Erasmus+ Europe

Participation Conditions

• This activity allows teaching staff at university institutions to teach at a foreign partner university institution. The mobility of the employee can take place in any field/academic discipline.
• Any teaching employee of the university can participate including those on part-time or short-term contracts.
• The teaching employee can be a citizen of any country but they must have an employment contract with the sending university institution in the Czech Republic (this can also be a short-term contract (DPP or DPČ in Czech) – but 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 funds provided).
• The employee’s mobility can take place in any field/academic discipline. Teaching placements take place with a length of a minimum of two consecutive days and a maximum of two months (teaching in an extent of a minimum of 8 hours per week or shorter period of placement) at a partner university institution with an ECHE. Teaching placements depend on the existence and validity of an inter-institutional agreement between the individual workplaces.
• The mobility has to take place in a programme country which is neither the country of the sending organisation nor the country of residence of the employee.
  • 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.)

• It is not possible to participate in conferences while on a teaching placement.

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Financial conditions

GENERAL INFORMATION ON FINANCING

• The CZS is in charge of the administrative and grant agenda connected with the Erasmus+ programme.
• Organisational matters (travel orders, air tickets, tickets, accommodation, etc.) are handled by teaching staff themselves.
• The payment of funds (advances, allowances and billing) are carried out by the economic department of the relevant faculty. The actual costs are then reimbursed to the faculty by the CZS.
• The CZS is responsible for the correct use of funds and for adherence to the qualification conditions, the conditions of the agreement with the EU and for the processing of the report.
• Teachers are allocated funds for days when educational activities take place, with the amount of the grant depending on the placement country.
• The period spent travelling is not counted into the teaching part of the mobility.
• The CZS may add to the grant the day of travel provided that it immediately precedes the first day of teaching or immediately follows the last day of teaching and lasts a minimum of 5 hours.
• Employees with special needs can apply for a special grant (contact the CZS immediately after a successful selection process). The application is submitted before the start of the summer and winter semesters and is approved by the steering committee of the Erasmus programme. Receipts must be submitted upon return for all increased costs.

SPECIFIC CONDITIONS OF FINANCING OF A TEACHING PLACEMENT

1. Placement expenses (which you can find in the Documents section): expenses for accommodation, allowances, pocket money, local transport during the placement, travel insurance and possible cancellation fees

• Financial support is intended to cover placement expenses associated with the teaching placement at the foreign partner institution.
• Financial support is provided only for days on which the teacher carries out teaching activities.
• The specific number of teaching days must be agreed in advance with the foreign partner in the document Mobility Agreement – Staff Mobility for Teaching (which you can find ion the Documents section). The CZS calculates the grant for the placement expenses on the basis of this number.
• If the number of teaching days confirmed in the Mobility Agreement before departure to the receiving institution does not correspond with the number of teaching days confirmed by the receiving institution at the end of the placement in the Confirmation of Erasmus Teaching Programme (which must be submitted to the CZS as confirmation by the foreign institution after the placement), the amount of the grant may be reduced.
• The amount confirmed by the CZS (confirmation will be received by the economic department of the relevant faculty and the mobility participant by e-mail before departure) represents the maximum possible grant towards placement expenses, which will be paid from the Erasmus+ programme.

2. Travel expenses (which you can find in the Documents section): all expenses and all means of transport including local transport used from the point of departure to the destination and back

• Travel expenses are paid separately and in full, but it is necessary to use economic means of transport.
• The amount of the travel expenses are calculated according to the distance using a calculator which is available on the European Commission Website. Costs for the journey there and back should fall within the limit set according to the distance from Brno (or another starting point) to the target city as calculated by the calculator. The maximum rate for the journey is given in the document Limits on Accommodation and Travel Expenses (which you can find in the Documents section).  
• In justified and previously agreed cases, when it is not possible to buy a ticket within the given limit, the CZS will cover the remainder of the cost.
• If it is cheaper to use a private car than going by air, train or bus, this car use must be approved in the travel order in accordance with the valid directive. If the cost of using the car is the same or lower than the limit for travel costs according to the document Limits on Accommodation and Travel Expenses, there is no need to contact the CZS. Should the car journey cross that limit, it is necessary before the journey to request the consent of the CZS coordinator. When accounting for the travel order the use of the car must then be justified in the report on the business trip.
• If the trip by private car is paid in the amount for approved means of travel (train or bus) and falls within the limit, there is no need to contact the CZS. Expenses above the limit must be consulted in advance with the CZS coordinator.
• In general it is the case that if the limit is crossed and a car or taxi is used, this must always be justified in the report on a business trip.
• Cancelation insurance for tickets (air tickets) can also be paid, however it should be part of the invoice for the ticket.
• Please always retain all boarding passes, tickets, receipts for accommodation, etc. and attach them to the billing for business trips.

Payment options:

• In the case that it is cheaper to travel by other means of transport, the faculty/economic centre may permit travel by car with reimbursement in the amount of a ticket/air ticket (2^nd class). It is necessary to announce this option to the CZS before the mobility and send the fare. The most economic option will be paid.
• In the case that travel by car is cheaper (for example if more people are travelling) or significantly more economic, the employee is to announce the plan to travel by car in advance to the CZS coordinator, at the same time as submission of the signed Mobility Agreement and with justification of the request for payment of the journey by car.
• Should the anticipated cost of the journey by car be higher than the limit set by the European Commission calculator (link given in the approval e-mail from the economic department), the CZS will apply a limit of 0.22 EUR per km.
• It is not possible to pay for parking from the Erasmus+ programme.
• Please always retain all boarding passes, tickets, receipts for accommodation, etc. and attach them to the billing for business trips.

Those going on placement are covered by the rules of the Erasmus programme as well as the internal rules of MU which are taken from the Labour Code. These rules can be found in the MU Travel Expenses Directive. The amount of allowances in individual countries and other appendices can be found here.

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Application

• Teaching placements in the Erasmus+ programme are always bound by inter-institutional agreements closed by the given department with the partner institutions (you can find a summary of agreements here). It is not possible to go to an institution which the home faculty does not have an inter-institutional agreement or to an institution which is not part of Erasmus+.
• Those interested in a teaching placement submit an application electronically by the deadline written, according to information from individual departments/faculties.
• You can find a guide to completing the application in the Documents section.
• The selection process takes place at the department/faculty and is administered by the departmental coordinators, who set the requirements for applicants and the dates for the selection process. The departmental coordinator evaluates each application, i.e. approves, rejects or makes the teacher a reserve. After this the application is approved by the CZS coordinator.
• The selection process must be properly announced and its results recorded in a protocol on the selection process. The departmental coordinators generate this protocol directly in the ISOIS system. The correctly completed and signed protocol is then delivered to the CZS. On the basis of the list the selected teachers request from CZS the money for the announced placements.
• Should no teachers apply for the selection process, the protocol is not generated and is not sent to the CZS.
• Nomination for an Erasmus+ teaching placement is binding. Any change to the nominations for the given academic year, i.e. the departmental coordinators are obliged to announce without delay to the CZS coordinator planned supplementary nominations or withdrawal from nomination.

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Before Departure

1. Completion and confirmation of the MOBILITY AGREEMENT

• After evaluation application by the faculty and approval of the placement by the CZS it is necessary to prepare the document Mobility Agreement Staff Mobility for Teaching.
• The teacher individually agrees their teaching programme with the foreign partner.
• The sending and receiving institution will ascertain whether the activity of the guest teacher was part of any study programmes leading to the gaining of a diploma and forming an integral part thereof.
• The prefilled document Mobility Agreement should be downloaded (directly in the IS OIS application), all the missing data filled in and the document signed by the three parties uploaded to the application. You can find a similar approach in the document Guide to completion of online applications (which you can find in the Documents section).
  • Commitment of the three parties: the Mobility Agreement must always be approved with three signatures (send it to the CZS after gaining all the signatures - the CZS does not sign anything!):
    • The teacher: signature of the teacher departing on the Erasmus+ programme.
    • The sending institution: signature Erasmus+ departmental coordinator at the department, or their direct superior. In the case that the departing academic is the Erasmus+ departmental coordinator at the department, the document is signed by their direct superior.
    • The receiving institution: signature of the foreign coordinator.

These steps should be completed no later than 6 weeks before the planned departure.

2. PARTICIPATION AGREEMENT

Before departure the teacher signs the participation agreement, the form for which is sent by the CZS coordinator in two copies by internal post to the workplace of the participant. The teacher sends one signed original back to the coordinator at the CZS.

Without a participation agreement signed by all the parties and approval of finances (i.e. maximum amount of grant for placement expenses) by the CZS it is not possible to go on the mobility and the CZS will not pay for such a mobility.

3. TRAVEL ORDER

• MU makes use of classical travel orders to cover teaching placements.
• The teacher is to organise the travel order themselves on at their workplace (air tickets, tickets and accommodation) or at the economic department of the given faculty.
• You can pick up the advance for the journey at the foreign currency cash desk, but only after the CZS confirms by e-mail the maximum amount of the grant for placement expenses.
• Health insurance: as part of the travel order each employee gets travel insurance. After completing the travel order in INET a card with information can be printed.
• When purchasing air tickets we recommend that you take out cancellation insurance (e.g. for health reasons).

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While Abroad

• At the end of the placement the foreign party confirms the so-called Confirmation of Erasmus Teaching Programme (you can find it in the Documents section), which the teacher brings back with them to the Czech Republic. The number of teaching days confirmed by the foreign side should match the number of teaching days given in the Mobility Agreement.

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After Return

• At the end of the placement the foreign party confirms the so-called Confirmation of Erasmus Teaching Programme (which you can find in the Documents section), which the teacher brings back with them to the Czech Republic. The confirmation must be issued at the earliest on the day of completion of the teaching placement or after its completion (however no later than within 10 calendar days of completion of teaching). The number of teaching days confirmed by the foreign side should match the number of teaching days given in the Mobility Agreement.
  • In the Confirmation of Erasmus Teaching Programme only the dates confirming the teaching itself should be given, not the dates including travel.
  • The foreign party also confirms the number of teaching hours, where the minimum number of teaching hours is always 8.
  • The document Confirmation of Erasmus Teaching Programme (original or scan) is to be delivered (best by e-mail) to the CZS coordinator within 10 calendar days of the end of the placement.
• Within 30 calendar days you should fill in the Teacher’s Final Report electronically in the “Mobility Tool” of the European Commission. The teacher will be sent a link and a request to complete it by e-mail.
• Billing travel orders is carried out at the faculty. The printed itinerary along with all receipts, tickets, boarding passes and other documents related to travel costs and accommodation expenses must be submitted to the finance department at the specific workplace.
• We ask the placement participant to correctly account for the travel order within 10 working days of the end of the placement. Late submission can have a negative impact on the refunding of costs for the Erasmus+ programme.

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Foreign Practitioners

Types of organisation from which practitioners can come:

• Any public or private organisation active in the labour market or in the fields of education, training and youth work. These organisations can for example be (working from information published on the DZS (Centre for International Cooperation in Education) website):
  • State or private small, medium or large enterprises (including social enterprises),
  • Public entities at local, regional or national level,
  • Social partners or other representatives of working life including chambers of commerce, guilds/professional associations and trade unions,
  • Research institutions,
  • Foundations,
  • School/school facility/educational centre (at any level from preschool to higher secondary education including vocational education and further adult education),
  • Non-profit organisations, associations and NGOs,
  • Entities providing professional consultation, expert consultancy and information services.

Mobility of employees from any university or institution which has an ECHE (Erasmus Charter for Higher Education), including research centres, is not (according to the rules of the Erasmus+ programme) possible in this programme. Foreign teachers should be financed for this purpose by their home institution.

The invitation to the practitioner must be discussed with and approved by the CZS coordinator. To secure the correct administration of the placement, it is necessary to agree the placement with the CZS no later than 4 weeks before the planned arrival.

The CZS also reserves the right to reject the given mobility, if it does not fulfil the requirements of the programme or there are not the financial means available.  

Practical information before departure for the MU contact person arranging the placement of the practitioner:

• Receiving Institution: MU Faculty (not CZS).
• Length of placement: min. 2 teaching days, max. 10 teaching days.
• The practitioner has a right to an EU grant in the amount of grant 102 Euros per teaching day.
• The grant can be paid only in Euros.
• The true costs of the journey to Brno are paid, and in one of two ways:
  • Payment of the true costs for an air, bus or train ticket
  • Payment of the amount given in the document Limits on Accommodation and Travel Expenses (which you can find in the Documents section)
• True costs of the journey to Brno and back are paid (economic means of transport, own or hired car will not be paid for due to the high cost).
• It is necessary to complete the document Mobility Agreement Staff Mobility For Training (sent by CZS coordinator) and deliver it as soon as possible to the CZS (no later than 3 weeks before arrival).
• Keep copies of tickets or air tickets with the price, date and destination shown and send by e-mail to the CZS coordinator (no later than 10 working days before the start of the mobility).
• Inform the CZS whether the practitioner will request payment of the grant in Euros or in crowns (no later than 10 working days before the start of the mobility).
• On the basis of all the submitted information the CZS coordinator prepares a participation agreement for the practitioner.

Information for during the practitioner’s placement:

• The CZS coordinator sends the contact person from MU the participation agreement in two copies and the commitment number for the MU Rectorate cash-desk.
• The contact person secures the signature of both agreements and collects with the practitioner the prepared finances from the MU Rectorate cash-desk (it is necessary to know the commitment number and have an ID document proving the identity of the practitioner).
• RMU cash-desk opening hours can be found here.

Information for after the departure of the practitioner:

The contact person from MU is to deliver to the CZS no later than 3 working days after the departure of the practitioner:

• 1× signed original participation agreement,
• The document Confirmation of Erasmus Training for Invited Specialists, which is issued and confirmed by the receiving MU workplace MU,
• Tax questionnaire,
• Expenditure cash voucher from the MU Rectorate cash-desk (original),
• All tickets and air tickets including boarding passes (to Brno and back) to show the true travel costs.

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