International Cooperations Office

Staff Training Mobility

Staff Training Mobility Process Details

An invitation letter must be received from the host university for the training mobility program. Academic staff with administrative duties who receive an invitation letter from the host university must attach this document and submit a Staff Assignment Letter to the faculty/department head for 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 training mobility start date.)

Information: Administrative staff who receive an invitation letter from the host university must submit a request to their unit along with this letter. The unit must then obtain an opinion from the Erasmus Office. Following the Erasmus Office's opinion letter, the relevant unit must proceed with the assignment process for the qualified personnel. (Start these procedures approximately one month before your study mobility start date.)

* You can find out which universities you can attend in the Bilateral Agreements section of your Department's Erasmus Coordinator and Foreign Relations Office website. There is no requirement for a bilateral agreement for Study Mobility.

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

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

* Grant Calculation: Mobility is calculated as 5 days of activity and additional travel expenses, plus 5 days of Daily Grant Support + Travel Expenses. Academics with longer-term programs can continue the remaining days of their programs without a grant. Travel dates 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 from January 12–16, 2026, your travel dates must be from January 11–17, 2026. If the travel and activity fall on the same day, a daily allowance deduction will be made.

* Upon the completion of the activity and the submission of the complete Return Documents to the Erasmus Office, processing will begin for the second installment of the 20% grant.

Note: Travel costs are 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 mobility 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 7 days total (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 members receive a Daily Grant Support for 5 days, plus travel expenses. However, if our institution has excess or insufficient funds, the daily grant may vary from 3 to 7 days. Please consult the Erasmus Coordinator for detailed information.)

The daily allowance in Poland is €133. In this case,

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

The distance between Erzurum and Warsaw is 2066 km. This means a travel fee of €395 will be paid. (This distance was determined using the Distance Calculator, and the corresponding amount is shown 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 the travel fee here. The travel fees to be provided to the participant, in km increments 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 completed at the host university. It specifies the number of days the activity lasted. Approval from the host institution is sufficient.

Staff Mobility Agreement for Training: This document 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 required.

The mobility period begins on June 1, 2025, and ends on July 31, 2027. Personnel who will benefit from the mobility must complete the relevant exchange process between these dates.

Activity