Outgoing Staff

Erasmus+ Mobility Staff Teaching & Training

Are you a staff member of University of Luxembourg interested in Mobility?

Then you have the right to undertake a training mobility in an institution, company or training organisation in another European country or in higher education institutions in targeted third countries.

The mobility is funded by the Erasmus+ scheme and complies with the EU grant rules and conditions.

General Rules

You can participate if you are a staff member of the University of Luxembourg (academic, technical and administrative staff and PhD students under contracts);

• The amounts allocated (contribution to travel costs and individual support for physical mobility) depend on rules set by the European Commission and not by the University (financial guidelines);
• The applicant may be a national of any country;
• Please apply at least 45 days before the start of your mobility;
• The mobility period cannot be shortened;
• The minimum duration is 2 days and the maximum duration of mobility is 14 days / academic year;
• You can go on mobility as many times as you like until you reach the 14-day limit;
• The training institution must be located in a country participating in the Erasmus+ programme;
• The mobility can only take place if funds are available to cover the expected cost;
• You have to advance the costs of your mobility, the costs will be reimbursed to you on your return;
• The amount allocated depends on the distance travelled (from the University of Luxembourg) and the duration of your stay, this will be calculated in the grant agreement;
• The number of travel days allocated is determined by the geographical location of the host institution and whether or not it is easily accessible. The rule is that only one travel day is allocated. Beyond 1.500 km from your home institution to your host institution (use the distance calculator to know), 2 days will be allowed.
• You must, by your own means, find a mentor who agrees to host you among the staff of the host Institution during the desired mobility period;
• Submit an official letter of invitation signed by the mentor / organization / institution who will be responsible for you;
• The mobility and grant agreements will have to be approved and signed by the home institution (you, head of BRI, E Monfardini, rector) and by the host institution;
• For staff mobility outside Europe, there are only a few spots available in some institutions (cf. “Spots available”).
• The University of Luxembourg does not provide additional payment for teaching hours at another university, except of course the reimbursement of travel and accomodation costs. If the teaching hours are outside your contractual hours (40 hours/week) and the other University where you are going to teach wishes to remunerate you, you will have to prior request an authorization for accessory activity.

Conditions

Procedures

• Find your mobility opportunity
   
  Imotion platform

         The training institution must be located in a country participating in the Erasmus+ programme.

• Before departure / Application
  Please send the following documents to the appropriate Mobility staff member (listed below);

  For teaching or teaching & training mobility

  Get approval from your supervisor to go on mobility; Check if there is an existing bilateral agreement with the host institution (if there is not, please contact within Europe: Karin Langumier); Request and submit the official invitation letter signed by the mentor / organisation / institution that will be responsible for you during your mobility period; or your registration confirmation for the course you wish to attend; Go to the section below “Allowance to receive”: calculate the approximate amount allocated; Make sure that you can afford to advance these costs; Complete the form, sign it and have it sign by the host institution: STA - Staff Mobility Agreement teaching OUTGOING.docx 81,15 kB If there are funds available and you are selected (you will be informed by e-mail on receipt of your mobility agreement): Submit an updated CV (teaching mobility only); Fill in and sign (we will care about other signatures): STA - Grant_agreement_Erasmus_staff mobility_teaching OUTGOING.docx 58,79 kB Remit and sign: Request for travel approval_ template.xlsx 59,04 kB Depending on your destination, please send these documents to: within Europe: Karin Langumier / outside Europe: Alison Vermeulen Once your request for travel approval has been duly signed by all parties, please make a ticket in Service now (HR4U) (nothing to do in FIORI) and send it to declare your mobility and attach your duly signed travel approval. This is your responsibility. Nota bene: Before registering for a mobility, you should be aware that you will have to pay for it yourself. You will only be reimbursed at the end of your mobility.

  For training mobility

  Get approval from your supervisor to go on mobility; Check that the host country is one of the Erasmus+ programme country; Submit official invitation letter signed by the mentor / organization / institution who will be responsible for you during your mobility period; or your registration confirmation for the course you wish to attend; Go to section below “Allowance to receive”: calculate the allocated amount; Make sure that you can afford to advance these costs; Complete the form, sign it and have it sign by the host institution: STT - Staff Mobility Agreement_training OUTGOING.docx 78,91 kB If there are funds available and you are selected (you will be informed by e-mail on receipt of your mobility agreement): Complete the form and sign it (we will care about other signatures): STT - Grant_agreement_Erasmus_staff mobility_training OUTGOING.docx 58,83 kB Remit and sign : Request for travel approval_ template.xlsx 59,04 kB Send these documents to (depending on your destination): within Europe: Karin Langumier / outside Europe: Alison Vermeulen; Book your flight/train tickets (Use of Travel Pro NOT authorized); Once your request for travel approval has been duly signed by all parties, if the duration of your mobility is equal or superior to 3 days, please make a ticket in Service now (HR4U) (nothing to do in FIORI) and send it to declare your mobility (for insurance reasons and attach your duly signed travel approval). This is your responsibility. Nota bene: Before registering for a mobility, you should be aware that you will have to pay for it yourself. You will only be reimbursed at the end of your mobility.

• After your mobility period / Report

  For teaching mobility and training mobility

  1. Complete and obtain signature of the host institution of the: Attestation STA STT (Teaching & Training);
  2. Complete the survey requested by the European Commission (this link will be sent to you upon your return);
  3. Remit, sign and send to the appropriate person (Karin Langumier / Alison Vermeulen) the: Déclaration de frais - declaration of expenses (amounts have to be the same as in the travel approval);
  4. Submit original boarding passes / train tickets with your declaration of expenses for travel only (we handle all signatures except yours): TOGETHER with the following documents preferably by e-mail (in case it is lost) AND internal mail:

--> request for travel approval duly signed;

--> attestation STA STT duly signed;

--> grant agreement (not mobility but grant) duly signed.

Allowance to Receive

The amount you will be allocated depends on the location of the host institution and consists of :

• a contribution to your travel expenses;
• a contribution to your other expense (hotel and meals) on site.

Nota bene: The amounts allocated (contribution to travel costs and individual support for physical mobility) depend on rules set by the European Commission and not by the University (financial guidelines).

1. Travel day support - Contribution to travel costs

What amount will I receive?

--> Calculate the approximate amount you may be entitled to for the trip by using the distance calculator.

Reminder: The number of travel days allocated is determined by the geographical location of the host institution and whether or not it is easily accessible.

The rule is that only 1 travel day is allocated.

Beyond 1.500 km from your home institution to your host institution (use the distance calculator to know), 2 days will be allowed.

Nota bene: The "travel distance" represents the distance between the place of origin and the venue, whereas the "amount" covers the contribution to the travel both to and from the venue.The number of travel days allocated is determined by the geographical location of the host institution and whether or not it is easily accessible. The rule is that only one travel day is allocated. Beyond 1.500 km from your home institution to your host institution (use the distance calculator to know), 2 days will be allowed.

From the summer semester 2022 onwards, you can receive a bonus if you use environmentally friendly, sustainable means of transport for your trip to your host country. This includes travel by train, bus or the use of carpooling. Submit a corresponding proof and you will receive up to 50,00 Euro and four additional travel days subsidized (e.g. 15€/day; total 110,00 Euro Green-travel Top-up).

2. Individual support for physical mobility

Staff mobility - Programme and partner countries:

Partner Countries from Region 14: Faroe Islands, Switzerland, United Kingdom : please contact me for more information

Insurance coverage

The responsible party for taking out insurance coverage is:

Medical and safety services provided by the University of Luxembourg for its staff while travelling abroad:

International SOS - is not an insurance company and does not replace personal medical insurance - but aims to provide its permanent staff with assistance, medical advice and safety services worldwide 24 hours a day, 7 days a week.

Download the application

Subscriber Assistance*:
+44(0)20 8762 8008 or login to portal : Members Website - INTERNATIONAL SOS © 2022

*does not apply to family members

Organizing your trip abroad

You will not be able to use the services of our Travel Pro agent to organise your trip. You will have to organise it through another agency as you are the ones to advance the costs of your mobility.

Note: If you need additional funds to finance your trip, you have to seek them on your own (if Erasmus+ grant would not be sufficient to cover costs).

Spots Available Outside Europe

For mobility outside Europe (ICM): the minimum duration is 5 days and the maximum is 2 weeks

Staff exchanges are currently possible with the following partner institutions in third countries:

Until July 2023

• Mingachevir State University – Azerbaijan
• University of Tirana - Albania