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Erasmus+ KA171: Incoming Staff Mobilities

> Information > International Relations > Erasmus+ > Erasmus+ KA171 > Erasmus+ KA171: Incoming Staff Mobilities
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Mgr. Veronika Lehotská

veronika.lehotska@upjs.sk
+421 55 234 1679

International Relations and Internationalisation Office (room no. 17)
Šrobárova 2
041 80 Košice

UPJŠ welcomes incoming
staff members and researchers!

Erasmus+ KA171 supports international mobility between EU and non-EU countries, enhancing global cooperation, learning, and academic exchange. The information below will help you navigate through the application procedure for Erasmus+ KA171 staff mobility at UPJŠ.

Please note that an Inter-institutional agreement has to be duly signed prior selection of participants. See our list of IIAs.

Selection Procedure

  • The sending institution selects and nominates participants. The receiving institution accepts or rejects nominations.
  • Institutions may agree on joint procedures, such as shared selection panels, to ensure fairness and consistency.
  • Both partners should agree on the selection timeline and designate responsible staff.
  • Partners commit to inclusive outreach, encouraging participation from individuals with fewer opportunities, and may set joint inclusion strategies.
  • Selection must be fair, transparent, and documented. Calls for applications must be public. Criteria and procedures must be clearly communicated.
  • Institutions must prevent conflicts of interest in the selection process and ensure an appeal procedure is available.
  • No costs may be charged to applicants or selected participants during application or selection.
  • After selection, the partner institution must send a scanned copy of the selection record to the International Relations and Internationalisation Office at Pavol Jozef Šafárik University in Košice.

Before the mobility

  • Mobility Period:
    All parties (participant, sending and receiving institutions) must agree on the mobility period.
  • Mobility Agreement (MA):
    The participant’s activities must be defined and agreed upon in a signed MA (template available in the Documents section). All parties must sign the MA before the mobility begins.
  • Invitation Letter:
    The International Relations and Internationalisation Office (IRIO) will prepare an invitation letter for selected participants. Participants will be informed about the required documents.

Useful Links

Entry, Stay, and Employment of Foreigners

List of Embassies of the Slovak Republic

Visa Information

Euraxess

  • Visa Requirements:
    Participants must check if a visa is needed to enter Slovakia, where to apply, and what documents are required.
    See the Useful Links section and contact the relevant Slovak embassy/consulate.
  • Travel and Accommodation:
    Participants arrange their own travel. Accommodation can be arranged independently or with support from the receiving department/faculty or the IRIO.
  • Insurance:
    Incoming participants must have insurance covering the entire mobility period, including travel days. A copy of the insurance must be sent to the IRIO before mobility starts. Medical insurance is mandatory. Additional coverage (e.g. accident, liability) is recommended. Insurance must meet visa requirements, if applicable.

Grants (Financial Support) for Erasmus+ KA171 Staff Mobilities

Individual support for staff mobilities (minimum duration: 5 days of physical mobility = activity; if relevant, the individual support is provided also for 1 days of travel before the activity and 1 day of travel after the activity)
 Daily rate
Incoming staff from a Partner country to Slovakia170 EUR/day  
The amount of individual support per day (daily rate) is calculated as follows: up to the 14th day of mobility: the daily rate as specified in the table; from the 15th to the 60th day of mobility including financed days of travel: 70% of the daily rate as specified in the table.
Travel allowance
Travel distancesNon-green travelGreen travel
Between 10 and 99 KM28 EUR56 EUR
Between 100 and 499 KM211 EUR285 EUR
Between 500 and 1999 KM309 EUR417 EUR
Between 2000 and 2999 KM395 EUR535 EUR
Between 3000 and 3999 KM580 EUR785 EUR
Between 4000 and 7999 KM1188 EUR1188 EUR
8000 KM or more1735 EUR1735 EUR
Travel distances must be calculated using the distance calculator supported by the European Commission: http://ec.europa.eu/programmes/erasmus-plus/resources/distance-calculator_en
Special grant
A mobility participant with fewer opportunities due to a severe health disability or other physical, mental or medical problems has the opportunity to apply for an additional grant, a so-called special grant, provided in a form of real costs, to cover additional costs incurred in connection with his/her mobility.


  • The special grant is provided in the form of real costs. It is intended to cover additional costs incurred by participants with fewer opportunities. These costs are specifically intended to cover the extra financial support required for participants with a severe health disability or other physical, mental or medical problems to enable them to participate in mobility.
  • Allocation rule: based on the participant’s request, while the participant is obliged to deliver all mandatory documents to the mobility coordinator at the UPJŠ International Relations and Internationalisation Office in sufficient time before the mobility: 1. Application for the participants with special needs, 2. Consent to the Processing of a Special Category of Personal Data, 3. Confirmation from the sending institution, signed by the statutory body, that the given participant belongs to a group with fewer opportunities. The International Relations and Internationalisation Office will check the submitted documents, evaluate the validity of the requested amount, verify the possibility of financial coverage with the Erasmus+ National Agency, and decide whether the special grant can be allocated. If everything is in order, it will sign the documents and, based on the entered data, ensure the allocation of the special grant.
  • Financing mechanism: real costs documented by accounting documents/bills.
  • If, at the end of the mobility, the participant does not document real costs for the whole amount of the allocated special grant, he/she will need to return to the UPJŠ the unspent amount.
  • The mobility participants have the opportunity to ask the UPJŠ for a contribution for green travel = a travel allowance corresponding to a green travel amount, if the participant uses: train, bus, bicycle, carpooling or a combination of them for their trip to and from the mobility.
  • The condition for awarding the contribution is that the participant realizes most of his/her trip in a green way (= more than 50% of the trip to and from the mobility together has to be in a green way).
  • To grant a contribution for green travel, it is necessary to proceed in the following way:
    • The mobility participant will hand in to the mobility coordinator at the UPJŠ International Relations and Internationalisation Office a Declaration of Honour before or after the mobility, in which s/he specifies the means of transport used for the journey to the place of mobility and home.
    • If the travel is made by bus or train, the mobility participant is obliged to attach a travel ticket as proof of the green method of travel and a confirmation of payment to the declaration (if the travel is made by bus or train). The date of departure and arrival must closely follow the mobility period.
    • The use of carpooling is only possible if the mobility participant travels for his/her mobility in one car at the same time to the same place together with at least one other mobility participant who is also a staff (or student) coming for the mobility to the UPJŠ.
  • On the basis of the submitted documents, the university will assign the participant a contribution for green travel, i.e. a travel allowance corresponding to the green travel amount.

During the mobility

  • Within 3 days of your arrival:
    Non-EU member states citizens have to report their stay to the Foreign Police (submit the Notice of the Stay) within 3 working days since their arrival in Slovakia.
  • Day 1 of activity:
    The staff member has to visit the IRIO on the first day of the activity to sign a financial agreement. The full amount of the financial support will be paid in cash.
  • After your arrival:
    The IRIO will need the travel tickets (electronic ticket, an invoice and boarding passes or/and train or bus tickets or a confirmation of arriving by a private car) and also a confirmation of payment for accommodation in Košice.
  • On the last days of the activity:
    The staff member will receive a Confirmation of Erasmus+ Mobility. The IRIO will need one original copy as well.

After the mobility

  • The IRIO will need the scanned copies of the return tickets.
  • The staff member will receive a request (by email) for filing an online report through the EU Survey and shall submit it within 30 calendar days.