Erasmus+ Staff Mobility: Application and Process

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 withinn Europe must last at least 2 days (not including travel days). Erasmus+ funding is also available, to a limited extent, for travel outside the EU. A stay of at least five days is required. Conference attendance is generally not eligible for funding. 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, if additional expenses are incurred and the funding amount is not sufficient.

BEFORE YOUR STAY
 

• Please enquire first, for example by emailing staffmobility[at]uni-weimar.de, whether funding is available for your trip and clarify whether your plan is eligible for funding.
• 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 or course provider. Please fill it in completely, sign it, and send it (by e-mail) to the exchange partner for signature. Then please send it to staffmobility[at]uni-weimar.de.
  
   
• You should now also send the official travel application together with the attachment for authorisation of a trip abroad, cost calculation and, if applicable, the application for a certificate of assignment to the International Office. We will confirm the amount of funding and forward the documents to the Travel Cost Centre (information in German only).
  
   
• Grant Agreement
  Upon receipt of your completed mobility agreement, you will receive the grant agreement by email. Please sign and return it to staffmobility[at]uni-weimar.de. Once the business trip has been approved, 100% of the grant will be transferred to your account.

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 institution sign it on site. Make sure that the confirmed period matches the funding period in the Grant Agreement. Then send the scanned document to staffmobility[at]uni-weimar.de.

AFTER YOUR STAY
 

• Experience Report (link to the Online Portal) 
  At the end of your stay, we will ask you by e-mail to complete the experience report.
• EU Survey (multiple choice)
  The EU Commission will ask you by e-mail (from EU-CORPORATE-NOTIFICATION-SYSTEM@ec.europa.eu) to complete a short online report.
  We will be automatically informed about the completion.

NOTE FOR SETTLING THE TRIP
For travel from 1 January 2026 onwards, a travel expense claim must in all cases be submitted to the Travel Cost Centre within three months of the end of the trip. This can now be done by email. The University is obliged to report the difference between travel expenses and the Erasmus grant as taxable income to the Thuringian Finance Directorate. You can keep the taxable amount low by calculating the costs as accurately as possible and ensuring that the Erasmus grant is only approved in line with the cost calculation.

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.