The Erasmus+ program for administrative staff

Apply for Erasmus+ funding for your professional development via the Mobility Online database. Please enter only the UHH e-mail address (e.g.: xxx@uni-hamburg.de). The application can not be processed without the official UHH e-mail address.

Application form for Erasmus+ administrative mobility

Before your administrative mobility

• Apply online and register in the Mobility Online database.
• Fill out your personal and banking data, and list your responsible internal revenue office.
• Upload the completed Mobility Agreement signed by all parties required: participants, superiors, invitee, host university.
• Completion of the query on the top-ups green travel and real costs via Mobilty Online. If green travel applies to you, print out the sworn declaration in your workflow, sign it, and then upload the signed document again.
• Print out and send the original copy of the signed Grant Agreement (generated in the database).
• Submit the work-related travel request digitally or send the original print version.

After everything has been signed by the Erasmus university coordinator, both the Grant Agreement and the work-related travel request will be uploaded to your profile in the database by the Department of International Affairs.

Once all of the documents have been saved in the database, the first installment totaling 80% will be paid.

Important: Be aware that you must request a posting certificate from HR if you are traveling abroad.

After your administrative mobility

• Upload the completed Confirmation of Stay for Staff Training, which must also be signed by the host university.(PDF).
• Send the EU survey (you will obtain the link to this after you complete your stay).
• Upload your report
• Complete the information about your mobility measures on Mobility Online to obtain your certificate of participation. 

The second installment will be paid once you have entered all of your details and uploaded all of the documents to the database.

Funding is possible as long as sufficient funds are available.

If the number of applications exceeds the funds available, funding will be granted according to the following criteria:

• purpose of stay
• past funding (Erasmus+ STT and other mobility funding)
• relevance of partner university to Universität Hamburg’s internationalization strategy

Severely disabled and disabled applicants with the same status will receive preference over equally qualified non-disabled applicants.

Program requirements

• Employment at Universität Hamburg
• Duration of stay: a minimum of 2 and a maximum of 10 working days at the host university; additionally, the daily allowance can be used to compensate for the arrival and departure days if these take place directly prior to or after the professional development activities.
• As a rule, Erasmus+ funding is available only for stays during which activities falling under the program take place.

Living costs

Living costs are calculated according to a daily rate that varies depending on the host country:

Travel expenses

The following travel allowance will be granted per stay (return travel) per participant depending on the distance:

Use the Distance Calculator to determine the travel allowance. Enter your starting point and destination—the distance will then be calculated automatically.

Green Erasmus: If you undertake green travel, meaning you plan to use sustainable transportation (train, bus, car-share, bicycle, walking) for at least 50% of the journey, you can receive an increased travel allowance. If this takes more time, you can receive funding for up to an additional 4 days.

• Green Travel addition "teures Reisen": Additionally, one can apply for a real cost allowance for "teueres Reisen".  This can be applied for if the travel allowance according to the distance category does not cover at least 70% of the real travel costs for sustainable travel. In this case, participants can be reimbursed 80% of the real costs for sustainable travel.
• The application must be justified by the applicant and approved by the national agency. This requires a lead time. We therefore ask you to send the necessary documents proving the increased travel costs to erasmus-staff@uni-hamburg.de(erasmus.coordination"AT"uni-hamburg.de) at least one month before departure.

Advance payment of the travel and daily allowances

You will be paid 80% of the total allowance in advance within 30 days of the Grant Agreement (GA) being signed by both parties (participant and Erasmus University Coordinator). The remaining 20% of your funding will be paid after your return, once you have submitted the required documentation.

No tax is payable on Erasmus+ funding provided for professional development as long as these activities are necessary for professional development. Tax is payable on any funding above and beyond this and on funding that is not used.

Application for reimbursement of actual costs

Staff with a degree of disability of 50 (GdB 50) or over, staff with chronic illnesses, and staff traveling with a child who have incurred significant additional costs in the host country can submit a claim for reimbursement of up to €15,000 for actual costs, where such costs are not covered by other institutions. If any of the above options applies to you, email erasmus.coordination"AT"uni-hamburg.de to begin the application process. You must submit a detailed cost breakdown and documentation proving the additional costs 3 months before the start of the trip. The application must be assessed and approved by the DAAD.

If you have applied for an Erasmus+ administrative mobility, you will need to submit certain forms before and after your stay abroad.

Erasmus academic year 2024/2025

Before your stay

• Staff Mobility Agreement for Training (PDF)
• Work-Related Travel Request Form
• Grant Agreement (original—generated in the database)
• General conditions, attachment II (PDF)

After your stay

• Confirmation of Stay for Staff Training (PDF)
• Online EU survey (link via email)
• Report (DOC, in German only)—guidelines on report (PDF, in German only)