CHECKLIST FOR PARTICIPANTS IN AN EXCHANGE PROGRAMME ACTIVITY
Compulsory documents for the reimbursement
Please ensure that you enclose ALL the documents listed below.
We strongly recommend that you keep a COPY of all the documents you send.
1)After EJTN informs you about your selection (for participants to short term exchanges only):
The contact point of your hosting country will contact you regarding your exchange. Otherwise, make sure you contact him/her to have information regarding your hosting jurisdiction, the dates of the exchange and the contact details of your tutor.
Contact your tutor in the hosting jurisdiction to arrange the details of the exchange.
Communicate the dates of your exchange to the EJTN, and if relevant to the contact point of your hosting country, as soon as you know them.
2)Before the activity
Make your transport and accommodation arrangements and send your registration form duly completed to EJTN () as well as your tutor’s contact details at the latest one month before the start of the activity.
Check with your employer that you will remain covered during the whole training period by the social security scheme applicable to the concerned national administration and that the latter will support the health expenses incurred abroad.
Make sure you are insured against accident, death and invalidity risks.
3)Within a month after you attended an Exchange Programme activity
The following documents must be sent to EJTN () in order for the final payment to be paid:
For activities lasting 2 weeks or more:
your report on the exchange and its summary in English or French if possible
the evaluation form
acertificate of attendance (original version) duly signed by your tutor and bearing the official stamp of the host institution to be returned to EJTN, Exchange Programme Team, 123 rue du Commerce, B100 Bruxelles.
For activities lasting less than 2 weeks:
your report on the exchange and its summary in English or French (not required for participants to study visits)
the evaluation form
the expense claim form
the following travel documents, depending on how you travelled, to be returned to EJTN, Exchange Programme Team, 123 rue du Commerce, B100 Bruxelles:
If travel by plane:
the original of all the boarding passes corresponding to the journey or a certificate from the airline that the ticket was flown
the flight ticket/booking confirmation of the airline company or travel agency showing the flight itinerary
the invoice from the airline company/travel agency (if the ticket does not clearly mention the price)
If travel by train:
the original of the train tickets
the invoice from the train company (if the ticket does not clearly mention the price)
If travel by private car:
an itinerary mapping & detailing the journey to which will be applied the following calculation with a limit to a maximum of 1.200 km calculated on the basis of the shortest route: XX km x 2 (in-out) x 0,22 € / km = XX