Erasmus language trips for University staff
Language trips funded by Erasmus+ for technical, library, and administrative staff at Universität Hamburg are an excellent opportunity to refresh or hone language skills on site while also strengthening intercultural skills.
Who is this offer for?
Staff who regularly use a foreign language at work and wish to cultivate their language skills. This also applies to staff who work in the back office. Language courses count toward paid educational leave.
Example: participation in a 10-day language course as paid educational leave in Galway, Ireland
For a 10-day language course in Galway that is recognized as paid educational leave, you can an request the following funding via Erasmus+:
Daily allowance Ireland (country category 1): €180
Travel expense lump sum Galway: €275
Arrival and departure day are scheduled directly prior to/after the start/end of the language course: yes (in this case, travel days are also funded with a lump sum).
Costs of stay for 12 days: €2,160
Travel expenses: €275
Information about applying for language trips
Calls for Erasmus language trips are announced every November. Apply for Erasmus+ funding for your language trip via the Mobility Online database.
The online application portal is open from November 1 to 30. Applications cannot be submitted at any other time.
Application form for an Erasmus+ language trip.
1. Apply for an Erasmus language trip
- Apply online and register in the Mobility Online database.
- Complete your personal details.
- Upload application documents:
- letter of motivation
- CV (including information about foreign languages learned and current level of proficiency)
- language course offer and/or documentation on status of preparations (e.g., email from the language institute)
Your request for an Erasmus subsidy will then be reviewed and evaluated in a committee procedure. Once this has been completed, you will receive an email informing you whether your application has been accepted or rejected.
2. Before the language trip—submitting a request
- Fill out your banking data and list your responsible internal revenue office.
- Upload confirmation of the authorized paid educational leave.
- Upload completed Mobility Agreement (PDF) signed by all parties required: participants, superiors, invitee, host university.
- Print out and send the original copy of the signed Grant Agreement (generated in the database).
After the Erasmus University Coordinator has signed the Grant Agreement, it is uploaded to your profile in the database. Once all of the documents have been saved in the database, the first installment totaling 80% will be paid.
3. After the language trip
- Upload the completed Confirmation of Stay for Staff Training (PDF), which must also be signed by the language school.
- Send the EU Survey (you will obtain the link to this after you complete your stay).
- Upload your report (DOC, in German only)—report guidelines (PDF, in German only).
- 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.
To participate in the selection procedure, you must submit a complete application by the application deadline. The following criteria are taken into account during selection:
- daily use of foreign language at work
- soundness and preparation of plan
- number of completed Erasmus language trips (priority for staff members who wish to complete an Erasmus language trip for the first time)
- funding for staff from as many different areas as possible
Severely disabled and disabled applicants with the same status will receive preference over equally qualified non-disabled applicants.
The selection committee meets approximately 2 weeks after the application deadline. Applicants are generally informed of selection decisions within 2 weeks of the meeting.
What do I need to consider when applying?
Your application should indicate to what extent you use your foreign language in your daily work. We encourage you to describe specific situations in which you reached the limits of your language skills or in which areas you wish to improve your language skills. Also indicate which local opportunities (e.g. University Language Center) you have already used.
What do I need to consider with regard to paid educational leave?
To have a language course recognized as paid educational leave in Hamburg and funded via the Erasmus+ program, you must attend a certified language school within the Erasmus network and take at least 270 minutes of lessons daily. Inform yourself about opportunities, for example on the City of Hamburg website for paid educational leave (“Berufliche Bildung > Sprachen”). Once you have received a suitable offer from a language school, clarify with the University’s HR whether this particular language course can be recognized as paid educational leave.
Living costs are calculated according to a daily rate that varies depending on the host country:
|Host country||Daily rate|
|Denmark, Finland, Iceland, Ireland, Liechtenstein, Luxembourg, Norway, Sweden||€180|
|Austria, Belgium, Cyprus, France, Greece, Italy, Malta, Netherlands, Portugal, Spain||€160|
|Bulgaria, Croatia, Czech Republic, Estonia, Hungary, Latvia, Lithuania, North Macedonia, Poland, Romania, Slovakia, Turkey||€140|
The following travel allowance will be granted per stay (return travel) per participant depending on the distance:
Actual distance (one-way travel) as per the Distance Calculator
|Travel allowance (return travel)||Green Travel allowance (return travel)|
Use the Distance Calculator to determine the travel allowance. Enter your starting point and destination—the distance will then be calculated automatically.
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.
- Duration of stay: A minimum of 2 and a maximum of 10 working days at the language school; 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 course.
- As a rule, Erasmus+ funding is only available for stays during which activities falling under the program take place.
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.
If you have applied successfully for an Erasmus language trip, you will need to submit certain forms before and after your stay abroad.
Before your stay
- Staff Mobility Agreement for Training (PDF)
- Confirmation of authorized paid educational leave—obtain from HR
- Work-Related Travel Request Form
- Grant Agreement (original—generated in the database)
- General conditions, attachment II (PDF)
After your stay