Staff members who have been awarded Erasmus+ Teaching or Training mobility must prepare the documents listed below completely and submit them to our Office both before and after the mobility.
Invitation/Acceptance Letter
An official invitation letter prepared and sent by the host institution indicating the dates during which the staff member is invited.
The follow-up of the invitation letter is the responsibility of the staff member.
The letter must include the full details of the inviting institution or person, the institutional stamp and/or signature, and the mobility dates.
For Teaching Mobility, staff members should check the list of inter-institutional agreements and contact the relevant departments at partner universities via email to express their intention to teach under Erasmus. If they wish to carry out the activity at a university with no existing agreement, that university must hold an ECHE and sign at least a staff exchange agreement with our institution. Teaching mobility cannot be carried out without such an agreement.
For Training Mobility, staff members may contact the institution of their choice (even if there is no existing agreement) by email to express their interest and request an acceptance letter.
Click here for a sample text that can be used to request an invitation letter.
Mobility Agreement (Staff Mobility Agreement)
A work plan agreed upon between the staff member and the host institution covering the entire duration of the mobility.
It must include institutional and responsible person details, signatures, and a detailed work/training plan.
Templates for the Teaching Agreement and Training Agreement can be found on the Erasmus Forms page.
Official Assignment Letter (Rectorate Approval)
An official assignment letter approved by the Rectorate, prepared by the relevant faculty/school, stating that the staff member will participate in teaching or training mobility and the specific dates during which they will be on official duty.
The letter must explicitly state that 5 days of travel and subsistence expenses will be covered by the Erasmus Office budget.
Grant Agreement
Must be signed in wet ink by both the Erasmus Institutional Coordinator and the staff member before the start of the mobility.
The Grant Agreement template is available on the Erasmus Forms page.
Travel and Health Insurance
Must be individually arranged by the staff member through any insurance company, covering the entire duration of the mobility.
Certificate of Attendance
A document issued by the host institution, signed and stamped, confirming the exact start and end dates of the mobility.
EU Survey
An online survey sent automatically by the European Commission to the registered email address. Completion of this survey is mandatory.
Travel Documentation
Documents proving the travel dates (boarding passes, relevant passport pages).
Photos and Experience Report
Photos taken during the mobility and a short written or video report describing the experience.
For the grant payment to be processed:
All pre-mobility documents must be submitted completely.
The official assignment letter (Rectorate Approval) and the Grant Agreement must be finalized.
The maximum duration for staff teaching/training mobility is 5 days.
80% of the total grant is paid before the mobility, and the remaining 20% is paid after completion, provided that all required documents are submitted and the participant survey is completed.
Failure to submit the participation documents or complete the EU Survey will result in grant deductions.
The Erasmus grant is a contribution only and is not intended to cover all expenses incurred during the stay abroad.