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Other material reception conditions

Material reception conditions

Material reception conditions are defined as the reception conditions that include housing, food, clothing and personal hygiene products provided in kind, as financial allowances, in vouchers, or as a combination thereof, as well as a daily expenses allowance (Article 2(7) RCD (2024)). 

The daily expenses allowance refers to the support provided to applicants on a regular basis to help them maintain a minimum level of independence in their daily life. It may be granted in cash, in vouchers, in kind or as a combination of these, and must include a monetary component. (Article 2(8) RCD (2024)).

Member States must ensure that applicants for international protection receive material reception conditions and healthcare from the moment they make an application for international protection (meaning they express the will to apply for asylum to a competent authority) (Article 19 RCD (2024)). These reception conditions must ensure an adequate standard of living for applicants, guaranteeing their subsistence, protecting their physical and mental health and respecting their rights under the Charter. 

Member States may decide that access to all or part of these material reception conditions depends on whether the applicant has sufficient financial means to provide for themselves. If applicants possess such means, authorities may require them to contribute to or cover the related costs. Where it is established that an applicant had sufficient means but failed to disclose them, the Member State may seek reimbursement of the expenses incurred.

In applying these provisions, authorities must act proportionately and take into account each applicant’s individual circumstances, including any special reception needs, while always maintaining an adequate standard of living.

Reduction or withdrawal of material reception conditions

Member States may reduce or withdraw the daily expenses allowance and, in justified and proportionate cases, other material reception conditions, for applicants who fail to comply with certain obligations (Article 23 RCD (2024)).

Decisions to reduce or withdraw material reception conditions must be objective, impartial, based on the merits of the individual case and must state the reasons on which they are based (Article 23(4) RCD (2024)). They must also consider the applicant's particular situation, especially in the case of applicants with special reception needs, and adhere to the principle of proportionality. 

Member States must ensure access to healthcare and basic needs (in line with the CJEU jurisprudence and the national legislation). This means that measures taken by authorities cannot deprive the applicant from their basic needs. 

Other penalties, including disciplinary measures in accordance with the rules of the accommodation centre, may be applied provided they respect the principle of proportionality and human dignity.. 

Reception conditions in a Member State other than the one in which the applicant is required to be present

The Asylum and Migration Management Regulation (AMMR) sets out the common rules for determining which Member State is responsible for examining an application for international protection. Cases of withdrawal of certain reception conditions when an applicant is subject to a transfer decision under the AMMR are regulated under Article 21 RCD (2024). 

From the moment the transfer decision is notified, the applicant is no longer entitled to material reception conditions (besides the withdrawal of the right to employment and language courses and vocational training) in any Member State other than the one responsible for examining the application. However, basic support necessary to ensure a standard of living in accordance with Union law must continue to be provided. This includes access to healthcare, education of children and basic needs until the transfer takes place. 

The EUAA Operational Standards and Indicators on Reception including Vulnerability–related Aspects, 2026, provide additional information on the topics described above. See examples below.

  • Section 2.2. Assessment of the applicant’s resources and contribution to reception conditions. Standards 46-47, p. 73-75, refer to, among others, a mechanism to be put in place to assess applicants’ resources and determine whether these are sufficient to ensure an adequate standard of living.
  • Section 2.3. Reduction or withdrawal of reception conditions. Standards 48-50, p. 77-80, refer to situations related to applying a reduction or withdrawal of material reception conditions in line with Article 23 RCD (2024).
  • Section 2.3. Reduction or withdrawal of reception conditions. Standards 48-50, p. 80-81, refer to situations of withdrawal of relevant reception conditions once a decision is issued on a transfer in accordance with AMMR. 

Information provision messages per subtopics

1.    Information on conditions for access to material reception conditions 

Inform applicants about the following.

  • Where applicable, the fact that their access to material reception conditions depends on their financial situation. Explain how this assessment is conducted and outline the specific criteria used in the evaluation.
  • The fact that material reception conditions depend on the applicant’s actual residence at the assigned accommodation (where applicable).

2.    Information on food and non-food items

Inform applicants about the following.

  • The goods they will receive, including the modality of distribution and frequency (provided as a financial allowance, in vouchers, in kind or as a combination): 
    • food
    • clothes and shoes
    • personal hygiene and cleaning products
    • bedding and linen
    • additional items depending on the arrangements in the centre e.g. kitchen utensils and cutlery and school supplies.
  • How catering services accommodate the religious, cultural or medical dietary needs of applicants (where applicable). 
  • The responsibility of the applicant to maintain reception centre property in good condition and to return all items at the end of stay (e.g. towels, kitchen utensils), according to national practice.
  • The availability of washing machines, kitchen appliances, including their schedule and the procedures for using them, where applicable.
  • The availability of Wi-Fi/phone or sim cards, where applicable.

3.    Information on the daily expenses allowance 

Inform applicants about the following.

  • The daily expenses allowance, including its amount, frequency of payment and the methods for accessing it. 
  • The purpose of the daily expenses allowance, including the importance of using it diligently.

4.    Information on reception conditions in a Member State other than the one in which the applicant is required to be present

Inform applicants about the following.

  • When applicants are notified of a transfer to another Member State, explain that most reception support in the current country will stop from that moment, except for any basic assistance needed to ensure dignity and safety until the transfer takes place. Provide examples of what basic needs mean, such as food, a place to sleep, etc.  
  • Once transferred back to the Member State where the applicant is required to be present, they will be entitled to material reception conditions. 
  • Specific vulnerable persons will not lose their entitlement to reception conditions due to their vulnerable situation (where relevant). This applies to people such as victims of trafficking who are present in a country other than the Member State where they are required to be present.

5.    Information on house rules and regulations

Inform applicants about the following. 

  • The organisational structure of the reception facility, including the roles of staff and available resources. See Section Service provision for more information. 
  • The rights and obligations of applicants in reception regarding cohabitation (e.g. quiet hours, exit/entry hours, energy use, waste management, use of common spaces), routines (cleaning), other residents and the community at large.
  • The possible consequences of non-compliance with the house rules of the accommodation facility, including violent or threatening behaviour towards others in the centre.
  • The values and behaviours encouraged in the reception centre, such as: 
    • respect, non-discrimination, gender equality, equality among applicants, equal access to goods and services and diversity. 
  • The behaviours that are prohibited and not tolerated, such as:
    • any form of harassment and abuse, violence, bullying and intimidation. 
  • The meaning of gender-based violence and the fact that it is prohibited, regardless of practices in the applicant's country of origin.
  • The prohibited goods and items: alcohol, drugs, weapons and other dangerous objects, furniture and home appliances. 
  • The fact that smoking is prohibited in the accommodation space. Inform applicants on the available smoking areas.
  • A parent’s responsibility towards their child(ren) including their duty to supervise them at all times and the availability of day care.
  • Other facility-related requirements: use of electricity, common kitchen appliances, maintenance and repair of existing goods. 
  • The regime of visitors, gatherings, rules on keeping pets in the accommodation facility. 
  • The use of mobile phones and cameras and privacy, for example no photos/videos of staff and applicants in the centre without their consent. 
  • The importance of respecting the separated areas for certain groups of residents (e.g. unaccompanied children, applicants with special reception needs) as well as common areas.
  • Their responsibilities towards maintaining a safe and respectful environment within the facility by adhering to the house rules.
  • Schedule of recreational activities organised for residents of the reception facility and the frequency of schedule updates. 
  • The need to respect gender-separated bathroom arrangements where facilities are shared. Show the male and female signs to ensure understanding.
  • The possibility for the staff to carry out inspections of bedrooms, in line with applicable national legislation or/and house rules (if applicable).
  • The sanitation protocols in place to prevent infestations (e.g. bed bugs, cockroaches, rats) in the reception facility, as established by national legislation.
  • Any access limitation of some areas to residents (e.g. back office, safe areas for unaccompanied children or other vulnerable groups among others).

6.    Information on reduction and withdrawal of material reception conditions

Inform the applicants about the following.

  • The fact that authorities may reduce or withdraw material reception conditions.
  • The reasons the daily expenses allowance may be reduced or withdrawn and the reasons other material conditions may be reduced. The applicant: 
    • abandons the designated geographical area without permission
    • abandons the residence in the specific place decided by the authorities without permission
    • absconds, meaning did not remain available to the authorities, such as travelling to another Member State without permission.
    • does not cooperate with the competent authorities (e.g. the applicant fails to attend fixed appointments or comply with reporting obligations).
    • lodged a subsequent application (see Section Subsequent application). [forthcoming page on the ‘Asylum Procedure’ Thematic Area on the portal]
    • concealed financial resources and unduly benefited from material reception conditions.
    • seriously or repeatedly breached the rules of the accommodation centre or behaved in a violent or threatening manner towards others within the centre.
    • fails to participate in compulsory integration measures.
  • The reasons other material reception conditions may be withdrawn:
    • serious or repeated breaches of the rules of the accommodation centre or violent or threatening behaviour towards others within the centre.
  • The right to receive a written decision that explains what material reception conditions are reduced or withdrawn, the reasons and the duration of the measure.
  • What the applicant will continue to receive, regardless of any decision to reduce or withdraw material reception conditions, such as:
    • basic needs (explain with examples), 
    • healthcare.
  • If some or all of the material reception conditions are reduced or withdrawn and the reasons no longer apply, the authorities will consider reinstating some or all of the reduced or withdrawn material reception conditions. This can happen where the applicant:
    • left the geographical area or specific place without permission
    • did not cooperate with the authorities or
    • refused to attend compulsory integration courses.
  • The right to receive a written decision if not all material reception conditions are reinstated.

7.    Information on appeals

Inform applicants about the following.

  • The right to appeal the authorities’ decisions related to the: 
    • decisions affecting the provision of reception conditions
    • reduction or withdrawal of material reception conditions
    • refusal of permission to temporarily leave the specific geographical area or the specific place (if applicable)
    • decisions on restrictions of freedom of movement (obligation to reside in a specific place, e.g. in a designated reception centre, and/or obligation to report) (if applicable)
  • How to file an appeal, covering the deadline, the competent authority and the available submission channels.
  • The right to have the decision requiring them to reside in a specific place reviewed ex officio by a judicial authority if it has been applied for more than two months.
  • The possibility, upon request, to receive free legal assistance and representation to appeal the authorities’ decisions that limit their reception rights. 
  • The right to consult a lawyer at their own expense to appeal the authorities’ decision that limit their reception rights. 
  • Non-governmental and international organisations who may provide additional information and support on legal assistance. 

For additional information check Section Legal counselling, assistance and representation.

8.    Information on complaint mechanism  

Inform applicant about the following.

  • The distinction between the complaint mechanism and the right to appeal.
  • The complaint and response mechanism. Specify the matters on which a complaint may be submitted, such as complaints about the behaviour of reception staff (e.g. threats, insults or harm) or concerning the accessibility and quality of services provided. Explain that in case of violent behaviour, the police must be contacted.
  • The timeframe, procedures in place and follow-up actions related to the submission of a complaint through the established mechanism.
  • The fact that the complaint will stay confidential. When needed, explain the meaning of the principle of confidentiality.
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Practical tips

  • Regularly reinforce information on house rules through various channels (oral, written, visual or audio). Repeat as needed to ensure all applicants, including those with specific needs or limited understanding, receive and understand them.
  • Ensure all applicants understand the house rules, including dining times, prohibited behaviour and shared cleaning duties.
  • Provide each applicant with the house rules in a language they understand and ask them to sign that they have received this information. For visually impaired or illiterate applicants, read and explain the rules verbally, preferably in the presence of a witness.
  • Display multilingual posters with house rules in common areas and rooms, using clear text and pictographs. This helps address disputes or challenges regarding the existence of certain rules.
  • Involve community leaders in monitoring compliance with the house rules of the accommodation centres and in providing individual guidance and support to applicants who struggle to understand or apply the rules in practice. 
  • Adapt information and communication channels to the applicant’s special needs by highlighting aspects relevant to their situation (e.g. available facilities, support options or exemptions from certain house rules).