International researchers @ K.U.Leuven Bob Geivers Annemie Dumoulin

1. International researchers @ K.U.Leuven Bob Geivers Annemie Dumoulin

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

3. Introduction: contact Your contact depends on your status: • International Office, International Admissions and Mobility Unit (IAM): Bob Geivers • HR Department: Annemie Dumoulin

4. 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)

5. 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

6. 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

7. 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

8. 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

9. 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

10. 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”

11. 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

12. 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

13. 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

14. 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

15. 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

16. 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

17. 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

18. 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

19. 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

20. 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’

21. 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

22. 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’

23. 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

24. 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

25. 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

26. 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

27. 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

28. 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

29. 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

30. 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

31. Questions?