Are you planning to travel abroad for Teaching or training? Support your mobility with an Erasmus+ staff mobility grant.
The Erasmus+ staff mobility grant aims to support teaching and training mobility between international partner institutions and UT. The Erasmus+ programme supports staff mobility to promote European-level educational cooperation, exchange in education, follow-up training and traineeships for university staff members.
The grant is a contribution to the mobility costs, and may not cover all expenses relating to the mobility. It is not a full scholarship. To participate in this activity, it is necessary to arrange the training and/or teaching days at the host institution yourself. For more information about the mobility projects and eligible countries, see the Erasmus+ Mobility Projects below.
Note: The majority of UT staff travel to EU member states within the Erasmus+ KA131 Project. If you are interested in travel to non-EU destinations, please contact the Institutional Erasmus Coordinator to discuss if there are any options available.
Erasmus+ mobility projects
Erasmus+ European credit Mobility (KA131)
The Erasmus+ KA131 European Credit Mobility Project enables student and staff mobility between UT and its partner institutions within EU member states plus Iceland, Liechtenstein, Norway, North Macedonia, Serbia and Turkey. To see the full list of countries, view Erasmus+ Programme countries and Third countries associated to the programme.
Erasmus+ International Credit Mobility (KA171)
Mobilities beyond the boundaries of the EU are also possible with Erasmus+ funding. The Erasmus+ KA171 International Credit Mobility Project enables project-based student, doctoral and staff mobility to specific countries outside of the EU. UT has been awarded funding for KA171 projects and the staff undertaking the mobility are determined within the scope of each project via the Project Coordinator.
Eligibility
UT academic employees, support staff and doctoral candidates with a UT appointment as an employee are eligible to apply for the grant. You must intend to visit a host institution abroad for teaching or training, with the purpose of education or educational cooperation. You will have to inquire after and secure an invitation to the partner institution yourself.
No double funding
The Erasmus+ staff mobility grant may not be used to cover costs that are already funded by other grants from the European Commission.
Doctoral mobility
PhD candidates and post-doctoral researchers may also be eligible for funding for mobility activities within the Erasmus+ programme. Depending on the nature of the activity, doctoral mobility can be categorised as either a student mobility or a staff mobility. To determine whether your intended travel is considered a student or staff mobility, please contact the Institutional Erasmus Coordinator.
Types of staff mobility
There are two types of staff mobility available within the Erasmus+ grant.
Who | Teaching | Training |
Staff of the institution (under employment contract, not doctoral.) Doctoral: PhD candidates or post-doctoral researchers. | Providing the training to the host institution: - Lectures
- Giving tutorials/seminars/workshops
- Research supervision of students
- Promotion
- Monitoring of Erasmus+ mobility
- Participation in tests/exams
- Planning of future Erasmus+ cooperation
- Monitoring of Erasmus+ cooperation projects.
| Receiving training from the host institution: - Job-shadowing
- Problem-based learning
- Case studies
- Staff training weeks
- Cultural activities.
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Conference participation is not an eligible activity for Erasmus+ staff mobility funding.
Research activities solely are not supported through the Erasmus+ programme. You can inquire about research funding opportunities at the EU Grants Office or ECIU University.
Below you can read more about teaching and training mobilities.
A training period abroad enables academic or support staff to take part in a training activity abroad that is relevant to their day-to-day work. The training activity can take place at a higher education institution in an Erasmus+ Programme country (EU) or Third countries not associated to the programme (non-EU) or at an organisation outside the sector in a Programme country. Examples of such organisations include businesses, public bodies, social partners, research institutes and non-government organisations.
Combining teaching & training Staff mobility for teaching and training may be combined. If you choose to combine teaching and training, your mobility must cover 4 hours of teaching per week (or, if your stay is shorter than a week, a total minimum of 4 hours per stay.)
Grants for teaching activities are available year-round, whereas grants for training activities are available for application twice a year. See When to apply for more information.
Duration of mobility
The minimum mobility duration is 2 days of activities within the EU (excluding travel days), and 5 days within a single non-EU country. If you are combining visits to multiple countries then this duration is required for each country that you visit. A total duration of staff mobilities beyond 60 days (including travel time) is not supported through Erasmus+.
Grant amounts
The Erasmus+ staff mobility grant is a partial contribution to the costs of the mobility, rather than a full scholarship. It may consist of three funding components:
- living allowance, daily
- travel cost allowance, one time
- green top-up to travel costs (if applicable)
The grant amount is based on the average cost of living in the country of the host institution, duration of stay, nature of the mobility and the travel distance as determined by the European Commission. The amounts are subject to change due to annual indexation and budget availability.
Living allowance amounts projects 2024* (per day) Living allowance amounts projects 2024* (per day)
Group | Receiving country/ Programme country | Indicative grant amount per day (days 1-14.) Please note: days 15-60 are funded at 70% of the below amount. |
Group 1 | Denmark, Finland, Iceland, Ireland, Liechtenstein, Luxembourg, Norway, Sweden Third countries not associated to the Programme Region 14 | €120 |
Group 2 | Austria, Belgium, Cyprus, France, Germany, Greece, Italy, Malta, Portugal, Spain Third countries not associated to the Programme Region 13 | €110 |
Group 3 | Bulgaria, Croatia, Czech Republic, Estonia, Latvia, Lithuania, North Macedonia, Poland Romania, Serbia, Slovakia Slovenia, Turkey | €100 |
Non-EU destinations | Third countries not associated to the Programme Region 1-12 | €180 |
Blended Intensive Programmes
The grant amounts for participation in a Blended Intensive Programme vary depending on the nature of the mobility. If the BIP is a student mobility, the financial contribution through this grant programme is different from the above indication of numbers.
Indicative travel cost amounts 2024* Indicative travel cost amounts 2024*
The compensation for travel costs is based on the distance from the UT to the host institution. The travel distance is calculated using the distance calculator supported by the European Commission. The applicant must indicate the distance of a one-way travel to calculate the amount of the EU grant that will support the round trip.
Travel distances | Amount |
Between 10-99 km | €28 |
Between 100-499 km | €211 |
Between 500-1999 km | €309 |
Between 2000-2999 km | €395 |
Between 3000-3999 km | €580 |
Between 4000-7999 km | €1188 |
8000 km or more | €1735 |
Green travel top-up
UT is striving to substantially reduce the CO2 footprint of its community. If your journey is less than 800 km, consider travelling by train rather than flying. If you are travelling to and from your destination by train or an alternative sustainable method (i.e. carpooling, electric car or bus travel), you may apply for a Green Travel top-up to your staff grant via Mobility Online. This is applicable for a distance of 100 km to 3999 km.
To find out more about green travel initiatives at UT, visit Sustainable Mobility.
View the Train Map to find the recommended mode of travel to your destination.
Interrail Pass for Erasmus+
The Interrail Pass for Erasmus+ is a single train pass that grants unlimited travel on participating European train networks for a set number of travel days within a 6 month period. This Pass is ideal for university students and staff who go on an Erasmus+ exchange for a period of up to 6 months. The Pass offers participants the chance to travel affordably and sustainably to their exchange while seeing Europe’s highlights along the way. The Pass is available for exchanges starting in Autumn 2024. More information can be found in the factsheet and on the Interrail website.
*these amounts are subject to change.
When to apply
Grants for teaching activities are available year-round and allocated on a first-come, first-served basis (until depletion of UT budget).
Grants for training activities are available for application twice a year, in October (for trajectories between October to February) and in March (for trajectories between March to September.) These calls will open for applications for one month and will be announced in the UT Employee Portal.
How to apply
Below you can view the steps to take before, during and after your mobility.
Step 1: Check your eligibility by consulting with the Institutional Erasmus Coordinator at least 8 weeks prior to your intended mobility. If your mobility is within the scope of an Erasmus+ International Credit Mobility Project (KA107 or KA171), you are advised to consult the Project Coordinator of the designated KA171 project for options to participate.
Funding for teaching mobility
For teaching activities an Erasmus+ Inter-Institutional Agreement (IIA) between UT and the partner institution is required. The Institutional Erasmus+ Coordinator will check if one is present. If this is not the case, an invitation letter is requested from you. Your invitation letter will support our efforts in negotiation of an IIA with the partner institution. If an IIA is concluded, you may continue with your Erasmus+ grant application. Note that there is no guarantee that an IIA will be successfully concluded as both parties need to agree on its contents.
Step 2: Contact the potential host institution (HEI) and receive permission for your mobility there. The host institution must be in an Erasmus+ Programme or Partner country.
Erasmus Charter (ECHE)
If the exchange is with a higher education institution, then the host institution must have a valid Erasmus Charter for Higher Education, or for Erasmus Partner countries, they must commit to the ECHE principles. If the exchange is with a different type of organisation, then it is sufficient that UT has the Charter as the home institution.
Step 3: Receive permission from your manager or head of department at UT. Discuss which costs you will declare to your department when you return home, as Erasmus+ funding is not a full grant.
Step 4: Start your application in Mobility Online. The link to the application in Mobility Online will be provided to you by our Staff Mobility team. Your application will then be assessed.
PhD Candidates
If you are a PhD candidate and you are categorised as a student under the Erasmus+ Programme, you should complete the Erasmus+ Student Mobility Agreement provided by Staff Mobility. It is currently not possible for PhD candidates to register in Mobility Online. If you are unsure whether you are considered a student or staff member for your mobility activity, please contact the Institutional Erasmus Coordinator.
Step 5: If your application is approved, you may continue with your registration.
- You should complete the Mobility Agreement. This is your work plan detailing the activities during your stay at the host institution. The workplan should be signed by you, your manager or supervisor and the designated responsible person at the host institution.
- You will also receive a Grant Agreement to complete with your details and signature. This sets out the rights and obligations and terms and conditions applicable to the financial support awarded to carry out a mobility activity. Both documents must be completed prior to departure to your host destination.
- When both agreements are completed and the latter is signed by the Institutional Erasmus Coordinator, you will receive a Certificate of Attendance Staff Mobility form that should be completed and signed by the host institution at the end of the mobility activity.
Step 6: Consider practical matters when preparing for your mobility, such as insurance, visas and vaccinations. Please apply for the UT’s collective travel insurance. This is a basic insurance that covers staff members for short business trips. It is your responsibility to make sure you are adequately covered in the event of an emergency. Check the policy conditions to ensure you have suitable health and liability insurance.
Knowledge & information security
All staff travelling abroad for work or research should follow UT's guidelines on knowledge and information security. This is particularly important if you are travelling to a high-risk country such as China, Iran, Russia or North Korea.
Step 7: An automated email from the European Commission will prompt you to fill out an online Participant Report. This must be completed within a week of receiving it.
Step 8: Send the signed Certificate of Attendance to Staff Mobility within two weeks after the end of your mobility. The certificate must include the start and end date of your mobility period. Please also inform the Staff Mobility team that the Participant Report has been completed.
Step 9: We kindly request that you send a short experience report to your Faculty Exchange Coordinator.
Claiming your grant
Your grant for mobilities within the EU can be claimed as an expense claim via UNIT4 according to the work order number which is stated in the Grant Agreement. Your Grant Agreement is your ‘receipt’, which you will need to upload in your claim. Only double-signed Grant Agreements will be accepted.
To claim your grant for mobilities to non-EU countries, contact the Institutional Erasmus Coordinator.
The Erasmus+ grant is not paid prior to the mobility. Consult with your department budget holder regarding advance payments for travel and accommodation.
Contact
Strategy and Policy – International Affairs
Centre for Educational support
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The contents of this publication are the responsibility of the University of Twente and do not necessarily reflect the view of the European Commission. The European Commission will not be held responsible for any use that may be made of the information contained in this publication. The information is correct at the time of writing. In the case of any discrepancy between this publication and official Erasmus+ publications, the Erasmus+ publications apply. |
