Application Procedure Erasmus+

Start the application process 2-3 months before the desired travel date to ensure timely approval. Below you can see an overview of the documents to be submitted. To be eligible for the Erasmus+ programme, the stay abroad must last at least 2 days (not including travel days). Funding usually covers stays of up to one week. If an apprenticeship abroad is planned, at least 8 hours per week must be held. If longer time is needed for the trip due to the use of sustainable transport, funding can be granted for up to 4 additional days.

BEFORE YOUR STAY

• Mobility Agreement (link to the Online Portal)
  Create the Mobility Agreement via the Online Portal.
  This document is to coordinate your project with the partner university. Please fill it out completely, sign it, send it by e-mail to the exchange partner for signature as well. Then please send it to the International Office (together with the application for official travel and the application for travel abroad).
  
  For your information: The International Office confirms the amount of the costs covered and forwards the business trip application to the Travel Cost Centre (information in German only). After approval, the documents will be sent back to you. Please enclose the application form with your travel expense statement after you have completed your trip.

• Grant Agreement
  Grant agreements are generated individually for each mobility agreement. Upon receipt of the completed mobility agreement, you will receive the grant agreement, which you should sign and return to the International Office.
  Once we have received the signed grant agreement, you will receive 70% of the approved grant.

DURING YOUR STAY

• Confirmation of Stay (pdf form)
  During your stay, please have the host institution confirm that the visit programme has been completed as planned with a "confirmation of stay" form. Please fill out the form and have the host university sign it on site. After your return, please send the original document to the International Office.

AFTER YOUR STAY

• Experience Report (link to the Online Portal)
  After your stay, please complete the experience report and send it to the International Office. In addition, the EU Commission will send you an email requesting you to complete a short online report (multiple choice). If the online report has been received by the EU, we can transfer the remaining 30% of the grant.

NOTE FOR SETTLING THE TRIP
Despite the flat-rate funding, the trip must be settled within 3 months after the end of the trip (for university employees only). For this purpose, please send the necessary original documents and proof of the travel and accommodation costs incurred to the International Office in good time for review. Afterwards, the travel expenses will be settled by the Travel Cost Centre (information in German only).
If the actual costs are higher than the flat rates paid out, you will have to pay the difference by yourself (or you can arrange supplementary funding in advance through your faculty/department - but this must not come from EU funds).
If the actual costs are lower, you do not have to pay back the difference. However, the difference is reported to the central payroll office as income subject to social security tax and the the corresponding amount will be deducted for this purpose.
Flat-rate travel and subsistence allowances are compared with the total costs during settlement and are not considered separately.