Procedures for reimbursement of costs

1. Apply for recognition by submitting the online form. The total amount of reimbursable courses is limited to three specialist courses and one transferable skills seminar (cluster Research & Valorization only).

2. Register for the course. Enrolment remains with the organizers.

3. Ask the department to pay the registration fee. This may be done through a departmental budget (preferably an E/xxxxx/xx budget) or one of your supervisor’s budgets (preferably an E/xxxxx/xx budget). Make sure that the course fee and related cost are paid in advance. Please note that we cannot reimburse to D-budgets.

4. After completion of the course, reclaim the registration fee and related costs from the Doctoral Schools (if applicable). PhD students are required to hand in the following documents at the latest three months after completion of the course:

  • A) PDF file with the approved application for recognition
  • B) proof of successful participation
  • C) SAP proof of payment from the departmental budget or one of your supervisor’s budgets. If the registration fee was paid by an employer (other than Ghent University), please contact

The documents must be sent to the Doctoral Schools Office, Research Department, Sint-Pietersnieuwstraat 25, 9000 Gent,

If you have any questions about the reimbursement procedure, please email

IMPORTANT: The documents should be sent to the Doctoral Schools Coordination Unit at the latest three months after successful completion of the course. Incomplete files will not be accepted.