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) and at least 5 days for stays in Great Britain. 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

• 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. You will then receive approx. 70% of the grant by bank transfer.

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 and are then authorised to transfer the remaining approx. 30% of the grant to you.

NOTE FOR SETTLING THE TRIP
If the trip is financed solely from the Erasmus allowances and there is no additional financing from budget funds, there is *no* accounting via the university. Instead, it is your responsibility to report the allowances received to your financial authorities in your annual tax return. The university is obliged to submit a so-called control notification to the relevant financial authorities. The authority takes the amount into account as taxable income. You can reduce the taxable amount or avoid it altogether by claiming the costs incurred in connection with the trip in your annual tax return and providing appropriate receipts.
If the trip was additionally financed by budget funds, the travel expense report must be submitted to the Travel Cost Centre within 3 months as usual.

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.