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Annex II
29 April 2014
778/25/2011
ERASMUS MUNDUS ACTION 2 (EMA2), STRAND 1
European Community Mobility Programme Grants
Integration, Interaction and Institutions – Triple I
Academic Years 2011–2015
Regulations and procedures concerning formalities attached to the mobility grant
Ref. 204398-1-2011-1-FI-ERA MUNDUS-EMA21
Dear Grantee,
You have been awarded a Triple I grant described in Annex I sent to you in a separate email. Congratulations on the
behalf of the Consortium!
Your personal grant letters are issued in two copies. The grant letter will be sent to you by email to email address you
have indicated in your application form. The originals you will receive through European Partner University with
acceptance letter and other information regarding your visit.
The Consortium has placed all annexes and instructions concerning grant payments on its webpage:
http://www.utu.fi/en/sites/iii/grantees/Pages/home.aspx for your future reference. The Consortium reserves the right to
modify these instructions according to the outlines of the Community Programme. All updates will be published on the
Consortium webpage.
Amount and Duration of the Grant
Please see the duration and amount of your grant outlined in Annex I. The amount of the grant comprises the allowance of
which the Consortium retains 10%. The retention will be paid after the submission of your Final Report and its approval by
the Coordinator.
The period of mobility shall start from the date of your actual enrolment at the host university or the commencement of any
other courses (language etc.) linked to your stay at the host, if duly agreed in writing. The period of mobility shall terminate
on the agreed date of departure subject to verification by a corresponding travel ticket with the same or a later date of
departure. Upon completion of the mobility the Consortium will verify its real duration; if the actual duration of mobility is
slightly shorter than the grant period, the travel days may be included and indicated in the Letter of Confirmation (Annex
IV). Your Triple I grant cannot exceed the duration outlined in the Letter of Confirmation and in Annex I. Please note that
your mobility must last at least the minimum period indicated below. Any shorter duration renders the full grant
void and it must be reimbursed fully:
TARGET GROUP 1
Undergraduates
Masters
Doctorates
Post-doctorates
Academic Staff
Europeans
Russians
Minimum one
semester
Maximum 10
months
Minimum one
semester
Maximum 10
months
6-36 months
6-10 months
1-3 months
Minimum one
semester
Maximum 10
months
Minimum one
semester
Maximum 24
months
6-36 months
6-10 months
1-3 months
TARGET
GROUP 2
Minimum one
semester
Maximum 24
months
6-36 months
6-10 months
-
TARGET
GROUP 3
Minimum one
semester
Maximum 34
months
Minimum one
semester
Maximum 24
months
6-36 months
6-10 months
-
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The Letter of Confirmation can be printed out from the internet. In case you suspend your study period at the Host
University during your scholarship period, the scholarship must be returned either partially or in full. Please find more
information on the Final Report below.
In addition to the subsistence allowance, you will be paid travel, visa and insurance costs.
For further information, please read the instructions regarding the duration of exchange period on the Grant Award
Agreement (GAA, Annex III) and on the webpage: http://www.utu.fi/en/sites/iii/grantees/Pages/Duration-of-the-mobilityperiods.aspx
Before the exchange period
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Contact the Host University in order to take care of all legal and practical arrangements concerning your official
invitation (a copy of your passport might be requested), enrolment, studies and housing arrangements, and
consulting on the arrival and departure dates.
Apply for visa as soon as you have received an invitation letter. The Host University will issue an official
acceptance letter or an official invitation and the University of Turku will issue an official Grant Letter and a proof of
insurance. Please see the instructions regarding the insurance.
Fill in the Form for Travel Details (Annex VII) for arranging pre-paid tickets. Please see more below.
Travels and Visa
The University of Turku will book international airline tickets for grantees. If you need national train tickets or bus tickets of
any kind, you need to pay for them yourself. You can claim the costs of these tickets from the University of Turku against
the original travel tickets, by sending them to the Coordinator. All transactions will be made using IBAN account numbers
only.
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Staff mobility: In order to book the tickets for you, you have to fill in the Travel Details Form (Annex VII) after you
have consulted your Host University on your arrival and departure dates and obtained a visa. Once you have filled
in the online form, you will be contacted by email within few days.
Others: In order to book the tickets for you, you have to fill in the Form for Travel Details (Annex VII) after you have
consulted your Host University on your arrival and departure dates and obtained a visa. Once you have filled in the
online form, you will be contacted by email within few days. If your mobility period is over 12 months, you will
receive first a one-way ticket, and during your stay in the Host University, you need to settle the departure date and
fill in the Form for Travel Details (Annex VII) again to receive tickets for travelling back home.
Please note that additional costs incurred by changes of confirmed travel tickets will not be covered by the mobility grant.
Therefore grantees should book their travel tickets only upon receipt of the visa. The Consortium will cover only one arrival
and one departure journey. Therefore it is recommended that you start the visa application process as soon as possible
and schedule your travels according to the visa processing procedure. Any additional travels (e.g. during regular holidays
or taxi rides) you have to cover yourself.
If you have not received prepaid tickets for all of your long distance travels, the University of Turku will cover the costs
against original receipts. Please remember to take photocopies of your tickets for your own reference.
The visa costs will be compensated to you once your mobility period has ended. The costs can be claimed by sending the
original receipt of the Visa by post to the Coordinator. The residence permit costs will not be covered.
Remember to keep all tickets, receipts, boarding cards etc. safe. Please note that this applies also for the pre-paid
tickets. You will need them later for the Final Reporting!
Insurance
The University of Turku will arrange you the insurance (health, travel, accident) for the whole grant period after you have
received the original invitation letter and sent a scanned copy of it to the Coordinator. The insurance certificate will be sent
to you by email. In addition, the Host University may ask insurances from their incoming grantees. Please find further
information at: http://www.utu.fi/en/sites/iii/grantees/Pages/Insurance.aspx. Alternatively, with the permission of the
Coordinator and the grantee, the Host University may arrange insurances for their incoming grantees.
Triple I grantees are obliged to contact the Coordinator in issues regarding the travel tickets and insurance prior to their
studies. Also remember to request these documents well in time.
How to receive the grant
Regarding the grant procedure, please read more detailed instructions at:
http://www.utu.fi/en/sites/iii/grantees/Pages/Grant-Payment.aspx. In order to receive the grant you are requested to:
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Upon arrival
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Enroll at the Host University. Be sure to get your Arrival Certificate (Annex V) signed and stamped by the Host
University. The Host University will e-mail a copy to the Coordinator.
See that you sign two copies of the Grant Award Agreement (GAA) together with your Host University’s coordinator.
The Grant Award Agreement is available on the internet as Annex III. One original copy will remain at your Host
University, and one original copy is for you for further reference. The Host University will e-mail a copy to the
Coordinator.
Open an IBAN bank account if you do not have one already. Fill in the Form for Bank details (ARe-form as Annex
VI) preferably by using the electronic format, and send it in .xls form by email to: iiiadmissions[at]utu.fi. When
opening the bank account please carefully check your name is stated in the same way as in your Passport for
foreign travel (see also How to identify yourself within Triple I). The bank account has to be your personal one, not
e.g. your relative’s account.
Within the first month after your arrival a Learning Agreement must be made. The agreement must be duly signed
by the Home and Host Universities. You will later need the Learning Agreement for Final Reporting.
The first installment of your grant will be paid to your bank account within two weeks from the filled forms described above
have been received by the University of Turku. Due to the banking practices, the grant can arrive on your bank account
several days after the payment is made. Thus, please be prepared to finance the first weeks on your own. The following
monthly grants are paid in the end of month (e.g. the grant for November will arrive in your bank account in the end of
October). If you have questions concerning the compulsory costs at your Host University during the first weeks (e.g.
housing deposit, first rent), please contact your Host University in order to sort them out in the best possible way.
The first two installments will be paid in full (unless your grant is for one month only). The Consortium will keep 10% of the
total grant, and the sum is withheld evenly from remaining monthly payments (see also GAA). The deducted sum will be
paid after your Final Report is accepted. Please find more information on the reporting below.
The Consortium reserves the right to cover the grantee’s unpaid debts to the Host University or e.g. Housing Office from
the remaining 10% of the grant and pay them on the grantee’s behalf.
Please refer to the Grant Award Agreement (Annex III) for further details concerning the regulations governing
your grant e.g. withdrawal, late arrival, change of work programme etc.
Final and Annual Reports
You must report on your activities as agreed upon individually with the Home and Host University. The Final Report has to
be submitted no later than 4 weeks after the completion of the grant period.
The Final Report must include the following documents:
o Letter of Confirmation (Annex IV): stamped and signed by the Host University indicating the actual arrival and
departure date
o Copy of Learning Agreement duly signed by the Home and Host Universities (undergraduate and master level
exchange students only)
o Copy of the Transcript of Records (undergraduate and master level students only).
o Original boarding passes of both arrival and departure dates (boarding passes of the arrival date are requested
to be handed in earlier for your own convenience)
o Online Final Report
If your grant period is longer than 12 months, you must submit additional Annual Report(s), please see further information
on the website.
How to identify yourself within Triple I
Please make sure that the name you are using when filling in the Triple I forms and communicating with your Host
University or with the University of Turku, is the same as in your Passport issued for foreign travel. When processing
matters related to the awarded grant (including travel and insurance arrangements, reports) please also quote your
TRIPLEI2011 application number in order to avoid any confusion on your identity. Please make also sure the name in your
email box is the same as your full name in your Passport for foreign travel, and that it is written in correct order: your given
name first and your family name last. Your messages and faxes are official documents and must be properly identified.
Please remember that it is your legal responsibility to identify yourself correctly.
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Contacting us
You will find the contact details of the Triple I Coordinator at: http://www.utu.fi/en/sites/iii/contacts/Pages/home.aspx. Your
Host University will inform you separately of the details of your academic contact person or any additional exchange
mobility officer(s) assisting you in practical matters concerning your stay.
The contact details of the Triple I coordinator at the University of Turku is:
University of Turku
International Office / Triple I
Rehtorinpellonkatu 3
FI-20500 TURKU, FINLAND
Email: iiiadmissions@utu.fi
Tel: +358 2 333 7933
Tel: +358 2 333 6369
www.utu.fi/iii
E-mails
When sending email, please formulate a specific “Subject” to your message that would allow us to identify the objective of
your email. You yourself should be easily identifiable from the “From” field. Please avoid Subjects that are too general and
broad, and therefore useless to identify the content. Never send messages without a subject – they have larger probability
to be rejected by any anti-spam software installed on most of email servers.
Whom to contact
Please contact the Home University
concerning credit transfer towards your home degree (enrolled students at all levels).
concerning leave of absence during the grant period (students and staff alike).
if you need any help in sending documents to the Host University or to the University of Turku.
Please contact the Host University
with all legal and practical arrangements concerning the official invitation (a copy of your passport might be
requested), enrolment, studies and housing arrangements, and consulting on the arrival and departure dates.
with any request to modify the Learning Agreement or Work Programme.
if you have problems in meeting the Grant requirements (e.g. break in the stay, changing enrolment dates, etc.).
if you need help in sending documents to the Home University or to the University of Turku.
Please contact the University of Turku
in questions related to the prepaid travel tickets or the travel tickets (national rail, bus tickets) paid by you.
concerning the insurance the Consortium will provide you. The Insurance Company will provide you with detailed
information on the content of the Insurance later on.
if you have questions on payment transactions.
in case you wish to reject the awarded Grant. This has to be done immediately in writing, and the reason for
withdrawal has to be given.
The Annexes attached to your grant decision and referred above are following:
Annex I: List of grantees
Annex II: Regulations and procedures concerning payment of grant, travel and insurance arrangements and other
formalities attached to the mobility grant (this document)
Annex III: Grant Award Agreement (GAA)
Annex IV: Letter of Confirmation
Annex V: Arrival Certificate
Annex VI: Form for Bank details (Are-form)
Annex VII Form for Travel details (online report)
Annex VIII Form for Confirmation of Awarded Grant
The annexes II–VIII can be downloaded from the Consortium webpage:
http://www.utu.fi/en/sites/iii/grantees/Pages/Agreements-and-Forms.aspx
We look forward to receiving you to one of our Partner Universities!