How to – a step-by-step guide

Before you can start your staff mobility, it is important to follow all the steps outlined below, and ensure that you send the necessary forms to the right people in good time. You can find all the documents mentioned in points 1, 2 and 3 here on the Intranet page about Staff Mobility and Erasmus+ at THUAS.

1. Documents for Staff Mobility for Teaching
   1. At least one month before your planned departure, send the Grant Agreement and Mobility Agreement for Teaching to scholarships@hhs.nl
   2. After you return, the receiving university must also sign the Letter of Confirmation for Teaching, which you then also send to scholarships@hhs.nl

2. Documents for Staff Mobility for Training
   1. At least one month before your planned departure, send the Grant Agreement and Mobility Agreement for Training to scholarships@hhs.nl
   2. After you return, the receiving university must also sign the Letter of Confirmation for Staff Training, which you then also send to scholarships@hhs.nl

3. Travel & accommodation
   1. Search online for suitable flights & accommodation; sometimes the partner university you’re visiting will suggest hotels
   2. Send the details for your flights (dates, times, airline, price) and accommodation (dates, hotel) to mo-frontoffice@hhs.nl and ask them to get quotes for both
   3. Forward the quotes to your Programme Manager for approval
   4. If you receive approval, tell mo-frontoffice@hhs.nl that they can go ahead with the booking

4. Inform HRM – these forms can be found here on Intranet
   1. Fill in the Foreign Travel Request form (Melding buitenlandse dienstreis)
   2. Optional: Fill in the Foreign Travel Advance form (Verzoek tot voorschot)
   3. Optional: If you need to declare any costs after you return, use Declaratieformulier Buitenlandse Dienstreis
      1. In all cases: after your Programme Manager has also signed the form, send it to either HRM or Declaratiedesk, depending on what the specific form says.