Teaching Mobility Guide 2008-2009
Teaching Mobility grants are allocated to all members of staff on an equal
distribution basis. The grant is intended to offset any additional costs incurred as
a result of participating in the scheme. This normally includ es travel and
accommodation costs. The grant is not intended to cover the full costs of the
trip, and should not be expected to meet all subsistence costs. The amount
of grant allocated to teaching staff will be in E uros and will represent the
maximum amount of grant money available to them. Any expenses above the
amount allocated by Erasmus will be met by the School.
Prior to trip:-
- 1. Complete contract and return to INTER
- 2. Complete teaching programme and return to INTER
- 3. Arrange Finances within School
- 3. Complete Certificate of Attendance and return to INTER
- 4. Complete Report Form and return to INTER
- 5. Settle Finances with School
- 6. School sends TRF to INTER to reclaim funds
1. Complete Contract and return to INTER
Please find attached a copy of your contract. All the details should be completed
and the contract returned to INTER for signing. This will need to be completed in
adva nce to the start of your trip. Grant money will not be reimbursed in the
absence of this document.
The following sections will need to be completed:
1. Dates of the period of teaching: this should be dated from the
commencement of teaching hours until the last day teaching is undertaken.
It should not reflect travel periods that fall outside of the contracted teaching
period. All teaching periods must be completed by 31 July 2007.
2. Number of teaching days: this should be the number of days over which
the contracted teaching hours occurred.
3. Number of teaching hours: this should be the number of contracted
teaching hours undertaken.
4. Nationality status tick box: one box should be ticked in order to
demonstrate eligibility to receive grant money.
5. Grant receipt tick box: this box should be ticked to confirm the allocation of
6. & 7. Signature and Date : all contracts should be signed and dated.
8. Data Protection Declaration: the Erasmus Council may be required to
provide data to the European Commission.
- The number of teaching days should match the dates for the teaching
- There is a minimum teaching period of five days. Teaching assignments
shorter than 5 days must include at least five teaching hours.
- The allocation amount will be calculated based on the teaching period
given on the initial form. Should the teaching period be less than originally
declared, you may not be eligible for the full amount.
2. Complete Teaching Programme and return to INTER
Please find attached a copy of your teaching programme. All the details should
be completed and returned to INTER. This will need to be completed in advance
to the start of your trip.
This document is a new requirement of the European Commission and grant
money will not be reimbursed in the absence of this document.
1. Contact in Host Institution: your contact in the institution in which you will be
teaching should be named.
2. Subject area: the broad subject area that you will be teaching should be
3. Level (UG, PG, Doc): the academic level of the group of students that you
are teaching should be indicate d here. If more than academic level is going to be
taught during your trip, indicate them all.
4. No. of students benefiting from the teaching programme: this should be
the total number of students that will benefit from the teaching programme
througho ut your trip.
5. Number of teaching hours: this should be the total number of hours that you
will be teaching over the whole trip.
6. Objectives of the mobility: all the objectives that you hope to meet through
this period of teaching mobility should be indicated.
7. Added value of the mobility (for host institution and teacher): the value that
both yourself and the host institution hope to gain by this period of mobility
should be indicated.
8. Content of the teaching programme: indicate as fully as possible the
content of the teaching programme. Continue on a separate sheet if necessary
9. Expected results: indicate the results that you expect to see as a result of this
and period of teaching mobility.
3. Arrange Finances in School
The costs of the trip should initially be met by the School and the relevant internal
School paperwork completed. The following link gives information about
Please note that it is your school/departments responsibility to complete, arrange
authorisation, and submit to FINCE:
EXS4i - Request for travel or cash advance and/or overseas travel approval
before travelling and
EXS4ii - Statement of Account for Overseas Travel/Cash Advance when returned
to the UK after travelling.
The School should then send a TRF to INTER to claim back the expenses up to
the maximum amount allocated to you.
IMPORTANT: It should be ensured that copies of any receipts and a copy of the
authorised claim forms are attached to the TRF. This is to ensure that our
records are maintained within European Union Guidelines.
The European Commission has stipulated that we must use the fixed exchange
rate of 1.47 when reimbursing grants in pound stirling. Please use this excha nge
rate when calculating all expenditure.
3. Certificates of Attendance
British Council regulations require that you must complete and return a
Certificate of Attendance for each ins titution at which you will teach. The
Certificate of Attendance must be signed and stamped by a relevant
representative of the host institution.
All Certificates of Attendance must be returned to the Erasmus Office following
the completion of each teaching period. Please find this form attached.
4. Report Form
Under EC regulations, a report form must be completed by all participants . It
should then be returned to INTER within two weeks from the end of the trip. This
form has yet to be sent to institutions by the EC and will be forwarded to all
members of staff as soon as it is available.
5. Financial Settlement within School
As above (2.) all costs should firstly be met by the School. In this case, internal
procedure should be followed which include the completion, authorisation and
submission of form EXS4ii to FINCE.
6. Send TRF
The TRF should be sent to INTER. Please ensure that copies of all receipts and
the claim form are provided. Claims that do not include all receipts will not be