Reimbursement of travel and subsistence expenses to aci candidates invited to inter-institutional accreditation tests



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F

INANCIAL CONTRIBUTION TOWARDS TRAVEL AND SUBSISTENCE EXPENSES

 

FOR 

ACI

 CANDIDATES INVITED TO ACCREDITATION TESTS

 

 



F

REQUENTLY ASKED QUESTIONS 

(FAQ) 

version 5.0 applicable for candidates invited as of 1 January 2016 



 

 

Index: 



1. 

 

Main principles



 

2. 


 

Submitting the documents

 

3. 


 

Financial Identification Form

 

4. 


 

Legal Entity Form

 

5. 


 

Travel


 

6. 


 

Accommodation

 

7. 


 

Expenses and supporting documents

 

8. 


 

Insurance cover

 

9. 


 

After succeeding a test

 

10. 


 

Contacts


 

 

1.



 

  M

AIN PRINCIPLES

 

What kind of financial contribution am I entitled to? 

You are entitled to receive a flat-rate contribution to travel expenses as well as accommodation / 

subsistence allowance(s) according to the criteria defined in the "Rules on the financial 

contribution towards travel and subsistence expenses for ACI candidates invited to accreditation 

tests". 

 

I did not pass the test. Am I entitled to the contribution anyway? 

Yes, the contribution is not subject to your result in the test.  

 

I was not able to attend the test due to sickness. Since I had already purchased my tickets, 



am I entitled to a contribution anyway? 

If you had to cancel because of sickness / accident, the flat-rate contribution to travel expenses 

may be granted upon presentation of a medical certificate and proof of travel expenses. The 

contribution will be limited to the actual cost of the ticket and cannot exceed the flat-rate amount 

normally due.  

 

To claim the contribution to travel expenses you will first have to request partial / full 



reimbursement to the transport company, which will be then deducted from the contribution. 

 

I was not able to attend the test as I did not get visa on time. Am I entitled to a travel and 



accommodation allowance?  

No. It is your responsibility to obtain all necessary travel authorisations on time. 




 

 

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2.

 

  S

UBMITTING THE DOCUMENTS

 

What do I have to do to claim the contribution? 

In order to request the contribution, please:    

 

Complete on screen, print and sign the 



financial identification form

. You will also need to 

either get the form signed and stamped by your bank or attach a copy of a recent bank 

statement mentioning personal details, the bank's details and the IBAN code. 

 

Complete on screen, print and sign the 



legal entity form

. Attach a clear and legible copy of 

your ID card or passport. Please note that filling in the VAT line on the form is optional if 

you decide so you will be requested to provide additional documents. 

 

Print, complete and sign the 



claim form

. Attach all the supporting documents mentioned on 

the form. 

 

How can I submit the claim form?  

You should send the original of your claim after the test, together with all relevant supporting 

documents, by mail to: 

 

European Commission 



Sylwia Lajs-Rasmussen 

VM18 03/17 

Rue Van Maerlant 18 

B-1049 Brussels 

 

Please note that the documents must be sent no later than 1 month from the date of the test. We 



recommend that you keep copies of all the documents you send in. 

 

Before sending your claim, please make sure that: 



 

Information provided in the legal entity and financial identification form matches the 



supporting documents, e.g. make sure that data indicated in the legal entity form correspond 

to your passport or ID card;  

 

The legal entity form is signed and dated and that the copy of your passport or identity card 



is attached; 

 



The financial identification form has a stamp and signature from the bank or a copy of a 

bank statement is attached;   

 

The financial identification form is signed and dated



 

All supporting documents are duly attached and are in your name; 



 

Amounts indicated in the claim form correspond to the supporting documents. 



 

Can I send you the documents by e-mail or do you need the originals? 

We need the original documents.  



 

When I should expect my contribution to be paid? 

The payment will be made within 30 days from the moment we receive a completed file with all 

supporting documents required. 



 

 

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3.

 

  F

INANCIAL 

I

DENTIFICATION 

F

ORM

 

How do I complete the financial identification form? 

In the first box "ACCOUNT NAME", you shall fill in your personal details as communicated to 

the bank. In the second box, you have to provide your contact details. 

 

In the third box "BANK", you have to give your bank details such as the bank's name and 



address, your account number and the IBAN code. Therefore, it is essential to provide your 

private bank account number. 

 

The financial identification form needs to be stamped and signed by your bank or to be 



accompanied by a bank statement mentioning the bank's details, personal details and the IBAN 

code in which case the signature and stamp of the bank are not required. 

 

Can you transfer the money to my Visa or PayPal account? 

No, we cannot transfer money to a credit card or PayPal account. 

 

Can I use the account number of a family member? What do I have to provide if there is no 

IBAN code for my bank account number? 

In principle, we can validate and use the bank account number of your partner or a family 

member. Your legal entity will be linked to this account. 

 

In order to execute an international bank transfer when no IBAN code exists, you have to 

provide the bank account number and the branch address of your bank.  

 

For the following countries, IBAN is obligatory: AT-BE-BG-CH-CY-CZ-DE-DK-EE-ES-FI-



FR-GB-GR-HR-HU-IE-IS-IT-LT-LU-LV--MT-NL-NO-PL-PT-RO-SE-SI-SK-TR 

 

Can I be paid in a currency other than EUR? 

The payment will be in EUR. Please make sure that your bank accepts payments in EUR. 

4.

 

  L

EGAL 

E

NTITY 

F

ORM

 

Which details are required on the legal entity form? 

On the legal entity form you have to provide your personal details. Under 'NAME', we require 

your name as appears on your passport or identity card. Under 'OFFICIAL ADDRESS', we 

require the address, which is registered on your identity card.  

 

All the lines on the legal entity form must be filled in except for the VAT line, which is optional 



and, if completed, will require you to provide additional documents (a certificate from your tax 

authority confirming your VAT number as well as an extract from the register of the Chamber of 

Commerce.) 

 

What shall I provide if I am not registered to the Chamber of Commerce or if such an 



institution does not exist in my country? 

A personal declaration attesting and explaining the reason why you cannot provide this 

document. You can send this declaration by e-mail to the functional mailbox or attach a signed 

note to the legal entity form. 




 

 

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5.

 

  T

RAVEL 

 

You are entitled to a contribution to your travel expenses when the distance between your place 

of residence and place the test, is more than 50km. 

 

The contribution is a flat-rate amount based on great-circle distance (orthodromic distance) in 



km between two locations and paid for outbound and inbound travel separately. Where the 

declared place of residence is different from the actual place of departure/return to/from the 

place of the test, the shorter distance(s) will determine the applicable flat-rate(s).  

 

In example: 



  

Declared place of residence: Vilnius 

Place of the test: Brussels 

Place of departure: Berlin 

Place of return: Salvador (Brazil) 

 

Great-circle distance between Vilnius and Brussels = 1.466 km 



Great-circle distance between Berlin and Brussels = 651 km 

 

Since the distance between the place of residence (Vilnius) and place of the test (Brussels) is 



more than 50km, the candidate would be entitled to contribution. 

 

Calculation of the contribution:  



 

Outbound travel contribution: As the distance between the place of the test (Brussels) and place 

of the actual departure (Berlin) is shorter than the distance between the place of the test 

(Brussels) and the place of residence (Vilnius), the flat-rate contribution is based on the distance 

between Brussels and Berlin (651 km). The applicable amount would be 130€ (see table with 

rates in annex 1). 

 

Inbound travel contribution: As the distance between the place of the test (Brussels) and place of 



the actual return (Salvador) is longer than the distance between the place of the test (Brussels) 

and the place of residence (Vilnius), the flat-rate contribution is based on the distance between 

Brussels and Vilnius (1.466 km). The applicable amount would be 140€ (see table with rates in 

annex 1). 

 

In this example, the total flat-rate contribution to travel expenses would be 130+140=270€. 



 

I will be travelling more than 4 days before or after the test date. What contribution to 

travel expenses will I receive? 

Only the part of your journey directly related to the test within the 4 days window of the test date 

is subject to contribution. This window can be extended in cases of dummy booth training, with 

the express prior authorisation of the Test Office. 



 

I travelled by car. On which basis will my contribution be calculated?  

In case of car travel, the contribution is a flat-rate amount, calculated in the same manner as 

explained above. To prove travel, you will have to present an original toll booth receipt or petrol 

station receipt issued in a place on the route from your place of departure to the place of test. 

 



 

 

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I will be travelling from/to a place other than my place of residence. Am I entitled to a 

contribution to travel expenses? 

You can travel from/to any place you wish but for the calculation of the contribution, we will 

consider the shorter distance(s) to determine the applicable flat-rate(s). 

 

Do you reimburse taxi costs, public transport within Brussels? 

We do not contribute to taxi or public transport costs additionally. The flat-rate contribution you 

receive should cover all travel expenses.  



6.

 

  A

CCOMMODATION

 

What kind of allowances am I entitled to? 

You can receive a daily subsistence allowance of 25€ if no accommodation allowance is 

claimed. It can only be paid for the day of the test. 

 

An accommodation allowance of 100€ for the night before the test can be granted if you arrive a 



day before the test because same-day travel would imply that you would have to leave your place 

of residence/place of departure before 7 AM on the day of the test to be on time. By analogy, you 

can receive an accommodation allowance for the night of the test if the return trip to the place of 

residence/place of return would not be achievable before midnight of the same day. 

 

The incompatibility of the test schedule with same-day travel will be verified taking into account 



the mode of transport and normally available connections that would allow the candidates to 

respect the timeframe above. Accommodation allowances (max. 2) can be paid only upon 

presentation of an appropriate invoice (see the question below).  

 

Can I stay in B&B/hostel or rent an apartment and be entitled to receive an 



accommodation allowance? 

To receive an accommodation allowance we require a formal hotel invoice and proof of payment 

when the invoice does not clearly indicate that the amount due was paid.  

 

Required information on the invoice: 

 

Full name, address and VAT identification number of the supplier (hotel) 



 

Full name and address of the customer (you) 



 

Invoice number (sequential number which uniquely identifies the invoice) 



 

Date of issue of the invoice 



 

Your arrival and departure dates 



 

Description of accommodation services used 



 

Price per night (excluding VAT) 



 

Taxable amount per VAT rate or exemption 



 

VAT rate(s) applied 



 

Total VAT amount 



 

Method of payment clearly stated (card or cash). 



 

I shared the room with another candidate. Are we entitled to an accommodation 

allowance?  

Accommodation allowance will be paid to the candidate mentioned on the hotel invoice. The 

other candidate(s) will be granted a daily allowance of 25 euro for the day of the test. 



 

 

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7.

 

  E

XPENSES AND SUPPORTING DOCUMENTS

 

I lost my travel/accommodation documents but I kept a copy of the reservations. Can I 

send them as supporting documents for the claim?  

As a rule, only original tickets and invoices can be accepted as valid supporting documents.  



 

I paid in a currency other than Euro. Which exchange rate will be applied? 

The rate of the day we pay you. These rates are the market rates for the penultimate day of the 

previous month quoted by the European Central Bank. 

 

I was invited to participate in 'dummy booth' training before the date of the test. Am I 

entitled to the travel and accommodation contributions for the extra days? 

In the case of early arrival because of participation in a 'dummy booth' training, travel allowance 

can be granted if you arrived in the place of the training no more than one day before the start of 

the training. However, no accommodation or daily subsistence allowance will be granted for 

these extra days. An accommodation allowance for the night before the test can be paid on 

presentation of a valid hotel invoice. 

 

Please add any documents confirming your attendance in the dummy booth training (invitation e-



mail etc.) 

 

Am I covered against the risk of accident during the dummy booth training? 

No, we do not provide insurance cover for days of the dummy booth training. You are covered 

against the risk of accident only for the duration of your journey and days of your stay at the 

place of test within the 8 days window. 

 

Will you reimburse the cost of a visa? 

We cannot reimburse the cost of a visa. 



8.

 

  I

NSURANCE COVER

 

Am I covered against the risk of accident during my stay at the place of the test? 

Yes, you are covered against the risk of accident during your journey and your stay at the place 

of the test for a maximum of 8 days.  Should you have an accident during the period covered by 

the policy, please file a claim directly to the Insurer and contact him for any further information. 



 

Contact details: 

Cigna International Health Benefits BVBA 

Postbox 69 

2140 Antwerpen - Belgium 

Tel: + 32 3 217 57 52 

fax: + 32 3 235 57 17 

e-mail: 


clientservice2@cigna.com  

 

Will the travel insurance that I bought together with my ticket be reimbursed? 

Personal travel insurance costs cannot be reimbursed. 




 

 

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9.

 

  A

FTER SUCCEEDING A TEST

 

I succeeded the test and I am again requested to send you the legal entity and financial 

identification form. I wonder if this is necessary since I have already submitted them. 

You do not have to send those forms again if you want our service to continue using the bank 

account number you already provided. However, all changes in bank or personal details have to 

be communicated by the official forms. 

 

I succeeded the test and submitted all the required documents. When I log in to my Web 

calendar, I get the message that my file is incomplete. How can I solve this problem? 

When you receive your first contract, your payment officer will encode your bank account 

number and legal entity into the accounting system. At that moment, the message will no longer 

appear on your web calendar. 

 

I succeeded the test and am requested to send you some official documents such as a 

certificate of good conduct, birth certificate and a certified copy of my identity card or 

passport. Can I submit you these documents in the language of my country or do I have to 

have them translated? 

You can send these documents in the language of your country with a brief summary in English, 

French or German. 

 

I have no possibility to obtain a certified copy of my passport or identity card. Do you 



accept another document, proving my nationality? 

Exceptionally, in these circumstances, our service can certify a copy of your passport or identity 

card. You can make an appointment for that purpose by sending an e-mail to the functional 

mailbox: 

SCIC-signalaic@ec.europa.eu

 

 



Your service has to complete some forms in order to get my certificate of good conduct 

from my authorities. Can I send you these documents to complete? 

We will complete and sign the forms and return them to you by registered mail. 



10.

 

 C

ONTACTS

 

If you have questions concerning the contribution to your expenses, please use the functional 

mailbox: 

scic-aci-candidates-expenses@ec.europa.eu

  or the following mail address: 

 

Sylwia Lajs-Rasmussen 



VM18 03/17 

Rue Van Maerlant 18 

B-1049 Brussels 



 

 

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Annex 1. Applicable flat-rate contributions to travel expenses 

 

Distance 

Flat-rate amounts in €  

per leg of journey 

0 to 50 km 

51 to 150 km 

151 to 500 km 

501 to 1000 km 

1001 to 2000 km 

2001 to 3000 km 

over 3000 km 

20 



80 

130 


140 

170 


250 

 

 

 



 

Document Outline

  • 1.  MAIN PRINCIPLES
  • 2.  SUBMITTING THE DOCUMENTS
  • 3.  FINANCIAL IDENTIFICATION FORM
  • 4.  LEGAL ENTITY FORM
  • 5.  TRAVEL
  • 6.  ACCOMMODATION
  • 7.  EXPENSES AND SUPPORTING DOCUMENTS
  • 8.  INSURANCE COVER
  • 9.  AFTER SUCCEEDING A TEST
  • 10.  CONTACTS

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