Mgr. Veronika Petruňová
veronika.petrunova@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.
- 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.
Financial Support
The financial support for incoming staff members consists of an individual support and a travel allowance.
The minimum duration is 5 days of physical mobility (i.e. activity). If relevant, the individual support is provided for 1 day of travel prior to and 1 day after the activity. The financial support is calculated as follows:
- days 1 to 14: 100% of the daily rate specified in the table
- days 15 and more: 70% of the daily rate specified in the table
Travel distance is calculated via the distance calculator provided by the European Commission.
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.
Individual support for staff mobilities:
| Incoming staff from a partner university to Slovakia | Daily rate |
|---|---|
| Days 1 – 14 | 140 EUR/day |
| Days 15 and more | 98 EUR/day* |
Travel allowance
| Travel distance (in km) | Standard travel | Green travel* |
|---|---|---|
| 10 – 99 | 23 EUR | 23 EUR |
| 100 – 499 | 180 EUR | 210 EUR |
| 500 – 1 999 | 275 EUR | 320 EUR |
| 2 000 – 2 999 | 360 EUR | 410 EUR |
| 3 000 – 3 999 | 530 EUR | 610 EUR |
| 4 000 – 7 999 | 820 EUR | 820 EUR |
| 8 000 and more | 1 500 EUR | 1 500 EUR |
Individual support for staff mobilities
| Incoming staff from a partner university to Slovakia | Daily rate |
|---|---|
| Days 1 – 14 | 170 EUR/day |
| Days 15 and more | 119 EUR/day* |
Travel allowance
| Travel distance (in km) | Standard travel | Green travel* |
|---|---|---|
| 10 – 99 | 28 EUR | 56 EUR |
| 100 – 499 | 211 EUR | 285 EUR |
| 500 – 1 999 | 309 EUR | 417 EUR |
| 2 000 – 2 999 | 395 EUR | 535 EUR |
| 3 000 – 3 999 | 580 EUR | 785 EUR |
| 4 000 – 7 999 | 1 188 EUR | 1 188 EUR |
| 8 000 and more | 1 735 EUR | 1 735 EUR |
Staff with fewer opportunities
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 IRIO in sufficient time before the mobility:
- Application for the participants with special needs,
- Consent to the Processing of a Special Category of Personal Data,
- Confirmation from the sending institution (signed by the statutory body) that the given participant belongs to a group with fewer opportunities.
- IRIO will check the submitted documents, evaluate the validity of the requested amount 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.
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.
