Erasmus Preparatory Visit

Are you interested in establishing a new cooperation within the framework of the Erasmus programme?  You can go on a Preparatory visit during at least one day and at most six weeks at a European university or university college in order to discuss e.g. student exchange, teacher exchange or course development projects. 

According to the rules, Erasmus grants shall contribute towards the expenses that arise in connection with the stay abroad, i.e., one portion for actual travel costs and one standardised portion for increased living costs in the host country. The stay abroad for the academic year 2013/2014 shall take place during the period 1 June 2013 and 30 September 2014.

Who may apply for the grant?

All LiU employees are eligible to apply for the grant. It is primarily meant for teachers and coordinators but PhD students, internationalisation committee members and others with an interest/responsability for international cooperation may also apply.

How do I apply?

Below are detailed guidelines relevant to the application process. EU regulations require that the relevant paperwork be in place in order for us to pay the grants, so read through the instructions below carefully. If you have any further questions not covered by these guidelines, please turn to the contact person for Erasmus for staff, Aiste Mickeviciute. 
  

BEFORE YOU APPLY

You should liaise with a contact person at the institution that you would like to visit, and discuss a plan for your visit; duration and content. When these have been established, you may submit your application. See below for a link to the application form.

Search here for lists of current exchange agreements

THE APPLICATION

There are four application deadlines per year: 1/9, 1/12, 1/3 and 1/6. Retroactive applications are given the lowest priority in competition with visits that have not yet taken place. All applications must be submitted using the application form below.

APPLICATION FORM - Preparatory visit

SELECTION

All applications received during an application period will be collected and ranked by the Faculty concerned. This ranking is based primarily upon the visit's relevance to the internationalisation strategies of LiU and of your Faculty. The Faculty rankings are then coordinated and the applications are approved in relation to the available mobility funds. It is not possible to appeal the decision.
 

NOTIFICATION AND DOCUMENTS

You will receive an email (to the address that you specified in the application) regarding whether or not your application has been successful. If you have been awarded a grant, you will receive the necessary documentation for your exchange in connection with your notification. This consists of:

- Agreement.
- Certificate. In connection with your visit, your contact person at the host institution shall sign a simple certificate, stating that you have visited the institution and which period.
- Evaluation.
- Template for financial report
- "Things to consider when abroad". A document with a number of tips regarding things you should think about prior to departure, such as insurance during work-trips.
 

BEFORE YOU LEAVE

Information in Swedish on insurance during work trips >>

AFTER YOUR TRIP

Upon your return, submit your certificate from the host university and your evaluation to Helena Iacobaeus, International Office, Building D. Your travel expense claim should be submitted as per normal to your department/division. On the travel expense claim (under "travel order"), please write that the trip was part of an Erasmus exchange. When you have received your settlement, send a copy to Helena Iacobaeus at the International Office, Building D. If you wish to claim for actual travel expenses then a copy of receipts/invoices detailing those costs should be attached. Examples include air ticket invoices or copies of train tickets.

Travel grant

The Erasmus Programme grant is not intended to cover all expenses in connection with the trip. The compensation levels may vary from year to year, in accordance with the decision made by the European Commission.
 

HOW DO I CALCULATE MY COMPENSATION?

The compensation consists of two parts, one amount for your actual travel costs and one standardised amount for your time at the receiving institution. Travel Costs: You may receive compensation for your actual travel costs up to an equivalent of EUR 700. Compensation is only paid on the basis of the documentation submitted for travel costs, such as copies of invoices and/or tickets detailing the price or the settlement for your travel expense claim, where any cash expenditure is listed. Your time at the receiving institution: For the first one to four days you will be compensated per day. Visits for five days count as one week and are compensated with the standardised amount for one week. Each new week started is counted as a whole week, i.e., 8 working days are counted as two weeks, 15 working days as three weeks, etc. Note: according to new rules from this year, travel time directly linked to the stay is counted in the compensation.

Definition of valid travel expenses

COMPENSATION LEVELS, ACADEMIC YEAR 2013/2014

• EUR 140/day (1-4 days)
• EUR 700 (1st week)
• EUR 650 (2nd week)
• EUR 150 (3rd-6th week)

For example:
- If you are participating in a Preparatory visit for 3 days at EUR 140/day
Total compensation = Up to EUR 700 for travel costs + EUR 140 x 3 days for time at the receiving institution = Up to EUR 1120
- If you are participating in a Preparatory visit for 1 week
Total compensation = Up to EUR 700 for travel costs + EUR 700 for time at the receiving institution = Up to EUR 1400
- If you are participating in a Preparatory visit for 2 weeks
Total compensation = Up to EUR 700 for travel costs + (EUR 700 + EUR 650) for time at the receiving institution = Up to EUR 2050
 

PAYMENT OF FUNDS

All documentation (agreement, certificate and evaluation) must be submitted before the standardised amount can be paid. If you claim compensation for actual travel expenses, you also need to submit a copy of any receipts/invoices detailing these costs. The documentation received constitutes the only basis upon which payment of funds can be made to the department/division/Faculty, in accordance with the cost centre and project number that you have specified in your application. Payments are never made to private bank accounts. Please hand in your documentation shortly after your trip or, at the latest, on 1 September 2014 if you are abroad during 2013/2014.
 

Faculty-specific support for exchanges

The Faculty Boards may decide on specific support in accordance with each Faculty's strategic considerations. Please visit the Faculty websites to find out support granted by the Faculty.
The Faculty of Arts and Sciences >>
The Faculty of Educational Sciences >>
The Institute of Technology >>
The Faculty of Health Sciences >>


 

Page responsible: helena.iacobaeus@liu.se
Last updated: Fri May 31 14:09:01 CEST 2013