Guidelines for Staff Teaching or Training Mobilities
If you are planning to visit Eötvös Loránd University (ELTE) for a staff mobility for teaching or training under the Erasmus+ International Credit Mobility (ICM) programme, please carefully follow the guidelines below.
We strongly recommend starting the preparation process at least 2–3 months before your planned visit, as all documentation must be completed and approved in advance for the grant payment to be processed.
In order to receive the Erasmus+ ICM grant, you need to submit the following documents:
Mobility Agreement
This document outlines the terms of your teaching or training mobility at Eötvös Loránd University (ELTE), agreed upon by you, your sending institution, and ELTE as the host. Please complete the “Before the Mobility” section in full, detailing your planned teaching or training activities. Once you have discussed and finalized your program with your ELTE academic host, fill in all required fields, sign the document, and obtain signatures from both your sending institution and ELTE.
We accept a scanned copy of the fully signed Mobility Agreement.
You can download the Mobility Agreement template for:
How to fill out the Mobility Agreement:
Planned Period of the Physical Mobility
Indicate the exact start and end dates of your mobility period using the format [day/month/year].
Only include the number of days awarded for your Erasmus+ mobility. Any additional days beyond the awarded period should not be included for administrative reasons.
For 7-day mobilities, we strongly recommend scheduling them from Monday to Friday, using 1 day before and 1 day after for travel, travel days will be indicated only in your Grant Agreement.
For mobilities longer than a week, please list only the mobility days; travel days will be indicated only in your Grant Agreement.
Important: Weekend days do count as mobility days, so plan your schedule carefully.
Duration (excluding travel days): Enter only the number of mobility days without the travel days!
For example: If you have been awarded 10 mobility days, and wish to reserve 2 additional days for travel, the Mobility Agreement should reflect only 8 days.
ELTE cannot fund more days than the awarded total, including travel.
The Receiving Institution Information (ELTE):
Name: Eötvös Loránd University
Erasmus code: HU BUDAPES01
Faculty/Department: See list here: https://www.elte.hu/en/faculties
Address: Found at the bottom of the specific faculty’s webpage
Country: HU (Hungary)
Contact person (name, position, email): The academic coordinator for your partnership. If unsure, ask your international office.
Proposed mobility programme
Main subject field: Use this reference list: ISCED Codes
Level: Specify the main level at which you will be teaching (e.g. BA, MA, PhD)
Teaching hours:
A minimum of 8 hours per week (typically over 5 days) is required.
For mobilities longer than one week:
Use the formula:
Number of mobility days × (8 ÷ 7 = 1.14)Round up from .5, and down below .5.
Example:
10 days → 10 × 1.14 = 11.4 → 11 hours
8 days → 8x 1.14 = 9.12→ 9 hours
11 days → 11 × 1.14 = 12.54 → 13 hours
12 days → 12 × 1.14 = 13.68 → 14 hours
14 days → 14 × 1.14 = 15.96 → 16 hours
Content of the teaching programme:
List all lectures/seminars you will hold, including their titles and duration in hours.
Insurance
Taking out an insurance that covers the entire period of the mobility, including travel days, is the responsibility of the program participant/visiting professor. Insurance coverage shall include at minimum a health insurance, a liability insurance and an accident insurance. A copy of the insurance policy or card must be submitted together with the online form (see below). The copy should contain the following data:
name of the insurance holder
policy number
period covered (that should include the entire mobility period)
a minimum of 30 000 EUR insurance coverage
geographical validity of the insurance: Schengen Area
Passport copy
Please check the validity of your passport; it should be valid for the entire duration of your planned mobility at ELTE. If you require a visa to enter Hungary (Schengen Area), please submit a copy of your passport together with the rest of the required documents. We will then prepare a Letter of Award, which may be required for your visa application.
If you do not need a Letter of Award and do not require a visa to enter Hungary, you are not required to submit a copy of your passport.
Online form
We use this online form to gather information for preparing your Grant Agreement. Please take your time to fill out the form and prepare all necessary documents and information in advance. Before starting you will need your Mobility Agreement finalized and signed by all parties, a health insurance, a valid passport (in case you need a Letter of Award). Submitting the online form is mandatory.
After submitting your personal information through the Online Form, please forward the following documents to erasmus.icm@dep.elte.hu:
the finalized, fully signed Mobility Agreement
a copy of your health insurance policy or card
a copy of your passport (if you require a Letter if Award): make sure that it will be valid during the entire mobility period
Please note that if you do not send the above-mentioned documents to our email address (erasmus.icm@dep.elte.hu), we will not be able to issue your Grant Agreement, as these documents are a prerequisite for preparing and sending it.
Grant Agreement
In this document there are the responsibilities of the participant and ELTE layed down, and the two parties agree upon the conditions of participating in the Erasmus+ program, implementing the mobility and receiving grant support.
Once your Grant Agreement is prepared, we will send it to you via email for review. If you agree with its contents, please sign it using one of the following methods:
1) Digital signature.
You may digitally sign the agreement if you possess a qualified electronic signature certificate. If you already have such a certificate issued by an EU trusted provider, you are welcome to use it (you can check the list of EU trusted providers on this website.
2) Handwritten signature
In case you do not have the digital signature, you can also print it in 2 copies, sign all in blue ink (this is necessary for the legal validity of the document!) and send it via post or courier service to the following address:
Department of Erasmus+ & International Programmes
Directorate of Educational Affairs, ELTE
Szerb utca 21-23
Budapest
Hungary
H-1056
Grant Payment
The transfer of Erasmus+ grant can be initiated only when the Grant Agreement has been signed by all parties (meaning also, that all other necessary documents – such as the Mobility Agreement – have been completed and submitted). The transfer process takes approx. 3 weeks. To receive your grant prior to the planned mobility, we recommend you to start the administration at least 2-3 months earlier.
Bank-related Notes
Inform your bank about the upcoming international transfer, especially if additional authorization is required.
If your bank does not use IBAN, provide:
Correspondent bank name
SWIFT/BIC code
Correspondent account number
Please collect this information from your bank and submit it in the Online Form.