Erasmus+ Staff Mobility for Training
Staff Mobility for Training (Erasmus+ STT)
Would you like to take part in a training activity in another European country, improve your language skills or get to know the working methods at one of our partner universities? Then take advantage of the Erasmus programme for employees!
Many people know the Erasmus programme as an exchange programme for students. However, academic and non-academic staff at the university can also benefit from the programme: Erasmus+ offers the opportunity to travel to partners to exchange experiences, to take part in work shadowing, to complete language courses or to further their education in other ways. The programme is open to all university employees: from trainees to university management.
Who can participate?
Erasmus funding can be used to support university staff from all areas (including trainees), e.g:
- General & technical administration
- Libraries
- Departments
- Finances
- International Office
- Public Relations
- Student Counselling
- Lecturers
- ...
The prerequisite for funding is an employment contract with UP. Repeated Erasmus+ funding is possible - however, priority is given to first-time applicants.
How do I find the right training activity?
The training activity must be related to your work at the UP. You should therefore do your own research to find out what suits your work in terms of content and time. The stay can, but does not have to, take place at a UP partner university. In principle, the mobility can take place at an institution based in a programme country (companies, public bodies, research institutions, educational centres or non-profit organisations).
As far as language course providers are concerned, you are free to choose a suitable language school. You should then liaise with your supervisor. The Erasmus+ stay is regarded as working time; you do not need to apply for holiday or educational leave.
You can find current Staff Weeks here: http://staffmobility.eu/staff-week-search
Note: For activities that are not directly relevant to your work at the UP, you can apply for educational leave (‘Bildungsurlaub’). You must bear the costs of this yourself. Funding from Erasmus funds is not possible.
If you have any doubts as to whether your project is eligible for funding, please contact us.
What are the possible formats?
Activities lasting a minimum of 2 days and a maximum of 60 days can be funded. Possible activities are
- Participation in Staff Weeks
- Work shadowing/job shadowing
- Participation in workshops and seminars
- Participation in language courses (mainly English)
- Participation in Blended Intensive Programmes (BIPs) at partner universities of the UP
Participation in conferences cannot be funded.
What can be funded?
At the University of Potsdam, the actual travel expenses during the stay will be reimbursed in accordance with the Federal Travel Expenses Act (Bundesreisekostengesetz).
Travel expenses are funded, including expenses for travelling, accommodation costs, daily allowances abroad according to the country rate (see intranet). In addition, participation fees or course fees can be (partially) financed. Fees can currently be financed with up to 400 EUR per week.
Currently, activities at the University of Potsdam are funded for a maximum of one to two weeks. Longer stays can only be funded in justified exceptional cases.
The lump sums provided for in the Erasmus programme do not apply. The following overview serves as a guide.
Accommodation costs (unit costs) are not applied at the University of Potsdam!
Daily rate (up to the 14th day of stay, 15th-60th day of stay: 70 % of the daily rate):
| Amount | Hosting country |
|---|---|
| EUR 140 | Bulgaria, Croatia, Lithuania, Northern Macedonia, Poland, Romania, Serbia, Turkey, Hungary |
| EUR 160 | Estonia, Greece, Latvia, Malta, Portugal, Slovakia, Slovenia, Spain, Czech Republic, Cyprus |
| EUR 180 | Austria, Belgium, Denmark, Finland, France, Iceland, Ireland, Italy, Liechtenstein, Luxembourg, Netherlands, Norway, Sweden Andorra, Faroe Islands, Monaco, San Marino, Switzerland, United Kingdom, Vatican City State |
| EUR 190 | EUF partner countries, other countries worldwide |
Travel allowances - are not applied at the University of Potsdam!
Travel allowance (calculation basis: one-way distance according to Distance Calculator) with conventional or low-emission means of transport:
| Distance | Amount |
|---|---|
| up to 99 km | EUR 28 or EUR 56 |
| 100-499 km | EUR 211 or EUR 285 |
| 500-1,999 km | EUR 309 or EUR 417 |
| 2,000-2,999 km | EUR 395 or EUR 535 |
| 3,000-3,999 km | EUR 580 or EUR 785 |
| 4,000-7,999 km | EUR 1,188 |
| from 8,000 km | EUR 1,735 |
How do I apply?
Applications can only be submitted online via the application portal. The deadlines (30 June / 30 November) are currently suspended. Applications can be submitted on an ongoing basis. You should allow at least 2 months lead time. For activities that arise at short notice, please also contact us by telephone.
Written authorisation from your supervisor is required for the application. All other relevant information is requested in the form. Please formulate meaningful answers.
What are the criteria for funding?
The aim is to make as many employees as possible ‘mobile’ and enable them to gain experience abroad. The respective training must be relevant to your work at the University of Potsdam. Courses to improve English language skills and mobilities to our partners within the European University Alliance EDUC are expressly desired. Preference will also be given to employees who have not previously taken advantage of an Erasmus+ mobility.
We would like to draw lecturers' attention to the possibility of travelling to partner universities as part of the teaching mobility programme (STA) (link). A combination of teaching and further education is also possible here.
What happens next?
Feedback (approval/ rejection) and 'Anordnung'
Mobility Agreement
Grant Agreement
Advance Payment ('Abschlag')
Confirmation of Stay
EU Survey
Travel Expense Report
Overview of required documents
The following documents must be submitted in full for the Erasmus+ programme in order for funding to be granted:
1. Authorization / Anordnung
Once your Erasmus mobility has been approved, the Human Resources Department will authorize your participation in the training activity. The authorization replaces the business trip application. It is not necessary to submit an additional business travel request (“Dienstreiseantrag”).
2. Mobility Agreement
You will receive the Mobility Agreement with the approval, which you are asked to complete and have signed by the partner institution (a scanned version is sufficient). With the Mobility Agreement, you agree on the type, purpose and duration of the activity with the host institution.
3. Grant Agreement
Once you have submitted the Mobility Agreement, you will receive the Grant Agreement by e-mail. This must be signed by you and the International Office (“ink signed”) before the start of the mobility. It is not necessary to forward it to the partner institution. The Grant Agreement contains information on the funding period, your rights and obligations.
4. Confirmation of Stay
Together with the Grant Agreement, you will also receive the Confirmation of Stay from the International Office, which will be completed by the partner institution. Please make sure that the information provided matches the Grant Agreement.
5. EU Survey (questionnaire)
After completing your mobility, you will receive an e-mail inviting you to complete the EU questionnaire.
6. Travel expense report
As with business trips in Germany, a travel expense report must be submitted for the Erasmus-funded training programme. Submit all relevant documents (statement form, copy of the order, invoices, tickets, receipts and corresponding proof of payment) to the International Office. The reimbursement amount is calculated and paid out in D4.
Do you have special needs?
Employees with disabilities, chronic illnesses or children (if the child/children are travelling with you) can receive special funding in the Erasmus+ programme. Further information can be found on the DAAD website. An application for reimbursement of the actual additional costs (up to € 15,000/mobility) can be submitted by the university. Please contact us in good time!
Erasmus+ Institutional Coordinator
Pia Kettmann
Campus Am Neuen Palais
International Office
Am Neuen Palais 10
Building 8, Room 0.38
14469 Potsdam
Financial Administration
Sandra Nothmann
Campus Am Neuen Palais
International Office
Am Neuen Palais 10
Building 8, Room 1.05
14469 Potsdam
