Grant manual for Erasmus studies

Uppsala University has many Erasmus agreements with higher education institutions (HEIs) throughout Europe in the 32 Erasmus programme countries. These exchange agreements make it possible for students to study one or two semesters abroad as an exchange student at a partner university somewhere in Europe.

Eligibility requirements

To be eligible to apply for an Erasmus study grant, you first need to have been nominated for an Erasmus exchange via the Unit for International Mobility or your department/faculty. After you have been nominated, you will receive information about how to submit your Erasmus grant application. The grant application includes information about the duration of the exchange period and bank account details so we can calculate and pay out the grant.

Students with a residence permit

Students studying in Sweden on a residence permit should check with the Swedish Migration Agency that participation in exchange studies or traineeship outside Sweden does not affect their residence permit. Please refer to the Swedish Migration Agency's website.

Application periods

The application periods to apply for an Erasmus exchange may vary.

The Unit for International Mobility administers several agreements that are open to all students at Uppsala University, regardless of the subject or programmes they are studying. For more information about these opportunities, visit the exchange studies page.

If you are uncertain about the agreements available at your department/faculty, contact the responsible study and career counsellor or international coordinator.

An Erasmus grant is based on the length of the exchange and varies depending on the living costs in the host country. For current grant levels, visit the Erasmus studies page. For payments in SEK: the exchange rate used might differ from the actual exchange rate, as the exchange rate of the European Central Bank on the date when Uppsala University received the money from the European Commission will be used when calculating the grant.

Inclusion support

Inclusion support top-up

Some students are eligible to apply for an inclusion support top-up of EUR 250 per month to cover additional costs that exchange studies abroad may result in. You can apply if you meet the following requirements:

• You have a child/children.
  • You can apply regardless if your child/children will accompany you during your Erasmus exchange or not
• You have a permanent or long-term disability.

How to apply: see application for inclusion support on this page.

Inclusion support for actual costs

If you have extra costs that exceed the inclusion support top-up you have already been granted, you can apply for inclusion support for actual costs. The application for inclusion support for actual costs must be justified by the applicant and approved by the Swedish Council of Higher Education (UHR). Furthermore, you can apply for inclusion support for actual costs only if you fulfill one of these two criteria:

• You have costs that exceed the inclusion support top-up of EUR 250 per month.
  
• You are applying for inclusion support for actual costs for another category of obstacles than the one you were granted inclusion support top-up for.

How to apply: see application for inclusion support on this page.

Two additional grants for sustainable travel

1. Top-up for green travel

Will you travel to your final destination using sustainable means of transport (train, bus or car-pooling)? If so, you can receive EUR 50 as a top-up amount. Included in this additional grant is also either up to two days of extra additional individual support, to cover travel days for a return travel, or one day for one direction. Those days will be added to your total study period at the end of your exchange.

• Please note that at least one way of the trip needs to be done in sustainable way to be eligible for the top-up.
• In order to be eligible for the grant for carpooling, you need to be at least two persons in the car. As a proof of car-pooling, you can upload receipts from the car rental, petrol, bridge and road tolls.
• If you decide to make one or several stops along the journey, you must make sure to have additional insurance for this period. This is because Kammarkollegiet's insurance, which is provided together with your Erasmus grant for studies, is valid only for the most direct journey possible.
• The top-up for green travel will be paid together with the second installment of your gant.

How to apply:

1. You state that you intend to travel by train, bus och carpool directly in the grant application in MoveON.
2. You upload receipts from your sustainable travels (e.g. a train ticket or a receipt for car fuel) in MoveOn at the end of your exchange.

2. Green Travel Grant

Each semester, the Unit for International Mobility announces a number of Green Travel Grants worth max. EUR 190 each, for students who choose to travel to their study destination using sustainable means of transport (train, bus and carpooling.). The EUR 190 can be used to either buy a round trip ticket, or as a contribution to an Interrail pass. If you choose to travel one way you are entitled to 100 EUR.

• In order to be eligible for the grant for carpooling, you need to be at least two persons in the car. As a proof of car-pooling, you can upload receipts from the car rental, petrol, bridge and road tolls.
• If you decide to make one or several stops along the journey, you must make sure to have additional insurance for this period. This is because Kammarkollegiet's insurance, which is provided together with your Erasmus grant for studies, is valid only for the most direct journey possible.
• In the event of any competition for these grants, a randomised selection will take place. However, if you have been granted the Green Travel Grant before, your application will not be prioritised.

How to apply:

1. You state that you intend to travel green to your study destination directly in the application in MoveON.
2. If you receive the Green Travel Grant, we will email you the Travel Grant Agreement document. Sign and upload it in MoveON before your travel. When this is done, you will be able to receive the payment.
3. You upload your travel receipts from your sustainable travels (e.g. a train ticket or a receipt for car fuel) or tickets in MoveON, after you have travelled.

If you have already sent in your application

If you decide to travel green after you have submitted your application, you can contact us via erasmus@uu.se.We approve Green Travel Grant upon availability and grant approximately 45 grants per semester.

Language course before the start of the studies

As an Erasmus student you have the opportunity to receive funding for participating in a language course in the host country before the start of your studies. The language course can be in the language of instruction and/or the local language of the host country. Certain HEIs offer a language course before the start of the semester. Otherwise you can find a suitable language course in the host country yourself. The language course must be in close connection with the start of your studies. You will not receive funding for any course fees or days between the language course and the start of your studies. Additionally, the language course cannot be included in the minimum days for Erasmus studies. State the date of the language course in your application, see more under: Application guide.

In order to apply for the grant, the following conditions must be fulfilled:

• You must have been nominated for an Erasmus exchange in one of the 32 programme countries via your department/faculty, or the Unit for International Mobility.
• You must be registered as a full-time student at Uppsala University at the time of your grant application, and intend to graduate from Uppsala University.
• For doctoral students who will participate in Erasmus studies and conduct research, the research must be part of their doctoral studies.
• You must study abroad full-time for a minimum of 2 months (60 days), and a maximum of 12 months (360 days) – the minimum and maximum period for Erasmus studies. The Erasmus regulations state that one month counts as 30 days, meaning that student can receive a grant for a maximum of 360 days.
• You must have Erasmus days remaining. You may participate in an Erasmus traineeship/student exchange for a maximum of 12 months within each study cycle (Bachelor’s, Master’s and doctoral levels). If you have previously participated in an Erasmus exchange or traineeship – even through other Swedish or higher education institutions abroad – this period will also be included in the 12 months. Students who are studying long programmes that are not divided into different levels, such as the Medicine Programme, may spend a total of 24 months on Erasmus exchange and/or traineeship throughout their programme.
• You must not have another EU grant for the same time period.

Applications for Erasmus grants are open twice per year: 1-15 November (for studies starting in the spring) and 1-15 May (for studies starting in the autumn). Applications are submitted electronically via the system MoveON. The application form is published at the start of each application round. You can find the link to MoveON at the Erasmus studies page.

There are two application forms in MoveON: one for students who have already applied for and been granted their exchange in MoveON, and one for those who have applied for and been granted their exchange in another way. The section marked with * in the table below is only relevant for students who did not apply for their exchange via MoveON. You will receive information about which form to use when you receive the information on how to apply for the grant.

• Your personal information and bank account details:
  This is where you state your bank account number (and clearing number if relevant), the bank’s name, country, IBAN, BIC/SWIFT and the name of the account holder. Please note we can only pay out the grant to a bank account for which you are the account holder. Be very careful when you state your bank details, please note that any mistakes will delay the grant payment.
• Emergency contact such as a close relative/friend*:
  You are responsible for having informed this person that they will be contacted in the event of an emergency if we cannot reach you.
  
• Your educational background:
  Here, you state if you have previously received an Erasmus grant for studies and/or traineeship, and at which level. (This also applies to Erasmus grants you may have received from any other HEI.)
• Your exchange:
  This is where you provide information about the length of your exchange. Make sure to provide the most accurate dates possible – we will base your grant calculations on these dates. Here you can also specify the following:
  • if you will be taking a language course in your host country before your studies begin
  • if you have accompanying children
  • if you are applying for a travel grant to take the train to your study destination.
• Consent:
  This is where you give your consent to our processing of your personal data.
  

After the application closes

After the application for the Erasmus grant has closed, all applications will be processed. There are a few mandatory steps you must follow in order to receive your first grant payment.

Language test and online language course

• All students who are on physical exchange for 14 days or more must take a diagnostic test in their mobility language in accordance with the Participant Grant Agreement. The exception are students whose mother tongue is the main language of the instruction. Students are tested in the main language of instruction and they need to complete the test before the mobility period. Taking a second test at the end of the exchange is optional.
• A link to the language test will be sent to you once we have received your grant application.
• You are tested in the main language of instruction. The aim of the tests is to assess your language skills and how they improve during the exchange. The result of the test will not affect your grant in any way. The assessment follows the Common European Framework of Reference for Languages (CEFR) where A1 is beginner level and C2 is advanced level.
• Within the new OLS platform you have also access to a range of interactive and engaging language learning activities and courses which can help you learn a new language or master a language you’ve already studied.
• If your native language will be the main language of instruction, you do not need to take a language test. However, if you would still like to participate in a language course, for example in a local language, contact erasmus@uu.se. We will send you a link with a language test and access to various language courses.
  

Grant Agreement, GA

When we have processed your application, you will be sent a Grant Agreement that contains the total grant sum. You should read, sign and upload your Grant Agreement in MoveON. If the start and/or end date you stated in your application has changed, you will be able to change this in MoveON when you upload your Grant Agreement. Your grant will then be re-calculated based on the new dates; please note that the sum specified in the Grant Agreement will no longer be valid.

Travel Grant Agreement, TGA

If you are granted a Green Travel grant, you will be sent a Travel Grant Agreement that you must sign and upload in MoveON. If you use the travel grant for a return trip, or as a contribution to Interrailpass you receive the payment after you have signed and uploaded your travel grant agreement.

If you use the travel grant for the return trip only, you will receive the funds after your mobility, after you have sent all the mandatory documentation together with the tickets and a short travel report.

Please note that in case you do not use the travel grant for green travel or you do not provide the receipts at the end of your exchange, you might be liable to return the grant in its entirety.

Learning Agreement

You must create a Learning Agreement before you depart/in connection with the start of the semester. Your Learning Agreement contains information about the courses you will study at your host institution. In order for your Learning Agreement to be complete, it must be signed by you, your international coordinator at Uppsala University and the host institution. The 2021-22 academic year the Erasmus Programme is transitioning to go entirely digital. Students will therefore be informed if they should create a digital Learning Agreement or a paper version. A Learning Agreement should be created no later than one month after the start of the semester.

Payments

For students who will be participating in an exchange for one semester, two instalments will be made:

• 70% of the grant will be paid at the start of your studies
• 30% of the grant will be paid once you have completed your studies and submitted the end documentation

For students who will be on an exchange for a full year (two semesters), the grant will be paid in three instalments.

• 35% of the grant will be paid at the start of your studies
• ​35% of the grant will be paid out in connection with the start of the second semester.
• 30% of the grant will be paid out once you have completed your studies and submitted the end documentation

For students who have been granted inclusion support:

• 70% of the grant will be paid at the start of your studies
• 30% of the grant will be paid once you have completed your studies and submitted the end documentation
• Our aim is to be able to pay out this funding in connection with your first grant payment, or sooner.

Checklist – Before the first grant payment

• submit a complete grant application in MoveON
• take your first language test
• sign and upload the Grant Agreement in MoveON
• if you have received a travel grant: sign and upload your Travel Grant Agreement in MoveON
• for students with disabilities: you have submitted a certificate from coordinator for pedagogical support, medical doctor, psychologist etc. for additional grant or a separate application for inclusion support for actual costs that has been approved by UHR
• for students with children: you have uploaded family certificate in MoveOn for additional grant or a separate application for inclusion support for actual costs that has been approved by UHR
  

Inclusion support top-up for students with disabilities

1. When filling out the application in MoveOn, choose "yes" as your answer for the question "Would you like to apply for additional grant for applicants with disabilities?".
2. Fill in this PDF document Pdf, 94 kB. and print it.
3. Send us the filled in PDF document from step 2 along with a certificate from the coordinator for pedagogical support at the Uppsala University or from e.g. a medical doctor or a psychologist stating your disability. The certificate is considered sensitive information and will be handled accordingly. The document and the certificate should be sent to the following address:
   

Uppsala universitet/Uppsala University
Erasmus stipendier
Box 256
751 05 UPPSALA

Inclusion support top-up for students with children

1. When filling out the application in MoveOn, choose "yes" as your answer for the question "Would you like to apply for the inclusion top-up for applicants with children?".
2. Order a Family certificate from Swedish Tax Agency confirming that you are a parent of the child/children. When you have received it, scan it and upload it in the application in MoveOn. Certificate needs clearly indicate your and your child(ren)'s names and your relationship to each other. If you are not a Swedish citizen and cannot receive the family certificate, contact us on erasmus@uu.se.

Inclusion support for actual costs

In addition to the inclusion support top-ups (for students with disabilities and/or students with children) you can apply for inclusion support for actual costs. To do so, follow these steps:

1. When filling out the application in MoveOn, choose "yes" as your answer for the question "Would you like to apply for the inclusion support for actual costs?"
2. Fill in this PDF document Pdf, 149 kB. which justifies your eligibility for inclusion support for actual costs.
3. Send the printed and signed PDF document from step 2 along with the relevant attachment (disability certificate or family certificate) to the following address:
   

Uppsala universitet/Uppsala University
Erasmus stipendier
Box 256
751 05 UPPSALA

After you have sent in your application, the Unit for International Mobility will submit another application (excluding your diagnosis) to the Swedish Council for Higher Education (UHR) for approval. The Unit will contact you as soon as we have received a decision from UHR. The earlier you start the application process, the earlier we will receive a decision from UHR.

Do not hesitate to contact the Erasmus Team at erasmus@uu.se with any question you may have about this additional support. If you contact us via email, leave out any information which could be considered sensitive regarding your case.

Contact information

Most of your contact with Uppsala University will be via email. Therefore, it is essential that you make sure the email address you stated in your application will be valid throughout your exchange, and for at least three months afterwards. Therefore, always notify us at erasmus@uu.se if you change email address. We would also ask you to add the two emails we use for sending you information: erasmus@uu.se and noreply.uu@moveon4.de to your list of trusted senders in your mail programme. Check your spam folder regularly as our emails often end up being sent there.

In the event of changes to the duration of your studies, content etc.

You must immediately notify your international coordinator and the Erasmus team at the Unit for International Mobility of any changes, such as interrupting your studies, or shortening the study period. If you shorten your exchange, you will have to repay the full grant amount or part of your grant. If your international coordinator at Uppsala University and your host institution agree to an extension of your studies, you may receive an Erasmus grant for this period as long as you have Erasmus days remaining. Contact the Erasmus team for more information about what to do and when payments will be made.

If something happens during your Erasmus studies that lead to changes to your courses, you must indicate this in your Learning Agreement. Complete Table C: Exceptional changes to studies abroad or additional components when extending the stay abroad.

Insurance

All Erasmus students are insured via Kammarkollegiet’s Student OUT. The policy is valid in the host country around the clock during your entire exchange and two weeks before and two weeks after the exchange. For more information on how to make an insurance claim see information about Student-OUT at Kammarkollegiet’s website. In the event of an emergency during your Erasmus exchange, contact Falck Global Assistance.

If you receive a travel grant to take the train to your study destination and intend to make stops along the way, keep in mind that you must take out additional insurance for this period. Kammarkollegiet’s insurance policy is only valid for the most direct journey possible.

If you are an EU/EEA citizen and will participate in an exchange in an EU/EEA country, you need to order a European Health Insurance Card (EHIC). This entitles you to access to necessary medical care in EU/EEA countries on the same conditions as residents. In Sweden, the EHIC is ordered via Försäkringskassan.

Below, you will find information about the end documentation you must submit when you have completed your Erasmus exchange. The documentation should be submitted as early as possible, but no later than one month after the exchange as this will affect when your final grant payment will be made. If you are not able to submit the documentation within one month, please inform us via erasmus@uu.se.

Erasmus Participant Survey (EPS)

The Erasmus Participant Survey (EPS) is a mandatory survey that will automatically be emailed to you after your last day of study on your exchange. If you have not received an EPS, please check your spam folder before contacting erasmus@uu.se.

Second language test

After your exchange, you can assess how your language skills have improved by completing the second language test. We encouraged you to take the second test, however, taking a second test at the end of the exchange is optional.

Certificate of Attendance

A Certificate of Attendance is a document that includes information about the start and end date of your exchange. It is signed by you and your international coordinator at the receiving institution. If you have participated in a language course at the host institution, please state these dates in your Certificate of Attendance. You are responsible for getting the document signed and if possible, try to get it signed before departure. You will find the Certificate of Attendance template on the Erasmus studies page. The Certificate of Attendance should be uploaded in MoveON. If you for any reason cannot get a Certificate of Attendance signed, you can upload a Transcript of Records as long as your start and end date appear.

Upload mandatory documents in MoveON

Upload a Certificate of Attendance or a Transcript of Records (containing start and end date) together with your complete Learning Agreement if you have made any changes directly in MoveON. If you participated in a language course before the start of the semester that was arranged by an organisation other than your host institution, you need to upload a certificate to prove that you participated in the course. If you have received a travel grant, you have to write a short travel report and upload proof of travel/receipts.

If your study period is different to the one you stated in your grant application, your grant will be recalculated. If your study period is shorter than that you stated in your application, the difference will be deducted from the final payment of 30%. If the study period is longer than stated in your application, your final grant payment of 30% will include payment for 100% of the additional days.

Final payment

Your final payment will be prepared after you have submitted all the mandatory documentation. You will be sent an email when your last payment is on its way. Please note that payments take a while to prepare because once you have completed all the mandatory components, the Unit for International Mobility must check them and prepare the payment. Therefore, expect it to take 1-2 months before the money reaches your bank account.

If you shortened your exchange, your grant will be recalculated (this also applies for any days off during your exchange). This amount will be deducted from your final payment. However, if this is not enough, you will be liable for repayment and a repayment claim will be emailed to you.

Checklist – before the final payment

• complete the survey: Erasmus Participant Survey.
• take your second language test (optional).
• upload all mandatory documents in MoveON:
  • a signed Certificate of Attendance, or alternatively your Transcript of Records
  • your Learning Agreement if you have made any changes
  • certificate of a language course if relevant
  • travel report
  • proof of travel if you have received a travel grant or additional grant for sustainable travel