International Cooperations Office

Staff Teaching Mobility

Academic Staff Teaching Mobility Process Details

An invitation letter must be received from the host university for Teaching Mobility. Academic staff who receive an invitation letter from the host university must attach this document and submit a Staff Assignment Letter to their faculty/department to obtain approval from the Rectorate. You can download the Staff Assignment Letter by clicking here. (It is recommended that you begin this process approximately one month before your teaching mobility start date.)

* You can find the universities you can attend in the Bilateral Agreements section of your Department's Erasmus Coordinators and External Relations website. You cannot conduct activities with universities with which your department does not have a bilateral agreement.

Academic staff participating in the mobility must submit all the documents listed in the Staff Audit Form (Departure) on our website to the Erasmus Office before leaving.

* 80% of the total grant and travel allowance calculated before departure will be deposited into the account of personnel who have submitted all required documents to the Erasmus Office and received their Rectorate Assignment.

* Grant Calculation: Mobility activities are calculated as 5 days of activity plus 5 days of daily grant support plus travel expenses. Academics with longer programs can continue the remaining days of their programs without a grant. The travel days and the start and end dates of the activity must not fall on the same date. For example, if your activity at the host university is January 12–16, 2026, your travel dates must be January 11–17, 2026. If the travel and activity fall on the same day, a daily allowance deduction will be made.

* After the return documents are submitted to the Erasmus Office at the end of the activity, the process for the second installment of the 20% grant will begin.

Note: The travel fee is calculated using the distance calculator provided by the European Commission. You can find the explanation below.

A sample grant calculation:

If a staff member who will be on a mobility trip at a university in Warsaw, Poland, between January 12-16, 2026, sets their departure and return dates as January 11-17, 2026, it will appear as a 7-day activity. Of the total 7 days (including travel days), 5 days can be funded through the Daily Grant Support. Travel days are not supported by the daily grant support. (Depending on the current grant status and the Effective Use of Grants decision, staff receive a 5-day Daily Grant Support and additional travel expenses. However, if our institution has a surplus or a limited amount of grant available, the daily grant may vary from 3 to 7 days. Please consult the Erasmus Coordinator for detailed information.)

Poland's daily allowance is €133. In this case,

Total Amount of Daily Support for 5 Days: 4 x 133: €665

The distance between Erzurum and Warsaw is 2066 km. This means a travel expense of €395 will be paid. (This distance was determined using the Distance Calculator, and the corresponding amount is included in the Travel Fee table, which is calculated based on distance. You can see the Travel Fee table below.)

The total grant amount reaches €1060.

Click here for the Erasmus+ Staff Mobility Grant Amounts for the Current Contract Period.

You can access the Distance Calculator used to determine travel costs here. The travel costs to be provided to participants, based on the distance calculated, are shown in the table below.

Distance

Grant Amount

Between 100-499 KM

€211

Between 500-1999 KM

€309

Between 2000-2999 KM

€395

Between 3000-3999 KM

€580

Between 4000-7999 KM

€1188

Between 8000 and more KM

€1,735

Information about some documents:

Certificate of Participation: This document documents the activity you carried out at the host university. It also indicates the number of days your activity lasted. Approval from the host institution is sufficient.

Staff Mobility for Teaching is a document that specifies your program and its content at the host university. A minimum of 8 hours of activity is required in total. Approval from both institutions is mandatory.

The mobility period begins on June 1, 2025, and ends on July 31, 2027. Staff participating in the mobility program must complete the relevant exchange process between these dates.

Click here for the documents that must be completed before and after the activity.