ERASMUS+ Staff Mobility for Training and Continuing Professional Development

The host organisations eligible for staff mobility for training and professional development include: 

• organisations active in the labour market or in the fields of general and vocational education and youth, such as:
  • public or private small, medium-sized or large enterprises, including social enterprises,
  • local, regional or national public bodies,
  • social partners or other representatives of the labour market, including chambers of commerce, craft or professional associations, and trade unions,
  • research institutions,
  • foundations, 
  • schools, institutes and education centres, from pre-school to upper secondary level, including vocational education and adult education institutions,
• non-profit organisations, associations and NGOs,
• career guidance, vocational guidance and information centres,
• higher education institutions in a Programme Country holding an Erasmus Charter for Higher Education (ECHE).

The duration of the stays abroad is at least two and at most 60 days. At HAWK, the usual funding period is 2.5 days, due to limited funding availability.

Through STT, priority is given to higher education staff from administrative and academic areas, such as general and technical administration, libraries, faculties, finance, the International Office, public relations, student advice, technology and transfer, and continuing education. Teaching staff should primarily undertake teaching stays or combined teaching/training stays.

• job shadowing
• training courses
• participation in workshops
• and participation in language courses

Participation in a conference as part of a staff training mobility is excluded.

The financial support for Erasmus+ staff mobility for training and professional development is based on the varying cost of living in the destination countries (“EU Programme Countries”). The grant covers travel and subsistence costs, which are awarded according to EU distance and daily rates (so-called “unit costs”).

Depending on available funding, all days of the stay or only part of them may be approved, which is especially relevant for longer stays. The uniform daily rates used by German higher education institutions are shown below:

• up to the 14th day of the stay: 100% daily rate.
• from the 15th to the 60th day of the stay: 70% daily rate.

The final calculation is made after returning from abroad: the host institution must confirm the exact start and end dates of the stay using a Certificate of Attendance, and these dates must be entered by the International Office into the Beneficiary Module, the European Commission’s database. Under Erasmus+, only days of stay within the period confirmed by the host institution can be funded. Travel days must be documented in the travel expense claim. Retrospective funding of a stay that has already been completed is not possible.

Communication with the training institution regarding the content of the training and the organisational preparation of the trip is handled independently by the participant. HAWK and the host institution (university/organisation) are required to conclude a Mobility Agreement – Staff Mobility for Training with the employee before the start of the stay. This is based on the planned mobility programme. A clear copy or scan of the Mobility Agreement is accepted.

To prove the eligibility of the individual activities under the ERASMUS+ programme, the documents listed here must be held in the project holder’s files (i.e. HAWK’s) or in the relevant secured data processing systems. If the documents cannot be submitted in full, the NA DAAD may demand reimbursement from the project holder.

The final grants are calculated according to the confirmed and recognised duration of the stay. If the stay was shorter than agreed in the Grant Agreement, the funding is adjusted accordingly for the confirmed period using the Beneficiary Module. By that point, the staff member has already received the ERASMUS+ grant in an initial instalment of 70% of the funding amount. The second instalment, still to be paid, is made following the final calculation and amounts to up to 30% of the total grant.

Travel expenses are settled in the finance department on submission of all receipts, as before, in accordance with the German Federal Travel Expenses Act (BRKG). Any resulting negative difference must be covered by the institution/faculty or paid personally. Any positive difference remains with the funded person and must be declared for tax purposes by the individual.

All funded participants who have taken part in an ERASMUS+ mobility activity are required to complete an online report (EU Survey) via the Beneficiary Module after the activity has ended. On the last day of the stay, they are automatically invited by email to their work address through the Beneficiary Module to complete the report within 30 days.

The International Office checks whether the reporting obligation has been fulfilled, because the remaining grant amount can only be paid out after the report has been submitted.

Special funding through an application for reimbursement of actual costs for disability-related additional expenses to the NA DAAD may be available to persons with a degree of disability of over 20%, or to participants undertaking their stay abroad with children.

The application is submitted by the International Office and must be complete and received by the NA DAAD at least two months before the start of the stay. The grant is calculated on the basis of the additional costs caused by the stay abroad, provided these are not covered by other national bodies such as integration offices, health insurance providers, regional welfare associations, social welfare offices, student services, and similar institutions. These must be listed and documented in the application.

Funded participants must submit the regular report within one month after the end of the funding period, supplemented with details on the special circumstances of the stay related to the disability.

A slightly increased grant is paid for travel using more environmentally friendly means of transport, for example train travel instead of flying. Additional travel days can also be claimed if they result from choosing the more environmentally friendly mode of transport. These additional travel days must be stated in the application and justified when the expenses are settled.

Please fill out the application form in the MoveOn mobility portal. 

You first need to register in the portal for the online application and will then receive an activation email. After that, you can create the application.