Erasmus+ Staff Training

About Erasmus+ programme

MENDELU employees can go on training abroad for a minimum of 2 days and a maximum of 60 days under the Erasmus+ programme
due to limited funding, mobility is funded for a maximum of 5 days (excluding travel days), in the case of longer stays the participant must secure funding for the additional days from sources other than Erasmus+
it is not possible to send an employee who performs activities based on the Agreement to complete a job (DPP) or the Agreement to perform work (DPČ)
the content of the stay can be:
- job shadowing at a foreign university
- practical or professional training
- workshop
- language course
- seminar at a university or other institution, company, non-profit or any other organization operating on the labour market or in education, training, vocational training and youth work
- Blended Intensive Programme
the subject matter of the training abroad must be related to the employee’s workload at MENDELU
it is not possible to participate in conferences as part of Erasmus+ training
admission to the receiving university/institution is the responsibility of each participant

27 EU member states: Belgium, Bulgaria, Croatia, Czech Republic, Denmark, Estonia, Finland, France, Ireland, Italy, Cyprus, Lithuania, Latvia, Luxembourg, Hungary, Malta, Germany, Netherlands, Poland, Portugal, Austria, Romania, Greece, Slovakia, Slovenia, Spain, Sweden
EEA countries: Iceland, Liechtenstein, Norway
candidate countries: Turkey, Macedonia, Serbia

the possibility to apply for “Staff Weeks” – the IMOTION database contains offers from universities participating in the Erasmus+ programme (http://staffmobility.eu/staff-week-search)
courses: it is also possible to attend a paid course, but the Erasmus+ programme can only cover the course fees up to the limit of the placement costs (unless you use the full amount for accommodation and allowances)

the staff member can use his/her Erasmus+ mobility allocation to participate in the Blended Intensive Programme (BIP)
it is an Erasmus+ intensive programme combining short-term physical mobility with a virtual component
the duration of the physical activity within the BIP is 5-30 days, and the duration of the virtual activity is not limited (but must be implemented)
the staff member must have been selected in the Erasmus+ mobility selection procedure
the financial conditions for BIP mobility are the same as for any other Erasmus+ training mobility
financial support is granted only for the physical mobility period, the online mobility period is not financially supported by Erasmus+

Financial conditions

the International Relations Office (IRO) manages the administrative and grant agenda associated with the Erasmus+ programme
organizational matters (travel orders, air tickets, tickets, accommodation, etc.) are handled by the employees themselves
the participant will receive two finance packages:
- living expenses – include a package of funds that can cover accommodation, meal allowances, local transport and travel insurance
- travel costs – consist of a package of funds that can cover travel to and from the destination
the maximum possible amount of the grant to be covered by the Erasmus+ programme is the sum of the limits for placement costs and travel expenses
a grant can be allocated for up to 2 days per travel (1 day there and 1 day back) – the day of the travel must precede the first day of stay and follow the last day of stay
the economic department carries out disbursement of funds (advances, meal allowances and billing)
the amount of grant per day depends on the country of stay
staff with special needs can apply for a special grant (contact IRO immediately after the successful selection process), the application is submitted before the start of the summer and winter semesters and is approved by the Erasmus+ Institutional Coordinator
mobilities planned in December must be consulted in advance with the IRO Coordinator due to the financial deadline at the end of the calendar year
online training is possible, but it is not linked to financial support – you still need to provide the Mobility Agreement, the participant agreement and the training certificate

stay costs include the costs of accommodation, meals, local transport, travel insurance and any cancellation fees
- for language courses we only reimburse tuition and accommodation, it is not possible to finance optional trips!
financial support is intended to cover part of the accommodation costs related to a stay at a partner institution abroad
financial support is provided exclusively for days when the employee participates in training (i.e. usually excluding weekends and public holidays in the destination country)
the specific number of days must be agreed in advance by the foreign party in the document Mobility Agreement – Staff Mobility for Training
the amount confirmed by IRO represents the maximum possible grant amount intended for stay costs, which will be paid from the Erasmus+ programme
daily limits:

Group	up to the 14^th day of activity	between the 15^th and 60^th day of activity
Denmark, Finland, Iceland, Ireland, Liechtenstein, Luxembourg, Norway, Sweden Partner countries from Region 14 (Faroe Islands, Switzerland, United Kingdom)	153 euros/day	107,1 euro/day
Austria, Belgium, Cyprus, France, Germany, Greece, Italy, Malta, Netherlands, Portugal, Spain Partner countries from Region 5 (Andorra, San Marino, Monaco, Vatican City)	136 euros/day	95,2 euros/day
Bulgaria, Croatia, Estonia, Hungary, Latvia, Lithuania, Poland, Romania, Serbia, Slovenia, Slovakia, North Macedonia, Turkey	119 euros/day	83,3 euros/day

travel costs include all costs and all means of transport including local transport used from the starting point to the destination and back
- example: If I travel, for example, to Barcelona, Spain by plane, the funds from this package will cover the ticket from Vienna to Barcelona, but also the travel from Brno to the Vienna airport.
travel expenses are paid separately and in full, the participant chooses an economical mode of transport
travel by car – paid according to the price of public transport
cancellation of the ticket
it is always necessary to keep all boarding passes, tickets, invoices, accommodation bills, etc. and attach them to the business trip invoice
the amount of travel expenses is calculated according to the distance calculator, which is published on the European Commission website
the travel costs should fit within the limit determined by the distance from Brno (or another starting point) to the destination city as calculated by the calculator
if the staff member plans to use an environmentally friendly mode of transport (bus, train, car-sharing, bicycle), he/she can apply for an increase in the limit for travel expenses, called Green Erasmus, and must inform the Erasmus+ Staff Mobility Coordinator before concluding the participant agreement
the participant is entitled to an increase in the limit if he/she provides evidence of the use of environmentally friendly transport for travel to and from his/her place of residence abroad (environmentally friendly transport must be the main means of transport for each trip)

DISTANCE	AMOUNT	GREEN ERASMUS
10 – 99 Km	23 EUR	–
100 – 499 Km	180 EUR	210 EUR
500 – 1999 Km	275 EUR	320 EUR
2000 – 2999 Km	360 EUR	410 EUR
3000 – 3999 Km	530 EUR	610 EUR
4000 – 7999 Km	820 EUR	–
more than 8000 Km	1500 EUR	–

Selection process

the selection process always takes place in the spring
applications are submitted electronically on a previously announced date
the applicant must secure admission to a foreign institution himself/herself
all staff will receive an email with information about the call for applications
the final selection is always made by the faculty or an individual workplace
all applicants will receive information about the results of the selection process by email
the approved mobility application is binding, any changes for a given academic year must be reported to the Erasmus+ Staff Mobility Coordinator
criteria of the selection process

Mobility progress

completion and confirmation of the Mobility Agreement
- after evaluating the application, the employee will arrange his/her mobility with a foreign institution
- the employee prepares the document Mobility Agreement – Staff Mobility for Training
- at least 4 weeks before the mobility, the employee contacts the Erasmus+ Staff Mobility Coordinator by email (zdenka.hladilova@mendelu.cz).
completion and confirmation of the Travel Order
- the purchase of air tickets, tickets and payment for accommodation is made only after the travel order has been approved by the relevant persons
- after completing and approving the travel order, the employee’s travel insurance is activated
signature of Participant´s Agreement
- before departure, the employee contacts the Erasmus+ Staff Mobility Coordinator and agrees on the date of signing the participant´s grant agreement
- the participant´s agreement must be signed at least 5 days before departure for mobility
- without a signed participant´s agreement by all parties and approved finances (i.e. the maximum grant amount for stay costs) by IRO, the employee cannot start his/her mobility, IRO will not pay for such mobility
- if planned changes (shortening, change of means of transport, etc.) are made before the mobility takes place, the outgoing staff member concludes an amendment to the participant agreement

during the stay at the foreign institution, the employee follows the pre-approved program and the number of days
it is mandatory to secure a confirmation of the training, the so-called Confirmation of Erasmus+ – the date of signature must be the last day of your stay at the institution!
- day by day mobility activities must be indicated here
- the number of mobility days coincides with the number of days specified in the Mobility Agreement
- the document is issued at the end of the stay or after it ends
- the document contains only the data confirming the training itself, not the data with travel days

the original Confirmation of Erasmus+ is submitted by the employee to the Erasmus+ Staff Mobility Coordinator no later than 10 days after returning from the mobility
fill in and submit the travel report in the Verso system
receipts for accommodation and travel must be provided at the time of billing
all tickets to be redeemed must be handed over to the economic department:
- air tickets must be accompanied by boarding passes, even if they are only available electronically (download from the e-app, take a screenshot, etc.)
- for delayed connections/flights, proof of the delay must be provided (e.g. take a photo of the announcement at the airport, request a delay certificate from the carrier, etc.), otherwise, it is assumed that the connection was not delayed
as part of the travel order in Verso, you need to fill in the Report on a business trip abroad
we ask the participant of the stay to properly bill the travel order within 10 working days of the end of the stay, late delivery may have a negative impact on the reimbursement of Erasmus+ costs
the participant will receive an EU Survey questionnaire by email from the European Commission (the invitation to fill it in is automatically generated, the email can often go to “spam”), which must be completed within 30 calendar days after the end of the mobility