Participation Conditions

• A staff member of MU with an employment contract can participate. It is also possible to send staff working on the basis of the DPP and DPČ short-term contracts (depending on the priority of the faculty/economic unit). The agreement must include the possibility of business trips and the right to draw travel expenses, otherwise it would be a case of unauthorised use of the provided funds.
• The content of the training abroad must match the job description of the MU staff member.
• The content of the placement might be observing an experienced employee (job-shadowing), practical/professional training, a study visit, workshop or seminar at a university or other organisation (private company, non-profit organisation, …). 
• A staff member of MU must carry out their mobility activity in any Programme Country different from the country of the sending organisation and the staff country of residence.
  • In the case of going to the staff member’s country of origin it is necessary to show that the staff member is long-term resident in the Czech Republic, which can be demonstrated by submitting the following documents:
    • an employment contract or DPČ for a minimum of one year
    • confirmation of studies for a period of more than one year
    • other documents (tax domicile in the Czech Republic, lease, etc.)
• The programme allows the training to last from 2 days to 2 months. From the 15th day the contribution to the placement expenses is lowered. In case of a longer mobility only working days are counted. The selection commission decides on the number of days allocated to the staff member based on the criteria of the faculty/economic unit and an assigned quote.
• It is not possible to pay for a conference from the programme.

• Language courses are not priority programmes, and after approval by the CZS only professionally focused courses with regard to the job description of the employee can be financed.

• A combination of teaching and training is possible only within the activity Erasmus+ Teaching Mobility.
• ONLINE mobility Erasmus+ STA/STT:
  • Mobility in which the training takes place exclusively online is possible if the participant physically travels to the country and their participation in the place of activity in the country of the receiving institution is justified and substantiated by supporting documents (e.g. travel documents, proof of payment for accommodation, etc.). In this case, it is eligible physical mobility for which a grant entitlement arises. This is particularly justified if the effect of COVID-19 persists.
  • Such mobility must be approved by the immediate superior and the approval has to be sent by e-mail to the relevant coordinator at CZS (person AFTER NOMINATION) at the time of submitting the Mobility Agreement document for mobility approval.

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Financial Conditions

• The employee is sent on a business trip by the faculty or the relevant part of MU in accordance with the MU Travel Expenses Directive and based on the CZS confirmation of the maximum amount of the grant for the agreed training. Participants will be governed by the Erasmus+ programme rules as well as the internal MU regulations. These rules can be found in the MU Travel Expenses Directive. The payment of funds (advances and billing) is carried out by the economic department of the relevant MU faculty/economic unit. The actual costs for travel are then reimbursed by the CZS.
• Financial support is provided for the days when training takes part, with the amount of the grant dependent on the placement country.
• Without a Participant Grant Agreement signed by all parties and approved funding (i.e. the maximum grant amount for placement expenses and travel support) from the CZS, it is not possible to travel on the mobility and the CZS will not pay for the mobility.
• Days spent travelling are not included in the number of training days - they are so-called travel days.  
• It is strongly recommended to arrange cancellation insurance. Force majeure must be reported to the CZS without delay and any associated costs must be documented. Those approved by the grant provider will be reimbursed.
• Employees with special needs can apply for a special grant (contact the CZS immediately after the successful selection process). The application is submitted before the start of the autumn and spring semesters and is approved by the Erasmus programme steering committee. Receipts must be submitted upon return for all increased costs.
• Placements after 10 December must be consulted in advance with the coordinator at CZS. Due to the financial closure at the calendar year’s end, these placements will not be approved, with a few exceptions. 

Specific financial conditions

The maximum possible grant that will be paid from the Erasmus+ programme is the sum of the limits for placement expenses and travel support. The economic department of the relevant faculty/economic unit of MU and the mobility participant will receive the confirmation by e-mail before departure. 

1. Placement expenses include the costs of accommodation, allowances, local transport during the placement, cancellation fees, travel insurance, possible participation fees and pocket money.

• When calculating the limit, the days in which the participant carries out training activities (i.e. usually without weekends and public holidays in the destination country) are included, as well as one day for the trip abroad and one for the return trip, if they need extra days. The approximate amount of the grant can be calculated in advance using the formula of the limit per day according to the destination country multiplied by the number of days.
• For distances over 2,000 km according to the calculator on the European Commission website, the CZS can, on request, allocate a grant for additional days for the journey using an environmentally-friendly mode of transport (the so-called Green Erasmus).
• Limits are available in the Documents section. Reimbursement of costs above the limit must be agreed in advance with the sending faculty (economic unit of MU).
• Meal allowances for individual countries and other annexes to the MU Travel Expenses Directive are listed here.

2. Travel support includes the costs for all means of travel including local transport from the point of departure to the destination and back

• The limit is set according to the distance from Brno to the target city according to the calculator on the European Commission website, see the Documents section.
• When using an environmentally friendly means of transport (bus, train, shared car, bicycle, etc.), the participant can request an increase in the limit for travel expenses, the so-called Green Erasmus. Please request increasing in the limit before departure, when filling in the Mobility Agreement in the ISOIS application form.  The employee is entitled to receive the allowance if they prove the use of environmentally friendly transport to travel to the place of the traineeship (environmentally friendly transport must be the main means of transport for each trip – there and back). You can find the amount of travel expenses limits in the Documents section.

3. Online training is possible but not connected with financial support. Still, all the documents: Mobility Agreement, Participant Grant Agreement and confirmation of training must be delivered.

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List of Deadlines

The selection procedure for the following academic year is announced annually in the spring (March/April) for the period of placement from August of the current year until the end of August of the following year. The placement has to take place by the end of August (for example if the participant is selected for the year 2023/2024, the placement has to take place by the end of August 2024). If the placement does not take place, it is NOT transferred to the next academic years. 

The exact date of the selection procedure will be communicated to you by your faculty/economic unit (see List of contact persons in the Documents section). The supplementary round can be opened in autumn (October) for the period of January - August. 

Placements planned after 10 December must be consulted in advance with the coordinator at CZS. Because of financial closure at the end of the calendar year, these placements will not be approved, with a few exceptions.

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Application

Erasmus+ training activity is not bound by concluded inter-institutional contracts within the Erasmus+ programme. To apply, this procedure must be followed:

1) In the open call apply electronically to the selection process in the ISOIS database here.

• You can find the exact dates that application open from the contact person for your faculty/unit of MU, through which you plan to travel (the List of Contact Persons can be found in the Documents section).
• The selection procedure for placements in the following academic year always takes place in March/April. An additional selection procedure may be announced (usually in October). The number of applications is limited.
• The MU faculty/economic unit is responsible for publishing the criteria for the selection procedure.
• It is the applicant's responsibility to secure admission to the receiving institution/organisation.

2) The selection process first takes place at the MU faculty/economic unit, and then at the CZS. The applicant is informed of their acceptance by e-mail.

3) The selected employee completes the Mobility Agreement in ISOIS no later than 6 weeks before the mobility.

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Before Departure

1. Completion and confirmation of the MOBILITY AGREEMENT – at least 6 weeks before departure

• After confirmation of the application the selected employee reopens the application in the ISOIS, completes the documentation for the tripartite Mobility Agreement for Staff Training and has it signed. (In some cases, it is first necessary to definitively agree acceptance at the foreign institution. It is possible to ask the CZS coordinator for a change in receiving institution.)
• In the Placement Data section it is necessary to indicate all the days on which training will take place (normally on working days and without travel days; it is possible to ask for travel days below).
• In MU the agreement is signed by the immediate superior. Please check the name of the entered person in the Sending Institution section.
• We recommend checking in advance who in the receiving institution is authorised to sign the Mobility Agreement on the receiving institution's side and enter the correct person into the section Receiving Institution – contact person (name, telephone number and e-mail).  
• The standard electronic document signature is not used - it must be signed directly in the database ISOIS either by inserting an image with a handwritten signature or by using for example the mouse.  
• After entry of all the people’s signatures an information e-mail will be sent to the participant and the CZS contact person.

2. PARTICIPATION GRANT AGREEMENT 

• Upon approval of the Mobility Agreement, the departing employee concludes a participation contract, „Grant Agreement“ with Masaryk University. The document is sent to the mobility participant for signature via the document office in IS MU. The document must first be read and then signed. The Grant Agreement must always be signed before the placement begins. The CZS then confirms the maximum amount of financial support from the Erasmus+ programme by e-mail to the economic department of the sending MU faculty/part of MU and in a copy to the employee.
• If planned changes in the course (shortening, change of means of transport, etc.) before the mobility takes place, the departing employee shall conclude an amendment to the participation contract. The document is sent to the mobility participant for signature again via the Document Office in the IS MU.

3. TRAVEL FORM AND INSURANCE

• After receiving the confirmation e-mail from the CZS about the funding from the Erasmus+ programme, the departing person sets up the travel form in INET. The order number can be obtained from the faculty or other economic unit of MU. 
• Interruption of the travel form is possible with the consent of the sending faculty/economic unit of MU (negotiated in advance when establishing the travel form).
• Purchase of air tickets, tickets and payment for accommodation is carried out after approval of the travel form by their direct superior. When buying tickets, we recommend taking out cancellation insurance (e.g. for health reasons). 
• Documents for accommodation and travel must be provided when billing. In order to be able to reimburse the travel form, at least a document for accommodation or travel must be provided (e.g. it is not possible to drive your own car and be accommodated privately without a document).
• Boarding passes must be attached to the tickets even if only available electronically (must be downloaded from the electronic application, take a screenshot, etc.).
• For delayed connections/flights, proof of delay must be provided (e.g. take a photo of the notice at the airport, request confirmation of the delay from the carrier, etc.), otherwise it is assumed that the connection was not delayed.
• Health insurance: as part of the travel form, every employee receives travel insurance. After completing the travel form in INET, an information card can be printed. 
• Allianz insurance company statement on travel insurance for outgoing MU employees in case of COVID-19: ”Travel insurance in general will always work for necessary and urgent care and subsequently the insured is always transported back to the Czech Republic and here the care is already covered by statutory insurance. Thus, if someone is diagnosed with COVID abroad, initial help will be provided to them abroad, but as soon as it is possible, they will have to return to the Czech Republic and continue treatment there (or remain abroad without the right to reimbursement of treatment from insurance). Transportation to the Czech Republic would also be covered (there is no difference between this and other diseases). However, in the event that it is a question of paying for care outside hospital, e.g. quarantine even if the employee has no symptoms, they will have to pay themselves for such a stay. It also still applies that the insurance does not cover cases where the insured person travels to places to which the Ministry of Foreign Affairs has not recommended travel or if they do not respect government calls to return to the Czech Republic and remain abroad.” 
• Information concerning COVID-19 and insurance can be found here.

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While Abroad

• During the placement the employee must adhere to the previously agreed training programme and number of days.
• It is the participant’s responsibility to obtain a certificate or confirmation of training completion as proof that the person has participated in the activity, in the form of a statement signed by the receiving organisation stating the name of the participant, the purpose of the activity and the confirmed date of its physical start and end.  
  • It is usually possible to use the received certificate or prepare a final confirmation, which you generate in the ISOIS database at the top right in the Documents section, and add to or edit it. The confirmation should contain only information on the duration of the training, i.e. without travel days. 

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After Return

• At the placement’s end, the foreign party issues a certificate or confirms the training completion document. The date of issue must be on or after the last day of the training.  
• The certificate/confirmation of the length and content of the training must be uploaded to the electronic application in ISOIS within 10 calendar days of the placement’s end. 
• Within 30 calendar days from the end of the mobility, the participant must electronically complete the Final Report in the “Beneficiary Module” European Commission database. The participant is automatically sent an e-mail prompt for this from the database.
• We ask the placement participant to correctly account for the travel form within 10 working days from the placement’s end. Late delivery may have a negative impact on the reimbursement of Erasmus+ programme costs.

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"IMOTION" University Training Offers Database

• The IMOTION Database contains the offers of universities involved in the Erasmus+ programme. Here training is also offered by universities with which we do not have an agreement. It is possible for you to be accepted by these institutions but probably you will have lower priority.
• Courses: it is possible to participate also in paid courses, however course fees can be paid from the Erasmus+ programme only up to the limit of placement expenses (if you do not use the entire amount on accommodation and food). 

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Offers of Training in Partner Schools

These offers are not automatically linked with the provision of financial support, since staff members must ask for this at the sending school - see above. The programme of the foreign school will provided for free or a participation fee will be requested, which normally it is possible to cover from the Erasmus programme.

Find more information here.

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BIP

One of the novelties introduced in the new Erasmus+ programme is the possibility of realising short-term blended mobilities, which combine online activity with a short period of physical mobility. Short-term blended mobilities are open to employees who meet the participation conditions of the Erasmus+ programme.

A MU faculty/department can send its employees on a short-term blended mobility even if this faculty/department is not involved in implementing a specific Blended Intensive Programme (BIP).

Participation conditions:

• A staff training mobility can take place only based on a valid application (Erasmus+ STT). It is not possible to realize this type of mobility without approved application for Staff training.
• The duration of the physical activity is between 5 and 30 days, while that of the virtual activity is not defined (however, it must be carried out).

Financial conditions:

• Financial conditions for BIP mobility are the same as for any other Erasmus+ Staff training mobility (Erasmus+ STT).
• Financial support is given in cases of physical mobility abroad. Online mobility is not financially supported within the Erasmus+ programme.

Contact person at CZS: Zita Hrabovská

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