====== Guidelines travelling abroad for Lecturers ======

> **Summary**
> //Description of the guidelines and steps to be followed by lecturers when they travel abroad with funding from the internationalisation programme. Funding through internationalisation is intended for education-related travel.//

===== Introduction =====

These guidelines contain a step-by-step instruction for Fontys ICT lecturers with the plan to travel abroad via the financing system of internationalisation. Financing of internationalisation projects is intended for education-related travel, e.g. Erasmus-funded travel (applicable for [[https://www.erasmusplus.org.uk/participating-countries|EU and some partner countries]]), exchanges of lecturers outside Europe, establishment of cooperation projects with colleges and universities. Erasmus funding is intended for travel within EU countries for education or training activities. Erasmus education funding applies to [[https://www.studyabroadfontysict.nl/minor-abroad/partnerlist/|these Erasmus partner universities]]. 

==== Requirements for education-related travel  ====
When travelling for educational purposes, it is mandatory to teach at least 8 hours (hours can consist of guidance of students, cooperation with lecturers of a partner university) for at least 5 days (possibly including 2 travel days). Further information on the Erasmus scholarships can be found on the [[https://connect.fontys.nl/fontysbreed/internationalisation/naarhetbuitenland/Paginas/Medewerkers.aspx|Fontys Portal on Scholarships]]. These guidelines do NOT cover travel through general Fontys ICT funding.

===== Steps to follow =====
  - **Check the maximum allowed quantity** for the country and city of destination. Fontys rule is no more than 75% of the [[https://stichtingfontys.sharepoint.com/sites/067_03/Bronnenbank/Forms/AllItems.aspx?id=%2Fsites%2F067%5F03%2FBronnenbank%2FFlexibel%20werken%20%26%20reizen%2FFlexibel%20reizen%2FDienstreizen%20buitenland%2FTarieflijst%20verblijfkosten%20buitenland%2Epdf&parent=%2Fsites%2F067%5F03%2FBronnenbank%2FFlexibel%20werken%20%26%20reizen%2FFlexibel%20reizen%2FDienstreizen%20buitenland|tariff list]] as mentioned on the site Travel Scheme Abroad of the Personnel and Organisation Service.
  - **Application for funding**: To do this, go to the [[https://portal.fhict.nl/medewerkersplein/Inkoop/Pages/Inkoop-aanvragen.aspx|Purchase system > purchase request]]. Fill in the form: 
     * __Title__: name of the project (country, city, university); 
     *  __Approval__ for: Internationalisation; 
     * __Category__: Travel (internationalisation);  
     * __Short description__: purpose, name(s) of travelling lecturers, name(s) of accompanying student(s);
     * __Travel duration__.
     * __Costs__: enumeration of individual expected costs: travel, daily costs covered (see step 1), hotel, costs covered for Fontys ICT students (if applicable), other (e.g. participation fees);  
     * __Suggestion where to order__: suggestions for flight and hotel booking are possible (dates, companies, hotel, websites) under consideration by the booking office; 
     * __For which is needed__: indicate if it is an Erasmus trip; 
     * __When needed__: date of the trip;  
     * **Wait till there's an agreement**. In the meantime, there is possible contact about further questions from the employees;
  - **Inform team Fontys Study Abroad ** about the trip. To do this:
     * Go to [[https://connect.fontys.nl/fontysbreed/internationalisation/mobility-online/Paginas/Mobility-Online.aspx|Study abroad (Employee Mobility)]]. 
     * Select the type of funding (Erasmus Teaching, Erasmus Training, Non-Erasmus Teaching or Non-Erasmus Training), click on the appropriate link and follow the instructions.  
     * If requested: Use the following budget numbers: 
        * BU number: 029; 
        * Cost centre: 029000;
        * Product number: 100; 
        * Project number: A2905. 
     * **Only for Erasmus travel**: Sign all forms with written signatures. Please contact Samuil Angelov [[s.angelov@fontys.nl]] for signing Erasmus forms. Please note, this step takes from preparation and travel to after travel. 
  - **Optional**: For promotional material please contact English Stream (promotional material, business gifts). 
  - **After the trip**: 
    - Declare your travel expenses via [[https://hr2day-3376.force.com/home/home.jsp|the Fontys Portal]] 
    - Send the total travel expenses to [[s.angelov@fontys.nl]]. 
    - For Erasmus travel: complete the Erasmus forms. 


{{tag>English-language Internationalisation Finance HR_policies}}