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The Committee

The Stage Committee

Everyone

The Stage Committee represents stagiaires and is elected at the beginnning of the Stage Period. This period's committee members are:

Deborah Walker - General Coordinator

Chris Mackin - PR

Petr Novak - Events

Lothar Van Driessche - Trips

Michael de Boer - Treasurer

The Auditors

The Court of Auditors

What We Do

The Committee

The Stage Committee

The StageCommittee (SC) is the elected body which formally runs the stagiaires association. It consists of five members with separate functions (i.e. general coordinator, PR and sponsorship coordinator, events coordinator, trips coordinator and treasurer) although a synergy effect is what we strive for in order to achieve maximum positive output for both our team and the stagiaires community.Communication with other entities is vital for the smooth operation of the association. The Traineeships Office is our first source of information and support regarding administrative and work-related subjects. The spokespersons of each Directorate General (DG) keep us informed about DG-related issues and support us in the circulation of information amongst stagiaires. Through the creation of different subcommittees stagiaires find ways to enhance their stage experience to socialize and spend their free time in a quality manner. The core areas of the subcommittees cover sports, arts, culture, entertainment and career development/education. The SC is in constant communication with the subcommittees coordinators to support them in terms of administrative and financial issues.Regarding the handling of our financial resources, the elected Court of Auditors (CoA) collaborates with the SC in order to help in financial planning, distribution of funds and ultimately to ensure that full transparency is in place. One of the major financial goals of the stage is to provide the funds to support a philanthropic project organized and undertaken by Europe Third World (ETW).Moreover, the SC is in contact with external bodies and individuals in order to bring to life events and activities. These include amongst others EU institutions officials, venue managers, sponsors, travel agents, food/drink suppliers and media managers.

The Auditors

The Court of Auditors

The Court of Auditors represents the interests of the Association of Trainees of the European Commission. It works closely with the Stage Committee, but ensures that it keeps its own independence. The Court of Auditors carries out audits, through which it assesses the collection and spending of money. We examine whether financial operations have been properly recorded, regularly executed and managed so as to ensure efficiency. The Court of Auditors' objective is to help the Stage Committee and also the Sub-Committees, by means of its opinions and recommendations in order to improve the controls and effectiveness of their activities.

The Committee
The Auditors

FAQs

Travel Expenses

When do I need to give in my travel expenses documentss, in order to get reimbursed and what exactly do I need to submit?In the first 10 days of your traineeship you need to submit the Travel expenses form filled in accompanied by all the justification papers (air/train ticket, boarding pass, invoice etc.).When am I going to get reimbursed?In the last month of your traineeship. You need to have completed 3 months in order to be eligible for reimbursement.Should I buy my return ticket or not?It's optional. If you provide proof of a return ticket, you'll be fully reimbursed up to the ceiling - fixed on the basis of the distance. If you give in a one-way ticket, you'll receive twice the amount of the ticket, up to the ceiling. (Please remember that return tickets for Xmas or Easter Holidays are not acceptable).Ceiling calculations:0 49 km = no allowance50 km 499 km = €0.40/km500 km 999 km = €0.35/km1000 km 1999 km = €0.30/km2000 km 2999 km = €0.25/kmover 3000 km = €0.28/kmWhen are the right dates to travel (for arrival and departure)?From 1 month (at the earliest) before the start of your traineeship until 1 month after the end of your traineeship (at the latest).Is an e-ticket acceptable?Yes. It should mention your name, and the date and price of the ticket.What happens if I do not keep/bring my boarding pass?You're obliged to submit the boarding pass together with your air ticket + invoice. If you lose it, the luggage ticket is also accepted (indicating your name + flight + date). If you didn't keep it, you need to send an e-mail to the airline company you flew with to receive written confirmation of your flight.What supporting documents do I need to present if I travelled by car?You need to submit original copies of reciepts for petrol, a copy of the vehicle's insurance coverage and if the car is registered under a different surname from the trainee, a written declaration by the owner that he/she drove the trainee to the place of recruitment. Remember that if 2 trainees arrive by the same car, only 1 will get reimbursed.Are bus tickets acceptable?Yes, if they indicate the fare and are used within the correct dates.Are first class Train tickets acceptable?No, only tickets in economy (B) class are accepted. Only under very specific conditions can a first class train ticket be accepted. Ask your gestionnaire in the Traineeship Office for more details.Will I be reimbursed for excess luggage charges?No, no extra payments for excess baggage charges are accepted.Will any costs for visas or cancellation/travel insurance or Taxi fares be reimbursed??No, these kinds of expenses are not paid back by the Traineeships Office.

Medical Insurance

How do I claim my medical expenses if I am insured via the Commission (Van Breda Insurance Company)?Claims must be submitted directly to Van Breda. First, you need to pay the bill yourself. Then fill in the medical expenses claims form (Leave the Van Breda pers. Ref. no which is asked on the claim form empty; you will receive this number after the reimbursement of your first claim). Don't forget to attach the original invoices and proof of payment of the bill (e.g. bank transfer document). Always keep a copy of the form and the invoices. Payments are made by the insurance company. Therefore it will take approximately 2 weeks to receive the reimbursement. Please do not contact the Traineeships Office about reimbursements, they cannot help you; contact Van Breda directly.For any queries regarding medical insurance, contact either the Van Breda Call Centre tel: 03 217 68 13 or your gestionnaire in the Traineeship office.Can I extend this insurance cover after the end of the stage?Trainees who have opted for the Van Breda Insurance during their traineeship can extend their cover for a period of 6 months maximum immediately after their stage (without interruption). This extension will help you to avoid a waiting period without reimbursements when affiliating to another insurance company. The costs and conditions of this extension differ from the insurance during the stage. When introducing a claim, you will need to indicate the period of the extension of medical cover. This prolongation will only cover medical expenses resulting from illness or pregnancy. The accident insurance expires the day you end your traineeship. It cannot be extended. For further information, please contact your gestionnaire in the Traineeships' Office.How does the Health Card / E111/E128 Form work?In order to benefit from the Health Card/E111/E128 that you obtained in your home country, you must first register with a "mutualité" (medical insurance company) (in Belgium) or with the "Caisse de Maladie des Ouvriers" (in Luxembourg Head Office 125 Route d'Esch, 1471 Luxembourg Ville; local offices are listed in the telephone directory). The various Belgian "mutualités" are listed in the Yellow Pages (http://goldenpages.truvo.be/search/Mutualities.html). You need to take your Health Card/E111/E128 with you when registering. Remember to make a photocopy of it beforehand because they might need to keep the original). Afterwards, you can seek partial reimbursement for medical expenses directly from the mutualité. Always take your Health Card/E111/E128 with you when you consult a doctor/dentist or purchase prescribed medicines. Ask for a receipt for all medical treatment or expenses. You will need to submit original receipts when applying for reimbursements. In Belgium, around 75% of the cost of treatment and approved medicines will be refunded by your mutualité, 85% if you are insured via the Commission. In Luxembourg you can obtain a refund, although not necessarily for the full amount, by applying to your local office of the Caisse de Maladie des Ouvriers.Am I insured against theft?No. You are responsible for your own possessions both inside and outside the Commission. The Commission is not responsible for loss, theft or damage to property or personal effects. Some landlords may have insurance - please verify with your landlord if insurance coverage is included in your rent. Also, your bank or an insurance company may be able to offer you home insurance or other options. Please speak to your bank clerk when opening your account.

Bank Account

What documents should I bring in order to open a bank account in Brussels?You need to have with you:- A copy of the offer of employment from the Commission- Identity card/passport- Proof of address in your country of originWhich address do I need to put in the Financial Identification and who do I need to add as a 'contact'?You need to write down the address you have given at the bank. The contact person can be either you or someone you choose to be your contact person for the bank. The contact person is not mandatory but it sometimes facilitates sometimes the bank's work.How can I open a joint blocked bank account with my landlord for the rental deposit?This is a common practice in Brussels and trainees should always try to open a joint blocked bank account. In this case, the money can only be withdrawn from the account with the signature of both parties. Some landlords will try to make you pay the guarantee deposit in cash. Don't accept this. You won't have any proof that you gave him/her the money, which could make it harder to get it back at the end of your contract. In order to find out more about how to open a blocked bank account, contact: ING Expat & Non-resident Contact CentreTel: FR +32 (0) 2046406662NL +32 (0) 2046406661DU +32 (0) 2046406663EN +32 (0) 20464066614expat_ing.be.

Registration in Commune

What papers do I need to present in order to register in my Commune?You need to have with you:- 5 photos- Passport- Declaration given by the Traineeships OfficePlease remember that certain communes also ask for a copy of the offer of employment from the Commission and/or a copy of your birth certificate.

Grant

When will I be paid?The grant for the first month of the stage is usually paid at the end of the first month. Subsequent grants will be paid on or around the 15th of each month. It is advisable to open a bank account in Belgium (or Luxembourg, depending on where you are going to work). Hand in the form indicating your bank and account number as soon as possible; otherwise no payments can be made!!Other trainees already received their grant but I did not. Why? Who should I contact?First check with your 'gestionnaire' if there is a problem with your Bank account. If not, check with your bank. Payments may take more time if the bank is in another country/city etc. If every thing is ok and you have still not been paid, you should inform your gestionnaire in the Traineeship Office.I work outside Brussels and I attended the Welcome conference in Brussels. When will I receive reimbursement of my trip to Brussels (with daily allowance etc.)?Normally, the 1st payment for the Representations + London + Grange is done at the end of the 2nd month of the traineeship.I started on 15th March. When will I be paid?Normally, payments should be in mid April but if the bank account form is given in immediately after the beginning of the stage, you may be paid by the end of March.How can I check how much I will be paid? Whom should I contact?From the full grant of €1071,19 per month you need to deduct €0.97 for the accident insurance and if you have opted for the Commission's medical insurance, an additional 11.62€ will be dedcuted. If the amount you received doesn't correspond to the above amounts, then you need to contact your gestionnaire in the Traineeship Office.Who can give me an 'attestation' for the grant received?Your 'gestionnaire' can provide an attestation/declaration of how much you're paid.Do I have to declare the Grant when I return to my country?This will depend on your national Tax Authorities. You will receive a financial declaration from the Traineeship Office at the end of your traineeship. Please contact the tax authorities in your home country because the European Commission has no authority in this matter.

General

What is the last working day of the stage?The last day of your stage will be the 29th July 2011.What are the usual working hours?Commission employees normally work 37.5 hour per week and 7.5 hour day. Official working hours are from 8:30-13:00 and from 14:15-17:30 (16.30 on Fridays). There is an element of flexibility in the hours you work depending to a large extent on the requirements of your unit and your advisor. Normally, you can expect to start a bit later (9:00 or even 9:30) but stay longer (until 18:00 or later), especially when there are deadlines to be met. It really depends on your unit and particuarly on your advisor.When is the Commission be closed for holidays?During your stage, the Commission will be closed for holidays on the following days:21st, 22nd and 25th of April9th of May2nd, 3rd and the 13th of June23rd June (Luxembourg Only)21st July (Brussels Only)Am I allowed to take any other holiday during my stage?Yes, Article 5.2.1 of the Rules governing the official traineeships scheme of the European Commission states that: Trainees are entitled to 2 days leave per month. This entitlement is acquired pro rata to the months worked counted from the first day of the month. Days of leave not taken are not paid. Days for trips and visits organised by the Traineeships Office are not taken off your entitlement. Days for trips organised by the Trainees Committee, days taken for participation to any competition, exam or university work, etc. are to be deducted from this entitlement. The Human Resource Unit of your Directorate General oversees that the above rules are respected. Leave requests should respect the needs of the Service. They must first be approved by the adviser and then checked and approved by the person responsible for holidays within your Directorate General.Can I take part in a mission during my stage?Yes (see Article 6.4.5 of the rules governing the stage). In exceptional cases only, the Director General of the Directorate-General or Service in which a trainee has been placed may grant authorisation for a trainee to be sent on a mission, on the condition that the mission is of a technical nature and not of a representative one. The mission must be paid for by your Directorate-General. The Traineeships Office does not have a budget to pay for stagiaires' missions!Can I take part in the Commissions official language courses?Unfortunately not. Commission courses are only available to its permanent staff. However, stagiaires usually organise language courses amongst themselves with the help of the Stage Committee. Most Communes and the ULB also organise language courses which are very cheap or free. The Alliance Française also offers a special four month deal for stagiaires who work at the European Commission.Will I have to write a report at the end of the stage?Yes, there is an on-line questionnaire; the link will be sent to you along with information about the procedure towards the end of your stage. You will also receive a questionnaire around one month after the start of the stage. The link for this will also be sent to you by email.Where can I take passport photos?You can find automated machines in many metro and train stations, including Arts Loi, Gare Centrale and Mérode. There are also several photoshops in Brussels where your picture can be taken.

FAQs

Travel Expenses
Medical Insurance
Bank Account
Registration in Commune
Grant
General

Contact Us

During Our Office Hours:

16:30 - 18:30 every weekday

MADO 15/18

Madou Plaza, Place Madou, 1

B-1049 Brussels

By Phone:

+32 (0) 229 90994

By Email:

stagecommittee_ec.europa.eu

N.B. Please refrain from calling our individial (personal) office numbers.

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