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.

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 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 these Erasmus partner universities.

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 Fontys site on staff mobility. These guidelines do NOT cover travel through general Fontys ICT funding.

1. Check the maximum permitted daily allowance for the destination country and city. The Fontys rule is that this amount cannot be more than 100% of the tariff list as mentioned on the site Flexibel reizen: alles over dienstreizen naar het buitenland (currently not in Engish available) of Fontys HR & Organisatie (formerly Personnel and Organisation Service).
   The daily allowance is calculated on the basis of the amounts shown in the column ‘’Amount of other expenses in euros‘’.
2. Application for funding: To do this, go to the 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;
3. Inform team Fontys Study Abroad about the trip. To do this:
   • Go to Study abroad (Staff 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.
4. Optional: For promotional material please contact English Stream (promotional material, business gifts).
5. After the trip:
   1. Declare your travel expenses via the Fontys Portal
   2. Send the total travel expenses to s.angelov@fontys.nl.
   3. For Erasmus travel: complete the Erasmus forms.