After the completion of the selection procedure, the administrative Erasmus+coordinator officially informs the host universities about the selected lecturers from VFU and the topics of the lecture courses that will be delivered within the framework of their Erasmus mobility. The specific period and schedule for the implementation of the mobility, the conditions for accommodation and stay, are agreed upon in personal contact between the lecturers from VFU and certain contact persons from the host universities.
Each lecturer who is approved for participation in teaching mobility completes a “Teaching Agreement” with the help of the administrative Erasmus+ coordinator. The agreement for teaching mobility is signed by the applicant, the institutional Erasmus coordinator and the host institution.
After receiving confirmation that the lecturer will be accepted for a teaching period at the host institution and after receiving the signatures of the three parties on the Agreement on the mobility of staff for the purpose of teaching, an individual contract for awarding an Erasmus grant is signed.
Upon signing the individual contract for financial support, each lecturer fills out and signs a declaration under the Personal Data Protection Act, published on the VFU website.
Before starting the mobility, the lecturer must have all the insurances required by the host institution. Payment of insurance and visas (where necessary) is made with the funds from the Erasmus grant.
A business trip order is prepared for the outgoing Erasmus+ lecturer.
Within 30 calendar days after signing the individual contract for the mobility of staff for the purpose of teaching under the Erasmus+ programme by both sides, as well as no later than the date of the start of the mobility period, or upon receipt of confirmation of arrival in the host institution, the participant is pre-financed in the amount of between 70% and 100% of the amount specified in Article 3 financial support for implementing the subject of the Agreement. In the event that the lecturer does not submit the necessary documents within a period corresponding to the schedule of the sending institution, a later payment of the pre-funding can be exceptionally accepted. If the payment is less than 100% of the maximum amount of the grant, the submission of an online report by the lecturer/employee (on-line EU survey) should be considered as a request for payment of the rest of the financial support. VFU has 45 calendar days to make payment of the rest or issue a refund order. The Erasmus grant is paid via bank transfer by the Financial and Accounting Department, which processes and stores the expenditure justification documents. The account holder must be the lecturer who will participate in staff mobility for teaching purposes.
After the end of the mobility, the lecturer must receive a declaration signed by the host organization, stating the name of the participant, the purpose of the activity abroad, the number of hours he/she taught and its start and end date. One day after the end of the mobility period, each Erasmus+ participant receives an automatic email to his e-mail address (which he indicated in his Study Programme) containing a link to a questionnaire (which he indicated in his/her Study Programme), containing a link to questionnaire (online EU survey), which must be completed and sent online within 7 days after the end of the mobility.
Interruption and termination of the mobility are subject to contractual regulation. Lecturers who receive EU grants under the Erasmus+ programme will fully or partially refund these EU funds if they do not fulfill the terms of the grant agreement (unless they have been prevented from completing their planned activities abroad due to force majeure). If they do not prepare and submit a final report online, they will be asked to refund part or the entire EU grant received.VFU will request a partial or full refund of the financial support received from a lecturer who does not provide all required reporting documents. A lecturer who is requested a partial or full refund of the received funds should refund them by 30 September of the academic year in which the mobility took place.
In the event that the outgoing Erasmus+ lecturer suspends the period of training at the host institution due to force majeure, health or other valid reasons, or has implemented a period of stay shorter than the minimum established by the HRDC, VFU is obliged to immediately notify in writing HRDC and to demand from the lecturer an immediate refund of the amount corresponding to the unrealised stay in the host country.
Additional financial sources for the implementation of outgoing mobility are own funds, funds from VFU and sponsorships of a regional or national character.
After his/her return, the lecturer or employee participating in the mobility submits to the administrative Erasmus coordinator and the Financial and Accounting Department the reporting documents required by the financing contract with VFU, which are grounds for starting an academic recognition procedure.