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 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”).

Conditions

Staff mobility for Teaching assignment (STA)

Mobility for academic staff to complete a teaching assignment abroad.

  • A bilateral Erasmus+ agreement must have been previously signed between the UL and the receiving institution;
  • The minimum duration is 2 days;
  • Due to budget limitations, the maximum duration of stay the University of Luxembourg can fund is 2 weeks;
  • The minimum duration of a teaching assignment is 8 hours per week;
  • The teaching programme must be agreed by written in advance by all parties (in the mobility agreement).

Staff mobility for Training (STT)

Mobility for administrative staff or other non-teaching staff to complete training abroad.

  • The minimum duration is 2 days;
  • Due to budget limitations, the maximum duration of stay the University of Luxembourg can fund is 2 weeks (14 days);
  • The training period at your home institution may be referred to in a variety of forms, including, (but not limited to);
    • short secondment period;
    • job-shadowing scheme;
    • study visit;
    • workshop;
    • conference, etc.
  • You should submit a work plan agreed upon with the receiving enterprise / institution to University of Luxembourg before departure;
  • Language training and attendance of conferences, seminars and workshops should not represent the majority of the total training days.

 

Procedures

         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

    1. Get written approval from your manager/supervisor to go on mobility and foward it to me;
    2. Check if there is an existing bilateral agreement with the host institution (if there is not, please contact within Europe: Karin Langumier);
    3. Request and submit the official invitation letter signed by the mentor / organisation / institution that will be responsible for you during your mobility period;
    4. or your registration confirmation for the course you wish to attend;
    5. Go to the section below “Allowance to receive”: calculate the approximate amount allocated;
    6. Make sure that you can afford to advance these costs;
    7. Complete the following form:

    If there are funds available and you are selected (you will be informed by e-mail on receipt of your mobility agreement):

    1. Submit an updated CV (teaching mobility only);
    2. Fill in and sign (we will care about other signatures):
    3. Remit and sign:
    4. Depending on your destination, please send these documents to: within Europe: Karin Langumier / outside Europe: Alison Vermeulen
    5. 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

    1. Get written approval from your manager/supervisor to go on mobility and forward it to me;
    2. Check that the host country is one of the Erasmus+ programme country;
    3. Submit official invitation letter signed by the mentor / organization / institution who will be responsible for you during your mobility period;
    4. or your registration confirmation for the course you wish to attend;
    5. Go to section below “Allowance to receive”: calculate the allocated amount;
    6. Make sure that you can afford to advance these costs;
    7. Complete the form and sign it:

    If there are funds available and you are selected (you will be informed by e-mail on receipt of your mobility agreement):

    1. Complete the form and sign it (we will care about other signatures):
    2. Remit and sign :
    3. Send these documents to (depending on your destination): within Europe: Karin Langumier / outside Europe: Alison Vermeulen;
    4. Book your flight/train tickets (you can use Travel Pro but it is not mandatory);
    5. 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 (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 electronic report via the Erasmus+ Mobility Tool (this link will be sent to you upon your return);
    3. Send us a screenshot showing you have done the survey requested by the European Commission;
    4. Remit, sign and send to the appropriate person (Karin Langumier / Alison Vermeulen) the: Déclaration de frais - declaration of expenses;
    5. Submit original receipts with your declaration of expenses (we handle all signatures except yours) for travel only: boarding passes / booking confirmation
  • + the request for travel approval duly signed;
  • + attendance certificate duly signed;
  • + grant agreement duly signed, and
  • + print screen that you filled in the survey of the European commission).

Allowance to Receive

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

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).

Calculation of the amount allocated =
+ travel support (flat rate) depending on location of host institution (exceptionally, if the destination is poorly "served", a second day may be allowed)
+ amount for 1 day individual support (travel day)
+ duration of your mobility X individual support for physical mobility.

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.

Travel distances

Standard travel - Amount (Flat rate)

Green travel - Amount*

Between 10 and 99 KM:

23 EUR per participant

/

Between 100 and 499 KM:

180 EUR per participant

210 EUR per participant*

Between 500 and 1999 KM:

275 EUR per participant

320 EUR per participant*

Between 2000 and 2999 KM:

360 EUR per participant

410 EUR per participant*

Between 3000 and 3999 KM:

530 EUR per participant

610 EUR per participant*

Between 4000 and 7999 KM:

820 EUR per participant

/

8000 KM or more:

1500 EUR per participant

/

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:

Receiving country

Staff from Programme Countries Amount per day in EUR

Group 1:
Denmark, Finland, Iceland, Ireland, Liechtenstein, Luxembourg, Norway, Sweden

Partner Countries from Region 14: Faroe Islands, Switzerland, United Kingdom

 180 EUR

Group 2:
Austria, Belgium, Germany, France, Greece, Italy, Cyprus, Netherlands, Spain, Malta, Portugal

Partner Countries from Region 5:   Bangladesh, Bhutan, Cambodia, China, DPR Korea, India, Indonesia, Laos, Malaysia, Maldives, Mongolia, Myanmar, Nepal, Pakistan, Philippines, Sri Lanka, Thailand and Vietnam

High income countries: Brunei, Hong Kong, Japan, Korea, Macao, Singapore and Taiwan

 160 EUR

Group 3:
Bulgaria, Czech Republic, Latvia, Slovakia, the Republic of North Macedonia, Hungary, Poland, Romania, Estonia, Croatia, Lithuania, Slovenia, Turkey, Serbia

140 EUR

Partner Countries Regions 1-4
Regions 6-14

 180 EUR

 

Insurance coverage

The responsible party for taking out insurance coverage is:

Health insurance: the participant

In the case of intra-EU mobility, the participant’s national health insurance will include a basic coverage during their stay in another EU country through the European Health Insurance Card. However, this coverage may not be sufficient for all situations, for example in case of repatriation or special medical intervention or in case of international mobility. In that case, a complementary private health insurance may be needed.

Liability insurance: University of Luxembourg

The organisation has taken out an insurance policy with La Luxembourgeoise (contract N°RC00178462) that covers the pecuniary consequences of civil liabilities for employees from physical injury and material and immaterial loss or damage caused to third parties.

Accident insurance: University of Luxembourg

All employees of the University of Luxembourg travelling on business abroad (outside Luxembourg), with the approval of the university (Request for travel approval duly signed), are covered with personal accident and travel insurance by AXA Assurances for any accidents that can occur during their stay abroad, irrespective of the country where the accident occurs.

If you require assistance whilst abroad, please contact without any delay the AXA Assistance Benelux helpline 7 days a week, 24 hours a day

Staff Assistance: + 32 2 552 53 53 / claims@axa.lu

Please quote policy number: 27/0112847

As part of the travel insurance, any claim not immediately reported to the assistance helpline will not be compensated.

 

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 may want to contact our travel agent (University of Luxembourg) : https://www.travel-pro.lu/

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).

See also: New travel insurance offered by Travel Pro

 

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

  • International School Of Business Sfax – Tunisia
  • Mingachevir State University – Azerbaijan
  • North American Private University: International Institute of Technology – United States
  • Tambov State University – Russia
  • University of Tirana - Albania