Coronavirus guide for Erasmus+ students preparing for their mobility

For general coronavirus (COVID-19) information regarding Erasmus+ student mobilities, please visit the following link: Coronavirus (COVID-19) guide for Erasmus+ students

For the documentation procedure before your mobility, please visit our website: Before the mobility

If you wish to postpone or cancel your mobility, please make sure to notify your faculty coordinator (by e-mail) and the Department of Erasmus+ and International Programmes at erasmus.out@dep.elte.hu. Once you have notified the responsible persons about the postponement/cancellation of your mobility, and you have non-refundable expenses already paid for, please follow the regulations and steps of the guide below.

In case your mobility has been cancelled due to the pandemic, refer to the instructions below for the vis major process. If you have already started your mobility, please review the instructions for Students being on their mobility.

I. Vis major – equity claim (from 7 July 2020)

The suspension or postponement of planned mobilities will be handled as a vis major case - this means that students may apply for reimbursement on an equitable basis for your expenses regarding the vis major situation so that you would not have any financial loss over non-refundable expenses already paid for. The sum of approved vis major costs may exceed the original grant stated in your grant agreement.

  1. Vis major formexcel sheet
    • Fill out the details applicable, indicate the starting and ending dates of your mobility as they are in your Grant Agreement.
    • If you do not have the details included in the Grant Agreement, please contact Ms Ágnes Ruzsa at erasmus.out@dep.elte.hu.
    • In the "Justification" section of the application, please provide a brief and comprehensible description of the circumstances in order to make your expenses understandable and substantiated. Please provide a detailed explanation and calculations in a separate document or e-mail for transparency.
    • In the excel sheet, please list all your expenses, indicated in euro. If you can provide proof of payment (with invoice or other documents) of the amount paid for already in a different currency (HUF, GBP, etc.) you can calculate the sum in euro using the European Commission’s official exchange rate (InforEuro), based on the exchange rate from August 2019 (e.g. 1 HUF = 0.00305 EUR).
    • Indicate the type of proving documents that you are enclosing, regarding the expenses listed above. Scanned copies of the documents, receipts, certificates will suffice (or a legible photo captured by the camera of your phone), but they must be clearly related to the mobility that you wish to receive a reimbursement for. Please name and indicate the documents clearly in your claim. For further information, check Article I, point 2 (Expenses that can be reimbursed) and Article I. point 3 (Compulsory attachments).
    • Please name the finished Excel sheet according to the following: “lastname_firstname_vis_maior_claim”
    • Print the Excel sheet, sign it, scan it, and save it in a pdf format as well, similarly to the saved Excel sheet: “lastname_firstname_vis_maior_claim”. If you do not have the opportunity to print (e.g. because of home quarantine), indicate this obstacle in your e-mail, and the e-mail will replace the signed claim.
  2. Expenses that can be reimbursed:
    • Please note that only non-refundable expenses which connect closely to your mobility can be reimbursed. Please try to ask for refund from the travel and accommodation providers (you have to prove by emails that you have acted so). Due to the pandemic, many service providers (airlines, accommodation agents) reimburse the costs of trips that have been cancelled/modified because of the coronavirus.
    • In most cases, accommodation, deposit, travel expenses (flight ticket, train ticket, bus ticket, rental car, etc.), insurance, and other non-refundable expenses can be reimbursed, but in individual cases, other costs (e.g. public transport passes, student card, bank account costs) may also incur.
  3. Compulsory attachments:
    • Vis major form as an excel sheet
    • Signed vis major form in a pdf format. 
    • In addition to your request for a vis major procedure, please list in detail what costs you are claiming in a transparent and comprehensible manner by e-mail or in a separate document. An understandable explanation speeds up the judging process.
    • Certificates that the expenses which you have listed are non-refundable (e-mail from the service provider)
    • Documents that prove your vis major expenses: Scanned copies of the documents, receipts, certificates will suffice (or a legible photo captured by the camera of your phone), but they must be clearly related to the mobility that you wish to receive a reimbursement for. Please name and indicate clearly the documents used as proof in your claim, 
      • Certificate of travel expenses (flight ticket, train ticket, bus ticket): if your mobility has been cancelled, but you travelled to the host country, you can prove your expenses by presenting your ticket and receipt, or with the confirmation (usually electronic) of your reservation. Make sure that your name, the location (to and from), the actual dates of your travel, and the price of the ticket are visible.
      • Certificate of accommodation: the certificate should include the address, the time of your stay, the price of the room, and either your name or e-mail address.
      • Insurance: name, period of validity, prices must be visible.
  4. Please submit your equity claim with all the attachments to erasmus@elte.hu (subject of the e-mail: „vis major”).

According to the University’s position and proposal, the Tempus Public Foundation will assess the claims individually in each case, approximately every three weeks.

Vis major guide for Erasmus+ students (29 June- 12 March 2021)

Updated: 29 July 2020
For general coronavirus (COVID-19) information regarding Erasmus+ student mobilities, please visit the following link: Coronavirus (COVID-19) guide for Erasmus+ students

For the documentation procedure before your mobility, please visit our website: Before the mobility

If you wish to postpone or cancel your mobility, please make sure to notify your faculty coordinator (by e-mail) and the Department of Erasmus+ and International Programmes at erasmus.out@dep.elte.hu. Once you have notified the responsible persons about the postponement/cancellation of your mobility, and you have non-refundable expenses already paid for, please follow the regulations and steps of the guide below.

I. Vis major – equity claim (from 5 June 2020)

The suspension or postponing of planned mobilities will be handled as vis major - this means that students may apply for reimbursement on an equitable basis for your expenses regarding the vis major situation so that you would not have any financial loss over non-refundable expenses already paid for. The sum of approved vis major costs may exceed the original grant stated in your grant agreement.

Please submit your claim to the erasmus@elte.hu address by following the step below:

  1. Vis major formexcel sheet
    • Fill in the details applicable, indicate the contractual and the realised start- and closing dates of your mobility.
    • If you do not have the details included in the Grant Agreement, please contact Ms Ágnes Ruzsa at erasmus.out@dep.elte.hu.
    • In the "Justification" section of the application, please provide a brief and comprehensible description of the circumstances in order to make the occurrence of your expenses understandable and substantiated.
    • Please list all your expenses, indicated in euro. If you can provide proof of payment (with invoice or other documents) of the amount paid for already in a different currency (forint, pound, etc.) you can calculate the sum in euro using the European Commission’s official exchange rate (InforEuro, https://ec.europa.eu/budget/graphs/inforeuro.html), based on the exchange rate from August 2019 (e.g. 1 HUF = 0.00305 EUR).
    • Indicate the type of proof that you are enclosing, connecting to the expenses listed above. Scanned copies of the documents, receipts, certificates will suffice (or a legible photo captured by the camera of your phone), but they must be clearly related to the mobility that you wish to receive a reimbursement for. Please name and indicate the documents clearly in your claim. For further information consult Article I, point 2 (Expenses that can be reimbursed) and Article I. point 3 (Compulsory attachments).
    • Please name the finished Excel sheet according to the following: “lastname_firstname_vis_maior_claim”
    • Print the Excel sheet, sign it, scan it and save it in a pdf format as well, similarly to the saved Excel sheet: “lastname_firstname_vis_maior_claim”. If you do not have the opportunity to print (e.g. because of home quarantine), indicate this obstacle in your e-mail, and the e-mail will replace the signed claim.
  2. Expenses that can be reimbursed:
    • Please note that only non-refundable expenses, which connect closely to your mobility, can be reimbursed! Please try to ask for refund from the travel and accommodation providers (you have to prove by emails that you have acted so).
    • Accommodation, guarantee, travel expenses (flight ticket, train ticket, bus ticket, car hire, etc.), insurance, or other non-refundable expenses can be reimbursed.
  3. Compulsory attachments:
    • Vis major form as an excel sheet
    • Signed vis major form in a pdf format. If you do not have the opportunity to print (e.g. because of home quarantine), indicate this obstacle in your e-mail, and the e-mail will replace the signed claim.
    • A certificate that the expenses which you have listed are non-refundable (e-mail, website link).
    • Documents that are proof of your vis major expenses: Scanned copies of the documents, receipts, certificates will suffice (or a legible photo captured by the camera of your phone), but they must be clearly related to the mobility that you wish to receive a reimbursement for. Please name and indicate clearly the documents used as proof in your claim,
      • Certificate of travel expenses (plane-, train-, bus ticket): if your mobility has been cancelled, you can prove your expenses by presenting your ticket and receipt, or with the confirmation (usually electronic) of your reservation. Make sure that your name, the location (to and from), the actual dates of your travel, and the price of the ticket is visible.
      • Certificate of accommodation: the certificate should include the address, the time of your stay, the price of the room and either your name or e-mail address.
      • Insurance: name, period of validity, prices must be visible.
  4. Please submit your equity claim with all the attachments to erasmus@elte.hu (subject of the e-mail: „vis major”).

According to the University’s position and proposal, the Tempus Public Foundation will assess the claims individually in each case, approximately every three weeks.


Vis major guide for Erasmus+ students (March 2020 - 4 June 2020)

24.03.2020. Following the guidelines issued by Tempus Public Foundation on 20.03.2020

The suspension or postponing of planned mobilities will be handled as vis major - this means that students may apply for reimbursement on an equitable basis up to the full amount of the scholarship for the mobility period, so that you would not suffer any financial losses over non-refundable expenses already payed for. In case of the vis major suspension of the mobility, the participant can apply for an equity claim.

Please submit your claim to the erasmus@elte.hu address by following the step below:

  1. Vis major formexcel sheet
    • Fill in the details applicable, indicate the contractual and the realised start- and closing dates of your mobility.
    • If you do not have the details included in the Grant Agreement, please contact Ms Ágnes Ruzsa at erasmus.out@dep.elte.hu.
      All expenses must be indicated in euro in the Excel sheet. If you can provide proof of payment (with invoice or other documents) of the amount paid for already in a different currency (forint, pound, etc.) you can calculate the sum in euro using the European Commission’s official exchange rate (InforEuro, https://ec.europa.eu/budget/graphs/inforeuro.html), based on the exchange rate from August 2019 (e.g. 1 HUF = 0.00305 EUR)
    • Fill out the “Justification” section as well, clearly and concisely.
    • Indicate the type of proof that you are enclosing. Scanned copies of the documents, receipts, certificates will suffice (or a legible photo captured by the camera of your phone), but they must be clearly related to the mobility that you wish to receive a reimbursement for. Please name and indicate the documents clearly in your claim. For further information consult Article III, point 2 (Expenses that can be reimbursed) and Article III. point 3 (Compulsory attachments).
    • Please name the finished Excel sheet according to the following: “lastname_firstname_vis_maior_claim”
    • Print the Excel sheet, sign it, scan it and save it in a pdf format as well, similarly to the saved Excel sheet: “lastname_firstname_vis_maior_claim”. If you do not have the opportunity to print (e.g. because of home quarantine), indicate this obstacle in your e-mail, and the e-mail will replace the signed claim.
  2. Expenses that can be reimbursed:
    • Please note that only non-refundable expenses, which connect closely to your mobility, can be reimbursed! Please try to ask for refund from the travel and accommodation providers (you have to prove by emails that you have acted so)! As an alternative to the emails, you can provide a link to the website where it is clearly stated that your claim for refund is denied.
    • Accommodation, travel expenses (flight ticket, train ticket, bus ticket), insurance, or other non-refundable expenses can be reimbursed. Meal and leisure expenses (e.g. theatre- or cinema tickets) cannot be reimbursed
  3. Compulsory attachments:
    • Vis major form as an excel sheet
    • Signed vis major form in a pdf format (does not have to be submitted in case of an obstacle, subject to individual assessment)
    • A certificate that the expenses which you have listed are non-refundable (e-mail, website link).
    • Documents that are proof of your vis major expenses: Scanned copies of the documents, receipts, certificates will suffice (or a legible photo captured by the camera of your phone), but they must be clearly related to the mobility that you wish to receive a reimbursement for. Please name and indicate clearly the documents used as proof in your claim,
      • Certificate of travel expenses (plane-, train-, bus ticket): if your mobility has been cancelled, you can prove your expenses by presenting your ticket and receipt, or with the confirmation (usually electronic) of your reservation. Make sure that your name, the location (to and from), the actual dates of your travel, and the price of the ticket is visible.
      • Certificate of accommodation: the certificate should include the address, the time of your stay, the price of the room and either your name or e-mail address.
      • Insurance: name, period of validity, prices must be visible.
  4. Please submit your equity claim with all the attachments to erasmus@elte.hu (subject of the e-mail: „vis major”).

According to the University’s position and proposal, the Tempus Public Foundation will assess the claims individually in each case, approximately every three weeks.