Outgoing staff visits

In accordance with Rector’s Order No. 01-142 of 15 December 2023, “On Approving the Procedure for the Participation of EHU Academic and Administrative Staff in International Exchange Programmes”, the selection of EHU staff for training mobility is conducted centrally by a committee appointed by the Rector.

All EHU academic and non-academic staff are eligible to apply for Erasmus+ staff training mobility.

Selection for Erasmus+ Staff Training Mobility

Application eligibility criteria:

• The application specifies the objectives of the visit and its added value, describes the training activities or programme, and outlines the expected outcomes and impact.
• The purpose of the visit is linked to the staff member’s professional development through training or an exchange of experience.
• The content of the Mobility Agreement for Training or application does not duplicate or match the content of another application submitted under the same call.
• The Mobility Agreement for Training or application is signed (approved) by the applicant and the head of their unit.

Applications that do not meet the eligibility criteria are rejected without an assessment of their content.

Selected staff members must begin their training visit no later than six months after the date of the committee meeting. If the visit does not begin within this period, the awarded grant will be cancelled.

The minimum duration of an individual training visit (job shadowing, exchange of experience, etc.) is 2 working days, and the maximum is 4 working days.

For visits involving a training programme predefined by the host organisation and followed by all participants (e.g. an international staff training week, language courses or other courses), and/or where the visit makes a significant contribution to the university’s internationalisation, funding may be provided for up to 5 working days, excluding travel days.

When using green travel, the minimum duration of the visit is also 2 working days, but the maximum is 10 working days. Decisions on funding longer visits are made by the selection committee.

Where necessary, funding may be provided for a maximum of 2 travel days: 1 day before the activities begin and 1 day after they end. If it is not possible to reach the destination and/or return within 1 day (e.g. due to the absence of direct flights), participants may plan up to 2 days for the outward journey and up to 2 days for the return journey. However, only 1 travel day in each direction is funded.

An exception applies to green travel: funding may be provided for up to 4 travel days — up to 2 days before the activities begin and up to 2 days after they end.

Staff members choosing green travel for both the outward and return journeys must submit a Declaration on Honour (Sąžiningumo deklaracija) before signing the Grant Agreement.

EHU staff undertaking Erasmus+ training mobility receive financial support for two types of expenses:

1. Individual support

A fixed daily amount is paid depending on the host country:

2. Travel support

Travel support is calculated based on the distance between the place of departure (EHU) and the location of the visit. The distance is determined using the European Commission’s distance calculator.

Participants using green travel receive a higher travel grant (see the table below).

Green travel means travelling to and from the destination using low-emission means of transport, such as a bus or train, or sharing a car with other participants in the same mobility activity.

If the distance to the host organisation is less than 500 km, green travel is mandatory.

If no travel is planned, or travel is funded from sources unrelated to Erasmus+ (for example, if the staff member is already at the destination for another activity), the participant must notify the Student Service and International Mobility Unit in advance, in writing, by email or on paper. In such cases, no travel grant is paid.

If the place of departure differs from EHU’s location and/or the destination differs from the host organisation’s location, the participant must provide an explanation.

Travel grant amounts

“Travel distance” means the distance from the place of departure (EHU) to the location of the activity. The allocated amount covers both the outward and return journeys.

Additional funding for participants with special needs

Participants with disabilities may receive additional funding covering 100% of the actual eligible costs related to their special needs.

Applications for additional funding are assessed by the Education Exchanges Support Foundation (ŠMPF). Following the announcement of the selection results, selected staff members must complete and submit an application for additional funding by the deadline specified on the ŠMPF website. The Student Service and International Mobility Unit submits the application to ŠMPF.

Grant payment

The grant is paid in two instalments:

• An advance payment of 80% of the total mobility grant is paid within 15 working days of signing the Grant Agreement, provided that the Mobility Agreement for Training and the business trip application have been submitted at least 20 working days before the planned visit.
• The remaining 20% is paid after the participant returns and submits a complete report on the visit, including:
  • a certificate of participation issued by the host organisation;
  • supporting documents confirming green travel and its duration (invoices, tickets, etc.), where applicable;
  • the completed online EU Survey;
  • a business trip certificate.

Please note: expenses such as purchasing flight tickets or booking accommodation may be incurred only after the business trip application has been approved.

At least 20 working days before the visit, send the final, fully agreed version of the Mobility Agreement for Training to international@ehu.lt. The agreement must be signed by all three parties: the staff member, the head of their unit and the host organisation.

Once the coordinator receives the agreement, they will email you instructions on how to submit the business trip application and which funding source to indicate. After you submit the application, the programme coordinator will send you the Grant Agreement for signature.

Please note: expenses such as purchasing flight tickets or booking accommodation may be incurred only after your business trip application has been approved.

Before the visit

Visit the Student Service and International Mobility Unit to collect promotional materials and souvenirs for the host university, company or organisation.

You must have insurance covering the duration of your visit.

Your insurance must include medical coverage. Personal liability and accident insurance are recommended but are not mandatory.

Important

If you do not have insurance, we recommend that you:

• Take out private insurance;
• Obtain a European Health Insurance Card (EHIC).

The card is issued free of charge and can be obtained from the Vilnius Territorial Health Insurance Fund. Further information is available on the website.

If you already have an EHIC, we recommend checking its expiry date.

Within five days of completing your visit, you must:

• Send a Confirmation of Participation to international@ehu.lt, signed by an authorised representative of the host institution. The confirmation must specify:
  • the dates of the training visit, excluding travel days;
  • that the visit took place under the Erasmus+ programme.
• Complete the mobility report (we will email you the report form).
• Submit travel documents if you used green travel (bus or train tickets, etc.).

The remaining 20% of the mobility grant will be paid only after all reporting requirements have been met.

Procedure for the Participation of EHU Academic and Administrative Staff in International Exchange Programmes
Mobility Agreement for Training Template
Confirmation of Participation Template
Green Travel Declaration