Why apply for an Erasmus+ grant, and what is it?
Employees of higher education can apply for teacher grants and employee grants. All employees, both professional and administrative staff, can apply.
Erasmus+ grants are awarded and must be used within the project year grant. The Erasmus+ project follows the academic year, not the calendar year, ie mobility means must be used between August and September, and if allocated funds can not be realized within the project year, the International Office must be informed so that scholarships may be internally assessed.
How big is the grant?
Scholarship size depends on where you go and how long you are gone. It is calculated according to rates given by the European Commission, but a typical one-week stay in a high-cost country in Northern Europe will vary between 750 and 850 Euros. The grant will not necessarily cover all costs, and you should discuss with your manager how to cover any excess costs.
A teacher scholarship is a scholarship awarded to an academic staff member who wants to visit our partner institutions abroad to teach students there. The minimum teaching time is 8 hours per week, and the minimum duration is two days. The maximum duration of a stay is two months.
Employee grants are scholarships that both professionals and administrative staff can apply for, and which will be used to develop/raise their own competence through a stay at an institution abroad.
Time frame: A minimum of two full working days, plus travel time.
Content: The activity will support the employee's professional development in the form of training activities abroad (excluding conferences), such as job shadowing/observation periods.
You do not have to go to a higher education institution. However, if you choose to visit a higher education institution, the institution must have an Erasmus University Charter. Contact the International Office if you are wondering if the educational institution you wish to visit meets the requirement.
Application form for employees
Download the internal application form for the Erasmus+ grant
Erasmus+ payout routines
Erasmus+ grants are divided into a travel part and a part covering the stay. Both travel and stay are covered by given rates depending on the destination. The International Office calculates the scholarship after the allocation has been made.
The scholarship is paid 70 % in advance, with the remaining 30 % paid after you have submitted a travel bill to the International Office and reported on your stay in an online application.
Before you leave, you should discuss with your manager what to do in case the costs of the mobility exceed the grant.
This is done after you have been told that you receive a scholarship
YOU CANNOT use the college travel operator when booking tickets for Erasmus+ mobility. The scholarship is paid as a personal scholarship, and costs must therefore be paid by you, not invoiced to the university college. If the costs in the travel plan exceed the stipend, then you must describe how they are planned to be covered in a separate attachment.
PLEASE DO NOT use the college travel system in My Visma to make your travel bills. Use the manual travel bills instead.
If you did not do it in connection with your application, you should now pass the mobility agreement between yourself, the host institution, and VID at the International Office. Note that the agreement must be signed by the recipient institution. Mobility agreements can be sent electronically, and scanned signatures are sufficient. The person receiving the grant is responsible for ensuring that the mobility agreement is filled out and sent to the International Office.
Once the mobility agreement has been signed, a scholarship agreement must be made. This is the basis for payment of the grant. You cannot receive a scholarship before the mobility agreement and the scholarship agreement have been signed by you and the International Office. This must be done before you leave.
You will find the required appointment documents in the menu below:
While you are travelling
Remember to make a written confirmation of your stay. This must be signed by the recipient institution. The confirmation must state the dates when you came and left the institution.
Reporting and settlement
After completing your stay, please send the following to the International Office:
- Confirmation of completed stay
- Travel bill with original attachments (manual travel bill, not from My Visma)
You will also receive an e-mail from the European Commission in which you will be asked to report on your mobility in an online questionnaire. Reporting is mandatory. If you do not report, your scholarship cannot be paid out. Please notify the International Office when you have submitted your report. This will trigger payment of the rest of the grant.
NOTE! The travel bill should be sent to the International Office, not to your unit or faculty. The International Office will attest and pass it on to your unit or faculty for information and guidance on any remaining amount. The travel bill will then be forwarded to salary/accounts if there is any payment outstanding.
If documented expenses are lower than the paid grant, the difference must be repaid or you will have to pay tax on the difference.
According to the Norwegian rules for travel bills, you can only get reimbursed expenses for the costs for which you have a receipt. You cannot charge expenses for any companion. If you have travelled with someone who is also entitled to a refund, then a travel bill per traveler will be made. The Erasmus+ grant can only be used to cover your own costs.