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.

A scanned copy of the fully signed agreement is acceptable prior to your arrival. However, during your visit, you must also submit a paper version with original signatures from all three parties.

You can download the Mobility Agreement template for:

• staff mobility for teaching

• staff mobility for training

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 AND PASSPORT

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

Please check the validity of your passport and submit a copy of it together with the other required documents.

Online form

In this form, we collect all data necessary for preparing your Erasmus+ Grant Agreement. All the above mentioned documents (copy of a fully signed Mobility Agreement, copies of insurance coverage and passport) should be submitted here together with other essential information. Once you have all the necessary documents ready, it takes about half an hour to fill in the form. You can access the Erasmus+ International Credit Mobility (ICM) Staff Grant Agreement Form here.

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 3 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.