgium:

United States; Canada; San Marino; Serbia; Macedonia; Turkey; Algeria; Morocco; Tunisia; Israel; Chili; Bosnia-Herzegovina; Montenegro; Australia; Croatia; The Philippines; Japan; Uruguay; South-Korea; India

social security coverage
Social security: coverage
  • Partial social security coverage

- Health insurance

- Occupational hazard & illness

- Family allowances:

- maternity allowance

- child allowance for children in Belgium or EEA

  • Full social security coverage- Health insurance

- Occupational hazard & illness

- Family allowances:

- maternity allowance

- child allowance for children in Belgium or EEA

+

- Unemployment rights

- Retirement rights

social security family allowance
Social security: family allowance
  • Maternity allowance- attestation at 6th month pregnancy
  • Child allowance

- for children in Belgium or EEA

Any changes in your family situation?

Inform your contact person immediately as this may influence your scholarship/salary:

- International Office

- HR Department

social security occupational
Occupational hazard (see further)

Study/Work-related accident

Way from home to work

Abroad on study/work-related trips (Eurocross)

Contact Insurance Office

Occupational illness

Contact International Office / HR Department

Social security: occupational
social security unemployment
Social security: unemployment
  • Unemployment allowance

- Only in case of full coverage

- Requirements:

- Worked for minimum 1,5 year

- Forced unemployed

- Residency in Belgium + valid residence card

- Available at the labour market

- Flemish Public Employment Service (VDAB)

- Hulpkas voor Werkloosheidsuitkeringen

social security retirement rights
Social security: retirement rights
  • Retirement rights

- Only in case of full coverage

- EEA + bilateral social security agreement: application at national pension office in country of residence

- Non-EEA: application at national pension office in Belgium

insurances health insurance
Insurances: health insurance
  • Health insurance – OBLIGATORY

- Affiliation with Belgian health insurance fundOBLIGATORY!- Done by IO for IO scholarship holders

- Registration fee to be paid

  • What do you get

- SIS-card + yellow stickers

- Coverage visit to the physician, dentist, hospital, …

- Coverage pharmacist bill

- Illness: payment from second month onwards

‘Living in Leuven’

insurances accident insurance
Insurances: accident insurance
  • Accident insurance - Occupational hazard

= “study/work accident”: any accident causing physical injury during

- the execution of work/study

- way to or from work/study place

- abroad on study/work-related trips: Travel insurance :

please fill out the form for the travel insurance

https://admin.kuleuven.be/sab/vz/intranet/en/conducting-university-business

Specific procedure! - seehttps://admin.kuleuven.be/sab/vz/intranet/en/work-accidents

Inform Insurance office

insurances third party liability
Insurances: third party liability
  • Third Liability Insurance (private life)

covers damage caused to third parties (private life)

  • Doctoral/predoctoral Students:

- obligatory upon registration for non-EEA- university policy at 13 EUR/year

  • Others:- strongly recommended

- all major banks and insurance companies

‘Living in Leuven’

insurances hospitalisation
Insurances – hospitalisation
  • Hospitalisation insurance - OPTIONAL

- Additional cover for medical costs due to hospitalisation or serious illness which are not covered by public health insurance

- Only for salaries and scholarships with social security

https://admin.kuleuven.be/sab/vz/intranet/en/hospitalisation-insurance

leaves holidays
Leaves: holidays
  • Staff members and doct scholars EEA > HR Department

- Paid holidays for Research Staff Members:

    • Depends on previous employment
    • Max. of 25 working days

- For all staff members and doctoral scholarship holders EEA

- Via KULoket (not for postdoc fellows)

- Staff members: if no holidays due to former (non-)employment: contact HR Department

  • Students & doct scholars non-EEA > International Office

- Max. of 20 working days

- In agreement with promoter

- No administrative formalities- Not via KULoket

leaves illness maternity
Leaves: illness - maternity
  • Sick leave

- If longer than 2 working day

      • immediately inform the Chair of the Department or the Dean
      • send a medical certificate to the HR Department or IO

- If more than 28 days: contact your contact person at IO or HR

- Statuses with social security:

payment by the health insurance fund after one month

leaves illness maternity26
Leaves: illness - maternity
  • Maternity leave

- 15 weeks

- Payment by the health insurance fund

- For scholarships: (possibility of) extension of the scholarship period with 15 weeks

- Your contact is IO: inform IO as soon as possible orYour contact is HR Dept: immediately contact IDEWE

leaves travel
Leaves: travel
  • Travel leave for work/study-related trips

- See “Travel insurance”- Study/work-related trips: - Form for the travel insurance

See:https://admin.kuleuven.be/sab/vz/intranet/en/conducting-university-business

  • Approval

- 1 or 2 days promoter

- 3 days to one month: Dean/Head of Department

- more than one month: Group Administration

  • Abroad

- Schengen country: Belgian ID card + passport

- Non-Schengen country: visa

- Travel insurance

benefits perks
Benefits & perks
  • Student/staff card:

- Access to all university libraries

- Discounts in Alma restaurants, other restaurants, shops, …

- Sports card

- For students: cultural card

  • Transport

- Bus card - at reduced price or for students: for free

- For staff members: annual season ticket for train

- For staff members: university bicycle (2WD-bike)

  • Competence profile and training sessions for doctoral students
  • Internet facilities at competitive prices
  • For staff members: advantageous rate hospitaliz. insurance
  • For staff members: K.U.Leuven Child care
  • …LIVING IN LEUVEN
information
Information
  • Brochures:

- Travelling to Leuven

- Living in Leuven

- Website: http://www.kuleuven.be/english/

  • International Office:

- Bob.Geivers@int.kuleuven.be

  • HR Department:- Annemie.Dumoulin@pers.kuleuven.be

- www.kuleuven.be/hr/ (go to intranet)

  • Registrar’s Office:

- University Hall, Naamsestraat 22

- sa@kuleuven.be (016/324040)

  • EU: http://ec.europa.eu/euraxess/index_en.cfm
case administrators
Case administrators
  • HR Department
    • A – DELT = Mr. Koen Meulemans - Koen.Meulemans@pers.kuleuven.be
    • DELV – JANS = Mrs. Anne Boulanger - Anne.Boulanger@pers.kuleuven.be
    • JANSA – PLES = Mr. Johan Vanhaegendoren -Johan.Vanhaegendoren@pers.kuleuven.be
    • PLET – VANDERA = Mrs. Sarah Spitaels - Sarah.Spitaels@pers.kuleuven.be
    • VANDERB – Z = Mr. Koen De Breuker - Koen.DeBreuker@pers.kuleuven.be
  • International Office

- Bob.Geivers@int.kuleuven.be

- Heidi.Lowet@int.kuleuven.be

- Ann.Timmermans@int.kuleuven.be