Approved Erasmus Global Mobility projects

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This page contains information for project coordinators who have been granted an Eramus+ Global Mobility project.

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Procedures for approved Global Mobility projects

Procedures for approved Global Mobility projects

At NTNU, the Unit for International Relations is responsible for coordinating the Global Mobility projects. The International Office is also responsible for distributing the stipends and reporting to the Norwegian Centre for International Cooperation in Education (SIU).

On this page, you will find information for Global Mobility project coordinators.

Active projects 2018 - 2020

Active projects 2019 - 2022

Active projects 2020 - 2023

India: Indian Institute of Technology Madras (IITM)
Pakistan: National University of Sciences and Technology at Islamabad
Pakistan: University of the Punjab

Starting the project

If your project application is successful, you will receive more information from the Unit for International Relations about how to proceed with the following two steps:

There must be a signed Erasmus agreement between NTNU and the partner institution
The partner institution must have a PIC code

It is also strongly recommended that you create a project plan for how to fully utilise the mobility grant. If you need to make changes to your project, see below.

Making changes to the contract

You should follow the stipulations stated in the mobility contract. However, if you want to make changes, such as adjusting the number of participants or the length of the mobility periods, you will need to inform the Unit for International Relations. In most cases, it will be necessary to have the changes approved by SIU. This process will be coordinated by the International office. The changes approved by SIU must then be contractualized before they can be implemented.

Reporting throughout the project

The Unit for International Relations will provide SIU with an interim report halfway through the project, as well as an end report at the completion of the project. Project coordinators will be contacted by the International Office regarding this.

Student mobility procedures

Bachelor and master´s students apply through the Unit for International Relations, according to the deadlines and procedures for exchange students:
1. Incoming students
2. Outgoing students
The Unit for International Relations is responsible for the student´s application, paying out the stipend, student housing, signing necessary documentation and so on.
The partner institution abroad will receive information about the procedures for incoming exchange students at the start of the project.

Staff and PhD mobility procedures

The length of the mobility stay must correspond to what is stated in the contract. In addition, the following minimum and maximum requirements must be met:
1. PhD candidates: Minimum 3 months - maximum 12 months
2. Staff: Minimum 5 days (excluding days of travel) - maximum 2 months
Both incoming and outgoing staff and PhDs must registerbefore their mobility stay. The Unit for International Relations will check the registration against the project´s budget and then inform the project coordinator at the institute level.
Stipend payouts for outgoing staff
1. The stipend funds will be transferred to the institute for further distribution. The institute is responsible for distributing the correct stipend amount, as stated in the contract.
2. The person doing the mobility stay should submit a travel claim to NTNU documenting expenses. The institute may grant a pre-payment equal to the stipend amount given in the Grant Agreement.
3. Travel claims covering mobility stays:
  1. 4 weeks or less may be submitted through Pagaweb.
  2. Over 4 weeks must be printed and submitted as a hard copy, using this form. The form must be assigned locally by a leader with BDM authorisation, and should be sent using in internal mail to The financial division.
4. When submitting the travel claim, all expenses should be documented. This includes accommodation, living costs, as well as travel costs. However, it is not necessary to document the day-to-day use of public transport, such as buses, trams or trains. Note that taxi costs should always be documented. In cases where it is not possible to get a receipt, this must be explained in the travel claim.
5. The institute may choose to contribute their own financing in addition to the Erasmus+ scholarship to cover additional expenses.
Stipend payouts for incoming staff
1. The stipend funds will be transferred to the institute for further distribution. The institute is responsible for distributing the correct stipend amount, as stated in the contract.
2. The person doing the mobility stay should submit a travel claim form to NTNU documenting expenses such as travel costs, accommodation and living expenses. The form should be submitted as a hard copy. The form must be assigned locally by a leader with BDM authorisation, and should be sent using in internal mail to The financial division.
3. The institute may grant a pre-payment upon arrival at NTNU by check, provided that the person doing the mobility stay has documented his expenses for travel and housing before arrival at NTNU. No pre-payment should be issued before the person has actually arrived at NTNU.
4. The institute is responsible to inform that expenses will be covered up to the maximum amount of the grant. Any documented expenses exceeding the Erasmus grant will not be covered, unless the institute contributes with their own financing in addition to the Erasmus+ scholarship.
The institute is responsible for all contact and communications with the person doing a mobility stay. This includes creating invitation letters for incoming mobility, stipend payouts, signing contracts and information about housing, and so on. Please note that it is not possible to provide incoming staff and PhDs with housing at Sit.
The institute is responsible to provide all staff and PhD candidates with the three relevant documents listed below, and make sure they are completed before the mobility stay starts/ends. A copy of the documents should be sent to the Unit for International Relations.
1. A mobility or learning agreement stating the purpose of the stay:
2. A grant agreement that needs to be signed before the stipend can be transferred:
  1. Grant Agreement for staff (both training and teaching); or
  2. Grant Agreement for PhD candidates
3. An attendance confirmation that needs to be signed by the host institution at the completion of the stay:
  1. Attendance Confirmation