Staff mobility

Who can be supported?

University staff from all areas of the Viadrina, both teaching staff and administrative staff, for example:

• Professors and lecturers with a contractual relationship to the Viadrina
• PhD students who are active in teaching
• Lecturers without endowment
• Lecturers with work contracts at the Viadrina
• Emeritus professors and retired lecturers
• Research associates
• Trainees
• General & technical administration
• Library
• Departments
• Faculties
• Finance
• Public Relations
• Student counselling
• Technology & Transfer

 
What is funded?

Funding is available for further education and training measures at Viadrina's partner universities, but also at other foreign universities and institutions (e.g. language schools or training centres) that are active in the labour market or in the fields of general and vocational education or youth. These must be located in one of the 33 Erasmus+ programme countries. At the same time, this partner country must not be the country in which you have your main place of residence. Research projects directly related to research and, in most cases, conferences are not eligible for funding. The latter are only eligible for funding if it can be demonstrated that new and innovative learning and teaching practices are acquired during the mobility. In this case, your activity during the event plays a subordinate role in terms of eligibility for funding. The type of event is more important: participation is not eligible if it is only dedicated to a specific discipline.

Examples of activity formats:

• Job shadowing
• Study visits
• Involvement in curriculum development (lecturers)
• Participation in workshops and seminars
• Participation in language courses

Training offers can be found, for example, at IMOTION.
If you are interested in a stay but cannot find a suitable offer yourself, please contact us! We receive offers for Staff Training Weeks from partner universities in particular and can forward you specific offers in your area of interest if we receive suitable ones. We would also be happy to advise you on alternatives.

Duration of stay

A minimum of two days and a maximum of two months (60 days) excluding travelling time.

The application for funding in the Erasmus+ mobility programme can only be submitted to the Viadrina. It is not possible to apply directly to the EU Commission or the German Academic Exchange Service (DAAD).

Application deadline

There is no application deadline, we allocate funds on an ongoing basis. Whether the funding can be granted depends on the budget available and the number of applicants. If you are interested, please contact us directly, preferably with a 6-week lead time, but this is not a prerequisite. As soon as you have our approval, you can submit the funding documents.

Funding documents

The following documents must be submitted after a funding commitment:

1. The Mobility Agreement for Training completed and signed by you and the partner university together with a preliminary cost plan for accommodation and travel expenses (all by e-mail, scan required).
2. Submit a business trip request, which should be approved by your supervisor.
3. We will fill out the Grant Agreement for you based on the Mobility Agreement and send it to you by e-mail. We need an original printed copy with your signature, preferably by internal mail.
4. Have the Letter of Confirmation confirmed on site and send it back to us in the original or as a scan after your return, preferably by internal mail.
5. You will receive a link to the EU online report directly by e-mail after the mobility, please fill it in accordingly.

Daily flat rates

The standardised daily rates are divided into four groups of countries and apply up to the 14th day of stay, from the 15th to the 60th day of stay the funding amounts to 70 percent of the daily rate:

• Country group 1: 180 euros/day (up to the 14th day of mobility; from the 15th to the 60th day: 126 euros/day)
• Dänemark, Finland, Ireland, Iceland, Liechtenstein, Luxembourg, Norway, Sweden, United Kingdom
• Country group 2: 160 €/day (up to 14th day of mobility; from 15th to 60th day: 112 €/day)
• Belgium, Germany, France, Greece, Italy, Malta, Netherlands, Austria, Portugal, Spain, Cyprus
• Country groups 3: 140 euros/day (up to 14th day of mobility; from 15th to 60th day 98 euros/day)
• Bulgaria, Estonia, Croatia, Latvia, Lithuania, Poland, Romania, Slovakia, Slovenia, FYR Macedonia, Czech Republic, Turkey, Hungary

For employees with disabilities, special funding can be applied for.

As university staff who are financed via a third-party funded project should not be in a better position than staff who are financed from budget funds, we are guided not only by your cost plan for mobility (accommodation and travel costs), but also by the requirements of the Federal Travel Expenses Act. We therefore reserve the right to allocate zero-grant days (days without travel expenses/per diem) for the calculation of travel allowances. If you have higher expenses and need an arrival or departure day, these two days can be subsidised additionally. You should declare any surpluses that may arise in your income tax return.

Travel expenses

The travelling allowance is calculated depending on the distance between the place of departure and destination of the mobility. This is calculated using a standardised distance calculator from the EU Commission.

From June 2017, the project will offer the possibility of a top-up for cost-intensive (domestic) travel costs due to remote cities/regions either in the sending or receiving country. This includes, for example, mountainous regions, islands or remote locations that are difficult to reach as they have limited infrastructure.

Travel expenses can be applied for for intra-European travel routes where travel costs of over 225 euros are expected. A supplementary allowance for high domestic travel costs can only be reimbursed if it can be proven that a more economically favourable itinerary was not possible.

In order to apply for a supplementary allowance for high domestic travel costs, it is necessary to submit cost estimates for the travel costs incurred.

• 10 km - 99 km: 20 EUR
• 100 km – 499 km: 180 EUR
• 500 km – 1,999 km: 275 EUR
• 2,000 km – 2,999 km: 360 EUR
• 3,000 km – 3,999 km: 530 EUR
• 4,000 km – 7,999 km: 820 EUR
• from 8,000 km: 1,500 EUR

Before the stay abroad

• Note the requirements and funding conditions (see above)
• Fill out the mobility agreement and have it confirmed by the partner university/educational institution and then send it together with a cost plan as a scan by email
• Submit a business trip application, which should be approved by your supervisor
• Check and sign the grant agreement (you will receive this in advance from us by e-mail), then send the original by internal mail
• Book your flight and accommodation
• Take out additional insurance if necessary (Note: The Erasmus+ mobility grant is not linked to any insurance cover. If the Erasmus+ mobility takes place as part of an authorised business trip, only the statutory accident insurance for full-time Viadrina employees also applies abroad)
• On receipt of the grant agreement, you will receive 70 per cent of your funding

During your stay abroad

• Have the letter of confirmation signed by the host partner university/educational institution to confirm the duration of the stay
• Collect any invoices, tickets, etc. for your income tax return

After your stay abroad

• Send the original Letter of Confirmation by internal mail or as a scan
• Fill out the EU online report (online participant report), you will receive the link with the request by e-mail
• On receipt of the Letter of Confirmation and the EU online report, you will receive the remaining 30 per cent of the funding
• If applicable, declare the excess mobility grant as income on your income tax return, or declare additional costs

Note:
These documents are only templates and must be edited individually by Sarah Krebs or Ana Retsch. Therefore, please do not use these documents without consultation.

Note:
These documents are only templates and must still be edited individually by Sarah Krebs or Ana Retsch. Therefore, please do not use these documents without consultation.

• Handout for Training
• Mobility Agreement for Training
• Grant Agreement (German/English)
• Letter of Confirmation for Training