Mobility

Communication

• Always indicate the   of the activity. This code will be provided by the administrative coordination team, the PAR, or ARES upon request.

International Travel

• Book your ticket through ARES’s travel agency. Contact details are available from your project officer.

Accomodation

• Accommodation can be arranged by the local administrative coordination, by yourself, or through ARES’s travel agency.

Per diem

• Before departure, complete the online per diem form.

Insurance

• If you are a Belgian resident: Request ARES to subscribe to health and repatriation insurance by checking the appropriate box in the per diem request form.
• If you are not a Belgian resident: You must arrange your own travel insurance.

Passeport & Visa

Ensure your passport is valid.

• For the following countries: Benin, Burkina Faso, Burundi, Cambodia, Madagascar, Niger, RDC, Rwanda, Vietnam :
  
  =>ARES can handle your visa application:  severine.vanbellinghen@ares-ac.be.
   
  At least 1 month before departure, submit your passport and required documents to ARES.
   
• For other countries: You must apply for the visa yourself (via the embassy or official website). Contact details are available on the Belgian Federal Public Service Foreign Affairs website SPF Affaires étrangères.

Safety

• If you reside in Belgium, register your trip on the Travellers Online platform (Foreign Affairs).

Travel Report

• Upon your return, complete the expense reimbursement and travel report form, attach all supporting documents, and send everything within one month of your return to:
  • The coordination teams
  • The relevant PARs
  • ARES

Advance on the Grant (Optional)

• If you are a scholarship holder from the Wallonia-Brussels Federation (FWB/DAPE):
  
  =>You may request an advance of 80% of the grant amount to be paid by ARES.
  
  Between 4 months and 4 weeks before departure, complete and send the advance request form and the required supporting documents to: boursedevoyage@ares-ac.be.

Insurance and Health

• If your institution does not provide travel insurance, you must purchase one yourself covering the entire duration of your stay.
• Inform the host institution of any health conditions or other factors that may affect your stay.

Passeport & Visa

Ensure your passport is valid.

• Apply for your visa at the embassy of the destination country.
  Contact details are available on the Foreign Affairs website.

Safety

• If you reside in Belgium, register your trip on Travellers Online (Foreign Affairs).

Travel Report

• Submit an internship report or a summary of your thesis/final project, signed by the academic supervisor from your home institution.
• Complete the ARES online evaluation questionnaire and keep the confirmation email as proof of submission.
• Complete and send the checklist form and required supporting documents to boursedevoyage@ares-ac.be within 3 months after your return.
  • For non-FWB/DAPE scholarship holders: : Use the non-scholarship holder checklist form. ARES will transfer the full grant within four weeks of receiving the documents.
  • For FWB/DAPE scholarship holders: : Use the scholarship holder checklist form.

Mobility Form

• The project’s administrative coordination verifies, approves, and sends the completed form to ARES at least 45 days before the person’s arrival in Belgium.
• ARES then forwards the form to the host institution.

Passeport & Visa

• The mobility form grants access to a simplified visa procedure, reserved for individuals whose stay is funded by ARES.
• ARES provides the person with a visa certificate and insurance enrollment confirmation.
• Once these documents are received, the person schedules an appointment with the Belgian embassy responsible for their country to apply for the visa.

Insurance and Health

• By completing the mobility form, the person is enrolled in ARES health and repatriation insurance.
  
  =>Individuals aged 70 or older must take out personal insurance.
   
• Before departure, individuals are encouraged to inform the host institution of any factors that may affect their stay (e.g., health conditions).

International Travel

• The local administrative coordination of the project books the round-trip international travel.
• The host institution arranges transportation between the person’s arrival point in Belgium (train station, airport) and their final destination, both for arrival and return.

Accommodation

• Book the accommodation.
  
  =>If the stay takes place in Brussels, ARES can handle the booking upon request.

Payment of Allowances

• Reimburse the person for expenses related to their stay (per diem, etc.).
  
  =>If the stay is organized in Brussels by ARES, ARES handles these reimbursements.

Supervision

• You provide academic supervision and assist the person with administrative procedures.
• In case of unforeseen personal situations involving additional expenses (pregnancy, health issues, emergencies…), direct the person to available support services (mutual insurance, social services…).
• If no solution is found through these services, contact ARES.

Mission Report

• You verify the mission reports and supporting documents.
• You then send everything to ARES along with a statement of claim or invoice for the financial closure of the project or program.

Mobility Form

• The project’s administrative coordination verifies, approves, and sends the completed form to ARES at least 45 days before the person’s arrival in Belgium.
• ARES then forwards the form to the host institution.

Passeport & Visa

• The mobility form grants the person access to a simplified visa procedure, reserved for individuals whose stay is funded by ARES.
• ARES provides the person with a visa certificate and proof of insurance enrollment.
• Once these documents are received, the person schedules an appointment with the Belgian embassy responsible for their country to apply for the visa.

Insurance and Health

• By completing the mobility form, the person is enrolled in ARES health and repatriation insurance.
  
  =>Individuals aged 70 or older must take out personal insurance.
   
• Before departure, individuals are encouraged to inform the host institution of any factors that may affect their stay (e.g., health conditions).

International Travel

• The local administrative coordination of the project books the round-trip international travel.
• The host institution arranges transportation between the person’s arrival point in Belgium (train station, airport) and their final destination, both for arrival and return.

Accommodation

• Book accommodation, taking into account the person’s preferences as much as possible.

Payment of Allowances

• Pay the subsistence allowances and other amounts related to the stay.

Supervision

• You provide academic supervision and assist the person with administrative procedures.
• In case of unforeseen personal situations involving additional expenses (pregnancy, health issues, emergencies…), direct the person to available support services (mutual insurance, social services…).
• If no solution is found through these services, contact ARES.

Mission Report

• You verify the mission reports and supporting documents.
• You then send everything to ARES along with any statements of claim for the financial closure of the project or program.

Conditions

The invited expert must:

• Be a national of a Global South country.
  Be active in an ARES partner country.
  Have recognized expertise in the field of education/training.

=>If the Chair is organized remotely, the expert must have the technical means to participate via videoconference.

=>A budget of €10,000 per academic year is allocated per training program for the organization of one or more South Chairs.

Mobility Form

• Validate and send the completed mobility form to ARES at least 45 days before arrival in Belgium.
• For remote participation, the form may be submitted up to 7 days before the intervention.
• Attach a provisional budget (completed by the person organizing the stay) and a CV if the expert is being invited for the first time.

International Travel

• Book the expert’s international travel to the accommodation location.

Accommodation

• Book accommodation, taking into account the expert’s preferences as much as possible.

Passeport & Visa

• The mobility form grants the expert access to a simplified visa procedure, reserved for individuals whose stay is funded by ARES.
• ARES provides a visa certificate and insurance enrollment confirmation.

Insurance and Health

• By completing the mobility form, the expert is enrolled in ARES health and repatriation insurance.
  
  =>Individuals aged 70 or older must take out personal insurance.
   
• Before departure, experts are encouraged to inform the host institution of any factors that may affect their stay (e.g., health conditions).

Payment of Allowances

• Pay the expert the daily allowances (per diem), honoraria, and any other advanced expenses.
• Keep a signed receipt and proof of payment.

Mission Report

• All expenses (travel, accommodation, per diem, honoraria) are advanced by the host institution.
  
  =>For remote Chairs, only honoraria are reimbursable.
   
• At the end of the stay, ask the expert to complete a mission report.
• Send ARES, within one month following the mission, the reimbursement request along with supporting documents, a statement of claim, and the mission report.
  
  =>Management fees are accepted up to a maximum of 10%.

Are you part of a decentralized project (managed by a higher education institution)?

Some projects (e.g., PRD-PFS, Amorce & Valorisation) are decentralized: they are managed directly by higher education institutions in the Wallonia-Brussels Federation (FWB), not by ARES.

If your mobility falls under one of these projects, please contact the project focal point at the relevant institution directly.

Are you part of a program managed by ARES but can’t find all the answers?

Have you checked the sections “You are going to an ARES partner country” or “You are organizing the stay of a person in Belgium” but still need more information? Please contact your ARES project officer.