Application Procedure Staff Mobility

Start the application process 2-3 months before the desired travel date to ensure timely approval. Below you can see an overview of the documents to be submitted. To be eligible for the Erasmus+ programme, the stay abroad must last at least 2 days (not including travel days). Funding usually covers stays of up to one week. If longer time is needed for the trip due to the use of sustainable transport, funding can be granted for up to 4 additional days.

BEFORE YOUR STAY

• Mobility Agreement (link to the Online Portal)
  Create the Mobility Agreement via the Online Portal.
  With this document, you can coordinate your project with the partner university. Please fill it in completely, sign it, and send it (by e-mail) to the exchange partner for signature. Then please send it to the International Office (together with the official travel application and the application for permission to travel abroad (foreign business trip application)). Upon receipt of the mobility agreement, the grant agreement will be sent to you and the financing confirmed in your official travel application.
  
  For your information: The International Office confirms the amount of the costs covered and forwards the business trip application to the Travel Cost Centre (information in German only). After approval, the documents will be sent back to you. Please enclose the application form with your travel expense statement after you have completed your trip.

• Grant Agreement
  Grant agreements are generated individually for each mobility agreement. Upon receipt of the completed mobility agreement, you will receive the grant agreement. Please sign this agreement, and return it to the International Office.
  Once we have received the signed grant agreement, you will receive 70% of the approved grant.

DURING YOUR STAY

• Confirmation of Stay (pdf form)
  During your stay, please have the host institution confirm that the visit programme was completed as planned with a "confirmation of stay” form. Please fill out the form and have the host university sign it on site.

AFTER YOUR STAY

• Experience Report (link to the Online Portal)
  At the end of your stay, please fill in the experience report and send it to the International Office. In addition, the EU Commission will ask you by e-mail to complete a short online report (multiple choice). Once the commission has received the online report, the remaining 30% of the funding can be transferred to you.

NOTE FOR SETTLING THE TRIP
Despite the flat-rate funding, the trip must be settled within 3 months after the end of the trip (for university employees only). For this purpose, please send the necessary original documents and proof of the travel and accommodation costs incurred to the International Office in good time for review. Afterwards, the travel expenses will be settled by the Travel Cost Centre (information in German only).
If the actual costs are higher than the flat rates paid out, you will have to pay the difference by yourself (or you can arrange supplementary funding in advance through your faculty/department - but this must not come from EU funds).
If the actual costs are lower, you do not have to pay back the difference. However, the difference is reported to the central payroll office as income subject to social security tax and the the corresponding amount will be deducted for this purpose.
Flat-rate travel and subsistence allowances are compared with the total costs during settlement and are not considered separately.

For stays outside Europe, the trip must not only be for advanced training and continuing education but also to strengthen the relationship with the partner university. An application must be submitted via the International Cooperation Fund.