APPLICATION

Staff mobility under the Erasmus+ KA131-HED programme may take place in any participating country other than the sending organisation’s country (the home Higher Vocational College) and other than the participant’s country of permanent or temporary residence.

  1. Staff mobility under the Erasmus+ KA131-HED programme may take place in any participating country other than the sending organisation’s country (the home Higher Vocational College) and other than the participant’s country of permanent or temporary residence.
  2. Eligible applicants for teaching mobility (STA) or training mobility (STT) within the Association of Higher Vocational Colleges of Slovenia Consortium are:
  • Academic staff delivering teaching activities at a Higher Vocational College;
  • Professional and administrative staff wishing to undertake training abroad within their area of expertise.

We recommend that no more than two staff members from the same home Higher Vocational College participate in mobility at the same host institution during the same mobility period.

If more than two mobilities to the same destination or host institution are planned by the same Consortium member institution, the Erasmus+ Coordinator at the home Higher Vocational College must prepare a justification before the mobility takes place, clearly explaining:

  • how the mobility will contribute to the professional and pedagogical development of the staff members;
  • how the knowledge and experience gained will be disseminated within the institution; and
  • how the participation of several staff members at the same host institution will contribute to quality enhancement, international cooperation, and the internationalisation of the home Higher Vocational College.
  1. A list of existing partner institutions (with valid inter-institutional agreements already in place) is available from the Erasmus+ Coordinator at the home Higher Vocational College or on the institution’s website.

Mobility may also be carried out at institutions with which the Association of Higher Vocational Colleges of Slovenia has concluded a consortium cooperation agreement (for example, ITS Rete Italy).

A list of partner institutions cooperating with the Association of Higher Vocational Colleges of Slovenia at consortium level is available from the Consortium Erasmus+ Coordinator. Before selecting a host institution, we recommend consulting the Consortium Erasmus+ Coordinator regarding available opportunities and any specific arrangements.

If a staff member wishes to undertake mobility at a new organisation that is not yet included among the Consortium’s partners, the possibility of establishing cooperation and concluding the appropriate agreement must first be assessed. This also applies to organisations or companies without an ECHE, provided that the mobility is training mobility (STT) and the organisation is eligible.

Where mobility is planned at an institution holding an ECHE (Erasmus Charter for Higher Education), the home Higher Vocational College must ensure that a valid Inter-Institutional Agreement has been signed before the mobility begins.

TRAVEL SUPPORT
Travel Distance Green Travel – Amount Non-Green Travel – Amount
From 10 to 99 km EUR 56 per participant EUR 28 per participant
From 100 to 499 km EUR 285 per participant EUR 211 per participant
From 500 to 1,999 km EUR 417 per participant EUR 309 per participant
From 2,000 to 2,999 km EUR 535 per participant EUR 395 per participant
From 3,000 to 3,999 km EUR 785 per participant EUR 580 per participant
From 4,000 to 7,999 km EUR 1,188 per participant EUR 1,188 per participant
8,000 km or more EUR 1,735 per participant EUR 1,735 per participant

Travel distance must be calculated using the European Commission Distance Calculator, available on the European Commission’s website: European Commission Distance Calculator

 

Programme Countries with the Highest Cost of Living
Austria, Belgium, Denmark, Finland, France, Germany, Iceland, Ireland, Italy, Liechtenstein, Luxembourg, the Netherlands, Norway, Sweden.

EUR 190/day
Programme Countries with a Medium Cost of Living
Cyprus, Czech Republic, Estonia, Greece, Latvia, Malta, Portugal, Slovakia, Slovenia, Spain.

EUR 170/day
Programme Countries with a Lower Cost of Living
Bulgaria, Croatia, Lithuania, Hungary, Poland, Romania, North Macedonia, Serbia, Türkiye.

EUR 148/day
Third Countries Not Associated to the Programme (Partner Countries)
EUR 190/day

 

The daily individual support is calculated as follows:

  • Up to the 14th day of the mobility activity: the full daily rate per participant as shown in the table above.
  • From the 15th to the 21st day of the activity, plus any eligible funded travel days: 70% of the applicable daily rate per participant as shown in the table above.

The sending institution may allocate the Erasmus+ grant received for travel support and individual support flexibly to cover the participant’s eligible mobility costs, regardless of the specific cost category.

Travel support and individual support are not available for the virtual component of the mobility.

In practice, this means that the Association of Higher Vocational Colleges of Slovenia Consortium transfers the Erasmus+ funding allocated for the mobility to the Consortium member institution (the sending institution) as a lump-sum grant. The member institution then distributes the funding to the participant in accordance with its internal regulations, the applicable national legislation, and the supporting documentation provided by the participant for the actual costs incurred. This approach enables participants to receive financial support that reflects their genuine travel and subsistence expenses while ensuring appropriate financial accountability and compliance with Erasmus+ funding requirements.

  • Staff mobility may also take place without Erasmus+ financial support (zero-grant mobility). Participants undertaking zero-grant mobility do not receive Erasmus+ funding for travel or individual support but fulfil all eligibility requirements for staff mobility and benefit from all other rights and opportunities provided under the Erasmus+ Programme.
International Outgoing Mobility

Up to 20% of the funding allocated to an individual higher education mobility project may be used to finance outgoing staff mobility from programme-country Higher Vocational Colleges to any partner country worldwide (Regions 1–14).

These opportunities are intended to encourage institutions in programme countries to develop mobility activities with a wide range of partner countries and to promote cooperation across the broadest possible geographical area.

Exceptional Support for Expensive Travel

Only participants who are eligible for travel support may apply for exceptional support for expensive travel.

Project beneficiaries may request additional financial support under the Exceptional Costs budget heading to cover 80% of eligible travel costs, provided they can demonstrate that the standard travel support based on the Erasmus+ distance band unit costs covers less than 70% of the participant’s actual travel costs.

Where exceptional support for expensive travel is awarded, it replaces the standard travel support.

Under the Cooperation Agreement and the applicable Programme Rules, Erasmus+ individual support for staff mobility may be awarded up to the following maximum funded durations:

  • a maximum of 10 funded days for Staff Mobility for Training (STT);
  • a maximum of 10 funded days for Combined Staff Mobility for Teaching and Training (STA/STT); and
  • a maximum of 10 funded days for Staff Mobility for Teaching (STA) at a partner higher education institution.

*If funding is limited, the number of funded days may be reduced to five. Any remaining mobility days will be treated as non-funded (zero-grant) days.

Where non-green travel is used, the maximum Erasmus+ funding for staff mobility (within the maximum number of funded days) may include one travel day before the start of the mobility activity at the host institution and one travel day after its completion. This limitation does not apply to green travel.

For journeys of up to 300 km, as calculated using the European Commission Distance Calculator, additional travel days are not eligible for funding, unless the participant chooses green travel.

Where green travel is used and additional travel time is genuinely required, staff may receive additional individual support for up to six additional travel days for the return journey.

If the mobility exceeds the maximum number of eligible funded days, additional travel days cannot be funded, except in the case of green travel or journeys of 8,000 km or more, as calculated using the official European Commission Distance Calculator.

Additional travel days will be recognised only after submission of the final report and only where it can be demonstrated that they were actually used for travel.

We recommend that Consortium member institutions schedule Staff Mobility for Teaching (STA) during periods when teaching is actually taking place at the host institution in accordance with its academic calendar, or during other officially organised educational activities for students. Such activities should be clearly documented and included with the mobility application.

We also recommend that, where the same member of academic staff undertakes different types of mobility at the same institution, an appropriate interval is maintained between them. As a matter of Consortium practice, an interval of approximately three weeks is recommended.

Teaching mobility abroad may be funded only when it takes place during periods in which teaching is delivered in accordance with the host institution’s academic calendar, or during other officially organised educational activities for students under the institution’s official programme, which must be attached to the application.

Where a member of academic staff undertakes different types of mobility at the same institution, funding under this call is available only if at least three weeks elapse between the end of the first mobility and the start of the second.

PROHIBITION OF DOUBLE FUNDING

Erasmus+ financial support must not be used to cover costs that are already financed from other European Union funding sources (for example, travel or accommodation costs already reimbursed through another Erasmus+ project, the European Social Fund, or any other EU-funded programme). The same costs may not be financed simultaneously from two different EU funding sources.

Erasmus+ funds may not be used for activities for which the participant is already receiving EU funding. All expenditure must comply with the applicable legislation governing taxation, employment, and social security.

Staff may receive national, regional, or other non-EU funding, either in addition to Erasmus+ funding or instead of it (in the case of zero-grant mobility). Erasmus+ funding may also be replaced by other EU funds, such as the European Social Fund, where permitted. The restrictions on double funding apply only to funding originating from the EU budget.

The sending organisation is responsible for ensuring that participants do not receive funding from multiple sources for the same costs. If double funding is identified, the mobility agreement may be terminated and the participant may be required to repay any ineligible funding received.

Erasmus+ funding must not generate a profit for the beneficiary. All financial transactions must be transparent, traceable, and appropriately documented.

The beneficiary must enable the National Agency to verify the eligibility of the mobility activities, including by providing complete supporting documentation and, where necessary, photographic or video evidence, in order to prevent double funding and other irregularities.

Once the home institution has approved the staff member’s nomination and the Consortium Erasmus+ Coordinator has confirmed that funding is available within the allocated budget and previously announced mobility places, the applicant completes the official online application for Erasmus+ Staff Mobility.

STAFF MOBILITY APPLICATION:

Staff Mobility Application Form

The application form requires the applicant to:

  • provide their personal details and the details of their home institution (a member of the Association of Higher Vocational Colleges of Slovenia Consortium);
  • select the type of mobility: Staff Mobility for Teaching (STA) or Staff Mobility for Training (STT);
  • if they are unsure of their proficiency in the language in which the mobility will be carried out, complete the free OLS Online Language Support language assessment available through the EU Academy and submit the certificate of completion to both the Erasmus+ Coordinator at their home institution and the Consortium Erasmus+ Coordinator.EU Academy (OLS Online Language Support)
  • indicate the duration of the mobility, the planned travel days, and the chosen mode of travel.
We Encourage Green Travel

If the applicant chooses an environmentally friendly mode of transport (such as rail, coach, or car-sharing), they may be eligible for up to four additional funded travel days, together with the corresponding financial support. The chosen mode of travel must be indicated in the application form.

For journeys of less than 500 km, we recommend using sustainable modes of transport such as rail, coach, or car-sharing. By doing so, you can reduce your carbon footprint and contribute to a greener Erasmus+ Programme.

To help you plan a more sustainable mobility, you can also use the Envirasmus App.

2. After submitting the application form, the applicant will receive a copy of the completed application by email, together with an invitation to sign it electronically via the BetrSign platform. The system enables secure, fast, and legally valid electronic signatures, including without a qualified electronic signature (QES), in accordance with the eIDAS Regulation and the GDPR. Applicants should therefore ensure that they provide their personal or institutional email address and mobile phone number in the application form.

3. Once the application has been successfully signed, the Consortium Erasmus+ Coordinator formally confirms the allocation of funding, subject to the availability of funds and the project’s financial plan, and begins preparing the Grant Agreement (GA). Only after this stage may the participant begin preparing the Mobility Agreement (MA), which is the principal academic and programme document for the mobility.

1.3 PLANNING THE MOBILITY AND PREPARING THE AGREEMENTS

1. Preparing the Mobility Agreement

The Mobility Agreement (MA) is the principal academic document for Erasmus+ staff mobility and must be carefully prepared and agreed by all parties involved (the participant, the home institution, the host organisation, and the Consortium).

The document must include:

  • a detailed description of the planned activities at the host organisation, organised by day;
  • the purpose and objectives of the mobility;
  • the expected added value for both the participant and the institution; and
  • the new knowledge, skills, and learning outcomes that the participant expects to acquire.
Mobility Agreement Templates

To support staff in preparing and agreeing the content of their mobility, templates are available for each type of mobility. These templates clearly indicate the information that must be obtained from the host organisation and the content that must be included in the Mobility Agreement (MA). They facilitate the preparation of the required documentation, improve communication with the host organisation, and help ensure that all required information is completed accurately and on time.

The following templates are available:

  • Mobility Agreement for Staff Mobility for Training (STT)
  • Mobility Agreement for Staff Mobility for Teaching (STA)
Staff Mobility for Training (STT)

For Staff Mobility for Training (STT), the Mobility Agreement should include:

  • under “Activities to be carried out” – a detailed description of the planned activities for each day of the training period;
  • under “Expected outcomes and impact” – a clear description of the new knowledge, skills, and competences that the participant expects to acquire and apply in their work after returning to their home institution.

If the mobility includes participation in an organised training programme (such as a workshop, staff week, seminar, or similar activity) or a Blended Intensive Programme (BIP), the application must include the official programme issued by the host organisation together with a link to the webpage where the programme is published.

Staff Mobility for Teaching (STA)

For Staff Mobility for Teaching (STA), the Mobility Agreement should specify, under “Content of the teaching programme”:

  • the titles of the lectures;
  • the courses in which the staff member will teach; and
  • the number of teaching hours for each course.

Role of the Home Institution and the Consortium Erasmus+ Coordinator

1. Responsibilities of the Home Higher Vocational College

The home Higher Vocational College is responsible for verifying that the planned mobility (either Staff Mobility for Training (STT) or Staff Mobility for Teaching (STA)) is academically justified, relevant to the participant’s professional duties, and aligned with the institution’s objectives, the Erasmus+ Programme, and the participant’s professional development needs.

For Staff Mobility for Teaching (STA), the institution should assess whether the proposed teaching content is appropriate in terms of pedagogical objectives and knowledge transfer. For Staff Mobility for Training (STT), it should evaluate whether the planned activities will make a tangible contribution to improving the quality of work, internationalisation, and institutional development.

2. Responsibilities of the Consortium Erasmus+ Coordinator

The Consortium Erasmus+ Coordinator is responsible for:

  • providing administrative and technical support throughout all stages of the mobility, from application to completion;
  • ensuring compliance with the project agreement and financial plan; and
  • communicating with the National Agency and maintaining project documentation in accordance with Erasmus+ Programme requirements.

In addition, the Consortium Erasmus+ Coordinator provides professional advice and guidance to Erasmus+ Coordinators at the Consortium member institutions, particularly where additional clarification or procedural support is required. The Coordinator’s role is to ensure that all participants can implement their mobility successfully and in full compliance with Erasmus+ Programme rules.

3. Entering Mobility Information in the Online Form

Once all key aspects of the mobility (such as its duration, programme content, and the agreed arrangements with the host organisation) have been finalised and approved, the staff member must enter all mobility details into the appropriate online form according to the type of mobility:

If the staff member is participating in a Blended Intensive Programme (BIP), they must also enter the official BIP code provided by the organising institution.

Please complete the form carefully and in full, as the information provided serves as the basis for preparing the Mobility Agreement (MA) and the accompanying documentation.

Note: Due to the scope of the online form, we recommend completing it only after the mobility programme has been fully agreed with the host organisation. The form must be completed in a single session, as it does not support saving partially completed responses. If you are unable to complete it immediately, prepare all the required information in advance.

After reviewing the application, the Consortium Erasmus+ Coordinator will send both the staff member and the Erasmus+ Coordinator at the home institution either:

  • an approval, together with further instructions and the agreements for signature; or
  • a request to supplement incomplete, insufficient, or substantively inadequate documentation.

If the required amendments are not submitted on time, or if the revised documentation remains unsatisfactory, the mobility will not be approved for Erasmus+ funding, regardless of the planned departure date.

4. Preparation of the Agreements and Entry of Mobility Data into the Beneficiary Module

Once the staff member has successfully completed the online form with all the required mobility information, the Consortium Erasmus+ Coordinator prepares the following documents on the basis of the submitted application:

  • Mobility Agreement (MA); and
  • Grant Agreement (GA).

The Grant Agreement (GA) sets out, among other things, the calculation of the financial support to which the participant is entitled, based on the financial rules applicable to the project year under which the mobility is funded.

The Consortium Erasmus+ Coordinator prepares the required documentation and sends it to the staff member and the other signatories for electronic signature via the BetrSign platform, which provides secure and legally compliant electronic signing in accordance with the eIDAS Regulation, the GDPR, and the applicable Slovenian legislation.

Once all required documents (the Mobility Agreement (MA) and the Grant Agreement (GA)) have been signed by all parties—the staff member, the home Higher Vocational College, the host organisation, and the Association of Higher Vocational Colleges of Slovenia—each signatory receives a signed copy of the documents. The Consortium Erasmus+ Coordinator then records the mobility in the Beneficiary Module.

5. Grant Payment and Obligations Before, During and After the Mobility

Once all required documents—the Mobility Agreement (MA) and the Grant Agreement (GA)—have been signed by all parties, 80% of the total Erasmus+ grant (the first instalment) is paid to the participant in accordance with the applicable national legislation.

The Consortium Erasmus+ Coordinator then provides the staff member with all necessary instructions and document templates for the documentation that must be obtained during, or immediately after, the mobility.

This documentation must be submitted to both the Erasmus+ Coordinator at the home Higher Vocational College and the Consortium Erasmus+ Coordinator no later than five weeks after the end of the mobility.

6. Mandatory and Recommended Insurance

In accordance with the Grant Agreement (GA), staff members must ensure that they have the following mandatory insurance cover for the entire duration of the mobility:

  • a European Health Insurance Card (EHIC) for access to essential healthcare while abroad; and
  • accident insurance valid for the period abroad.

We strongly recommend that the insurance policy also includes:

  • travel insurance, including cover for lost or damaged baggage;
  • trip cancellation insurance (for example, in the event of illness immediately before departure);
  • coverage for accidents and serious illness, including temporary or permanent incapacity for work; and
  • life insurance, including repatriation cover (particularly important for longer mobility periods abroad).
7. Practical Preparations for Mobility: Accommodation, Travel, Documentation and Support

Staff members are responsible for arranging suitable accommodation and organising travel to the mobility destination in good time. We recommend making these arrangements as early as possible, as accommodation in larger cities is often in limited supply, particularly at the beginning of the academic year.

Staff members should also check well in advance with the selected host organisation whether they require a visa, residence permit, or additional insurance, and, where necessary, obtain the relevant documentation in accordance with the requirements of the destination country.

If you have any questions or require further guidance, please contact the Erasmus+ Coordinator at your home Higher Vocational College or the Association of Higher Vocational Colleges of Slovenia. A list of all Erasmus+ Coordinators and their contact details is available on the COORDINATORS page.

If a participant wishes to change the start or end date of the mobility as specified in the Mobility Agreement (MA) and the Grant Agreement (GA), they must notify the Association of Higher Vocational Colleges of Slovenia in writing by email at: sekretariat@skupnost-vss.si

The request must be submitted before the start of the mobility or, at the latest, during the mobility period. Any proposed change must be supported by official confirmation from both the home Higher Vocational College and the host organisation, clearly stating the revised mobility dates.

Participants must also inform the Erasmus+ Coordinator at their home Higher Vocational College and the Consortium Erasmus+ Coordinator of any changes without delay. Prompt notification allows the necessary documentation to be updated and ensures continued compliance with the Erasmus+ Programme rules.

Once the mobility has ended, no changes to the mobility period can be accepted. Any additional days outside the approved mobility period may be treated as zero-grant mobility days, for which no Erasmus+ financial support will be provided.

If the mobility is interrupted due to unforeseen circumstances (such as illness or personal reasons), the interruption period will not be included in the calculation of the Erasmus+ grant. Where the interruption results from force majeure, and where permitted under the Erasmus+ Programme rules and the nature of the mobility, the participant should be allowed to resume the mobility after the interruption.

If a participant withdraws from the mobility due to force majeure, they are entitled to receive the proportion of the Erasmus+ grant corresponding to the part of the mobility that has already been completed. Any remaining funds must be repaid.

Further guidance on the procedure for claiming force majeure is available here:

Guidelines on Eligibility for Grants in Cases of Force Majeure (CMEPIUS)

Submission of Required Documentation

To successfully complete an Erasmus+ staff mobility, participants must submit the following documentation after returning from their mobility:

  1. Completed EU Survey

Participants will automatically receive a link to the EU Survey by email through the Beneficiary Module. The survey is the compulsory Erasmus+ participant report and must be completed in full.

     2. Confirmation of Attendance

The Confirmation of Attendance must be issued and signed by the host organisation where the mobility took place.

The document must include:

  • the exact start and end dates of the mobility, which must correspond to the dates stated in the signed Mobility Agreement (MA); and
  • confirmation that the planned mobility programme was completed or, where applicable, an explanation of any changes.

3. Mobility Report with Photographs or Video

Participants are required to prepare a short, informal mobility report describing:

  • the mobility activities undertaken;
  • the experience gained;
  • the knowledge, skills, and competences acquired; and
  • the impact of the mobility on the participant, the home Higher Vocational College, and, where appropriate, the host organisation.

The report should also:

  • include several photographs or a short video illustrating the mobility activities or the overall experience;
  • explain how the newly acquired knowledge and skills will be applied in practice after returning to the home institution and describe the added value of the mobility for the participant’s professional and institutional development; and
  • be submitted to the Consortium Erasmus+ Coordinator.

4. Erasmus+ Story for Publication (Optional)

Participants are also warmly invited to submit a short account of their Erasmus+ experience, together with a photograph or a short video, for publication in the Association’s newsletter or on the website in the Erasmus+ Stories section.

Payment of the Final Grant Instalment

Once all required post-mobility documentation has been submitted and verified as complete and compliant, the Association of Higher Vocational Colleges of Slovenia will transfer the remaining 20% of the Erasmus+ grant (the second and final instalment).

The final payment will be made only after the submitted documentation has been reviewed and approved. Participants are therefore advised to submit all reports and supporting documents within five weeks of completing their mobility.

ONLINE FORMS
DOCUMENT TEMPLATES