The Erasmus Mundus Programme

Action 2 Strand 1
Lot 7 | 2014

SCHOLARSHIP HOLDER GUIDE 2014/2015

www.euroinka.eu
euroinkanet@mmu.ac.uk
1

Introduction
The preparation of your mobility period within the framework of the EUROINKANET
Project is a process that should be conducted carefully and always in strict
cooperation with the persons responsible for your mobility and for your activities.
Through this Scholarship Holder Guide, the EUROINKANET partnership seeks to
provide you with the most relevant information about all aspects to be considered
during the whole implementation of your mobility period, since the preparation
stage to the arrival at the host country and also after finishing the mobility period.
Being so, the Guide is structured in a simple way, so that you may easily find the
information regarding each of the essential topics for the correct preparation of
your mobility and focus on each of the stages you are in:

A. Preparation of the mobility period

B. Upon arrival at the host institution and during the mobility period
C. Finishing the mobility period
D. Scholarship Holder Section
E. Contact details
F. Check list
Despite this organization in a timeline, you should read the entire Guide
immediately after selection notification and keep it close, so that you are perfectly
aware, since the first moment, of all the forthcoming procedures.
This Guide was made based on the experience of previous projects, so we believe
that the information herein included clarifies all the questions that may arise during
the phase of mobility preparation and implementation. However, the projects
coordinator will be delighted to answer any further questions, which must be
addressed to the e-mail: euroinkanet@mmu.ac.uk. Our experience shows us that a
close contact between scholarship holders, the partner institutions and projects
coordinator allows a more efficient work in preparing the mobility process,
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contributing significantly to a good implementation of your mobility period.

Therefore, please feel free to contact us whenever you need any support and at
any stage of your mobility period. We are confident this will be a life changing
experience for you and we devote our work to make it as smoother as possible.
The EUROINKANET project coordination sincerely hopes you experience an
amazing mobility both at academic and personal level!

A. Preparation of the mobility period

Important: Rights and obligations of the scholarship holder:
It is crucial that you are aware, since the very beginning of the preparation of the
mobility period, of your rights and obligations within the framework of the
EUROINKANET Project. These are clearly mentioned in the Statement of Scholarship
Acceptance that you have signed and also in the Scholarship Contract, so you are
strongly advised to reread these documents at this stage. In case you have any
doubt, please feel free to contact the EUROINKANET Management Team at any
time.
1. Legalization of diploma (only applicable to full degree students)
As soon as you receive the selection notification and confirm your acceptance of
the EUROINKANET scholarship, you have to carry out the necessary procedures in
order to legalize your previous diploma, which granted you access to the course
you will attend in Europe, considering this applies only to Latin American applicants.
For example: if you have been selected to a full doctorate scholarship, you will have
to legalize the master diploma obtained in your home country. This process must
be done within the period of one week after the selection notification through the
Hague Convention (in the event your diploma was obtained in a signatory State of
this international convention) or through similar process in notary (for any other
countries not included in the Hague Convention). Its important to point out that
this is NOT necessary for students doing a non-degree seeking mobility, only
for those who will obtain the diploma by the host institution.
2. Visa
The next step regarding the preparation of your mobility is obtaining the visa. You
should consider this issue as a high priority since this process in some cases may
take several months to be concluded.

Therefore, immediately after receiving the selection confirmation by the

EUROINKANET Project, you should contact the Consulate or Embassy of the host
country which is closest to your residence 1 to request information about all
documents that you should provide and all procedures that you should follow. This
is extremely important, since the requisites2 vary according to the home and host
country.
It is also extremely important to contact directly the person responsible for
organising your mobility in the host institution (contact person), as a way to confirm
the necessary procedures for obtaining the visa. The contact details are available
in the section E of this Guide.
In order to obtain the visa, one of the documents that you will need is the Formal
Acceptance Letter issued by the Project Coordination, which is available online
on the scholarship holders section and will be sent by e-mail first and by priority
post immediately after. It is crucial that you submit your visa request as soon as
you receive the copy of your letter by e-mail, stating the fact that the original is
on its way. Please explain to the Embassy/Consulate staff the urgent need to start
the visa procedures and inform the coordinating institution and also the host
university

in

case

you

experience

some

problems

or

difficulties

in

communicating with the Embassy/Consulate.

A Formal Acceptance Letter issued by your host institution may also be requested
by the Consulate/Embassy. This document is to be issued by your host university
within 15 days (maximum) after the acceptance notification. In case this does not
happen, please request your host institution to issue this document as soon as
possible. The requesting e-mail should be sent to the contact person of your host
institution, indicating the Consulate/Embassy deadline for presenting the original

1 You may find a list of all Embassies and Consulates through the website http://www.embajada-consulado.com
2 If you are not required a visa to enter in the host country, this information must be uploaded in the consortiums

official website (Scholarship Holder Section). It must be issued by a competent member staff of the
Consulate/Embassy or alternatively by the person responsible for your mobility in the host institution.

document. Please send c/c to the coordinating institution so that we can ask our
partners to be more diligent in the process.
Once the visa is issued, a copy must be uploaded in the projects official website
(Scholarship Holders Section3).
It is important to point out that in some cases the Consulate/Embassy demands a
flight ticket to issue the visa. As a way of fulfilling this requirement, you should
follow the procedures indicated on the Travel section (page 9) of this Guide.
In case of scholarship holders who have double nationality (being one European)
and therefore dont need to request visa, a copy of the valid European passport
must be uploaded in the Visa field (Scholarship Holders Section).
Important The scholarship holders are the responsible for assuring that they
have the correct visa to undertake the foreseen activities at the host country and
that it allows them to travel on the date of the travel issued by the agency.
3. Starting date and duration of the mobility period
The mobility period which you will undertake in the host institution has a specific
duration, according to the type of mobility:
Undergraduate students: 5 or 10 months
Master students: 12 or 14 months
Doctorate students: 12, 18 or 36 months
Post-doctorate researchers: 6 months
Academic and administrative staff: 1 month

3 Please check section D of this Guide for details.

The consortium establishes as reference date for the start of the mobility
activities, the host institutions academic calendar. The exact dates for the
programme of activities to be developed must be agreed between the scholarship
holder, the host institution and the home institution (if applicable) and therefore it
may be subject to slight changes.
Partners are required to insert in the Host Acceptance Letters the exact starting
date and foreseen ending date of each mobility flow. These dates will be used as
reference to the booking of the travel, to the insurance subscription and to the
scholarships payment schedule.
For undergraduate, master non-degree seeking mobility, PhD non-degree mobility
and staff mobility, the mobility dates must be agreed between the scholarship
holder and the home (if applicable) and host institutions. The host institution will
insert those dates in the Host Acceptance Letters, and they will become the
reference to the travel booking, insurance subscription and scholarship payment.
It is crucial that the scholarship holder confirms the exact mobility dates with
the institutions since these are determinant to every aspect related to the
mobility.
Important: In case of error in indicating the exact mobility dates (that may have
serious implications in the organisation of the mobility period), the coordinating
institution reserves the right to demand the reimbursement of any expenses
overpaid to the scholarship holders based on wrong information.
The entire mobility period must be uninterruptedly spent at the host institution.
Some exceptions may be allowed by the coordinating institution as long as they
receive the former and written approval by the host and coordinating institutions
as well as from the EACEA Education, Audiovisual and Culture Agency. These very
few exceptions are clearly indicated in the Scholarship Contract (please read it again
so that you have all information).

4. Academic Recognition Agreement / Study Programme / Work Programme

The activities to be developed during the mobility period at the host institution
must be agreed between the scholarship holder and the parts directly involved in
the mobility.
Depending on your type of mobility, you will need to fill in and sign one of the
following documents:
i.

Academic Recognition Agreement: applicable to non-degree seeking

mobility students only (undergraduate, master and doctorate).

ii.

Study Programme: applicable to degree-seeking master students only.

iii.

Work

Programme:

applicable

to

post-doctorates,

academic

and

administrative staff only.

a) Academic Recognition Agreement For non-degree seeking mobility
students only:
The academic recognition of the subjects and research activities undertaken in the
host institution during your mobility period, and assured by your home institution,
is one of the most important aspects of this project and is foreseen in the guidelines
of the Erasmus Mundus Action 2 Programme.
The full academic recognition means that the period during which you undertake
your studies in Europe will formally be recognised by your home institution as an
integral part of your course in your home country.
By signing the Academic Recognition Agreement, your home institution
formally agrees and commits to the full recognition of studies and research
period conducted in Europe.

You must access the Scholarship Holders Section and select the Mobility
documents option where you will find the Academic Recognition Agreement.
This document must be filled in online in the consortium website4.
In order to fill in correctly the information required in the Academic Recognition
Agreement, you should previously discuss with the responsible persons at the
home and host institutions which activities will be developed and how they will be
recognised.
The reference number of ECTS credits per semester is 30, so you should keep
this number in mind when preparing your plan of activities5.
Once the document is dully filled in you must save, print and sign it. The signed
version must be uploaded in the respective field. The original document must
be sent by post to your home institution after you and your home and host
institutions sign it.
Regarding the fulfillment of the document, it is extremely important to point out
that the section Equivalent study Program in the home institution cannot be left
blank. In case there are no direct equivalent subjects, it must be included in the
document an explicit reference to the assurance of academic recognition of the
subjects undertaken in the host institution as an integrant part of your course in
the home institution.
It is extremely important to remember that, always when a change is made to the
initially signed document (for example, a change of a subject in the host institution),
a new Academic Recognition Agreement must be filled in, signed, uploaded and
sent to all involved institutions, respecting the abovementioned procedure. Failure
to do so may result in serious consequences regarding the completion of your
mobility. The new document will replace the old one. Please take into consideration
the fact that one month after the beginning of the mobility no more changes

4 Please check section D of this Guide for details.

5 The minimum number accepted will be 25 ECTS per semester.

should be undertaken so as to ensure the fulfillment of all mobility requirements

within the established deadlines.
b) Study Programme For full master degree-seeking students only:
In order to formally establish the agreement between the scholarship holder and
the host institution regarding the study plan, the document Study Programme
must be filled in in the Scholarship Holder Section, in the consortiums official
website6.
After discussing the programme with the responsible person at the host institution,
the document must be integrally filled in, saved, printed and signed. The signed
version must be uploaded in the respective field. The original document must be
kept by your host institution.
It is extremely important to remember that, always when a change is made to the
initially signed document, a new Study Programme must be filled in, signed,
uploaded online and sent to all involved institutions. Any significant change must
be reported during the first month of mobility (subjects change, supervisor change,
etc). Failure to do so may result in serious consequences regarding the completion
of your mobility.
Please take into consideration the fact that one month after the beginning of the
mobility no more changes should be undertaken so as to ensure the fulfillment of
all mobility requirements within the established deadlines. The new document will
replace the old one. This is a very important procedure that all scholarship holders
need to remember once they arrive at the host institution.

6 Please check section D of this Guide for details.

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c) Work Programme For post-doctorates, academic and administrative staff

only:
In order to formally establish the agreement between the scholarship holder, the
home (if applicable) and the host institutions regarding the work plan, the
document Work Programme must be filled in, within the Scholarship Holder
Section at the consortiums official website.
After discussing the programme with the responsible person at the home (if
applicable) and host institutions, the document must be integrally filled in, saved,
printed and signed. The signed version must be uploaded in the respective field.
The original document must be sent to your home institution.
It is extremely important to remember that, always when a change is made to the
initially signed document, a new Work Programme must be filled in, signed and
sent to all involved institutions. The new document will replace the old one. Please
take into consideration the fact that one week after the beginning of the mobility
no more changes should be undertaken so as to ensure the fulfillment of all
mobility requirements within the established deadlines. Failure to do so may result
in serious consequences regarding the completion of your mobility. This is a very
important procedure that all scholarship holders need to remember once they
arrive at the host institution.
5. Accommodation
All matters regarding accommodation must be directly addressed to the host
institution,

which will

give

you

relevant information

regarding available

accommodation costs and conditions.

Therefore, you must contact the person responsible for the mobility/contact person
at your host institution who will support you finding the appropriate
accommodation. It is important to keep in mind that it is not always possible to
guarantee accommodation in the institutions campus, so you are invited to request
11

information about all types of available accommodation and select the most
suitable.
In order to ensure the full support to our scholarship holders, the consortium
recommends that all scholarship holders have a booked accommodation before
their departure to Europe. Therefore, all European partners will try to book an
accommodation for the Erasmus Mundus scholarship holders at the host city. Once
the accommodation is booked, all scholarship holders need to comply with the
minimum stay at the booked accommodation. Any breach of this procedure will
result in the payment by the scholarship holder of the due fee for booking
cancellation. In case your host institution is not providing you with an adequate
support in terms of accommodation, please contact the coordinating institution so
as to provide you with further assistance.
In some cases there is the need of presenting an address in the host country for
visa purposes. In this case, we suggest that you inform the host institution of this
fact, so that they can, as soon as possible, also support you in this matter.
If you have some difficulties in contacting the host institution in this or any
other matter, please contact the coordinating institution immediately,
explaining the difficulties encountered.
6. Language courses
You can find some information about the available language courses at each
partner institution in the course information available online (in the websites main
page you must click on the section Courses). However, the specific and most
updated information regarding the language courses available at the host
institution must be obtained directly with the host institutions contact person.
The costs with registration in language courses shall be in principle supported by
each applicant. However, for those mobility flows of 10 months or more, the
coordinating institution may provide free language courses, depending on the
12

funds available. In case the sum of the costs for the mobility reaches the maximum
amount established by the Programme, it will not be possible for the consortium
to pay for these costs. Therefore, each case must be analysed separately by the
coordinating and the host institutions. In case you are interested in attending a
language course at the host institution, please contact the person responsible for
your mobility (contact person) at the host institution as soon as possible and
preferably before the beginning of your mobility flow.
Nevertheless,

the

scholarship

holders

must

always

inform

by

e-mail

(euroinkanet@mmu.ac.uk) the project coordination if they are registered in a

language course, indicating the course organising institution and the duration of
the course. This information and supporting documents must also be uploaded
online7.
7. Travel
The mobility scholarship, which you were awarded, also comprises the payment of
the travel expenses with a return ticket. According to the Target Group you belong
to8, the travel will be financed differently:
For TG 1 scholarship holders: the travel will be booked between the home
institution and the host institution.
For TG 2 scholarship holders: the travel will be booked between the location
of origin and the host institution.
For TG 3 scholarship holders: the travel will be booked between the location
of residence and the host institution.

7 Please check section D of this Guide for details.

8 Please check in the Apply section of the website to what TG you belong to, if you have any doubt.

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The project coordinating institution has already established your Target Group
according to the information you have provided on the application form. We will
book your travel according to the specific rules mentioned above. You must contact
by the travel agency9 so as to approve the booked itinerary and the travel dates
before the e-ticket is issued. Further details on this procedure are included
below.
In case you want us to book your travel with departure or arrival from other cities
different from the rules mentioned above, the project may not finance the expense.
Very exceptional cases may be considered (namely due to the flights availability),
which have to be duly justified and previously approved by the coordinating
institution. In those cases, the coordination will agree on the best alternative with
the travel agency.
The Manchester Metropolitan University will book all flight tickets, buying a
two-way ticket 10 through a purchasing central, and having as reference the
maximum amounts foreseen by the European Agency responsible for managing
the Erasmus Mundus Programme. We will also consider the mobility dates
communicated by the host institution and by you. Eventually, the flight may be
booked within 10 days (maximum) after or before the communicated dates.
Important: The Manchester Metropolitan University will only purchase the travel
to the host country once the mobility process has the following documents
uploaded in the scholarship holders section Mobility Documents:
Statement of Scholarship Acceptance, which confirms your interest in
benefiting from the mobility scholarship awarded;
Declaration of honour with respect to brain drain prevention;

The Euroinkanet Coordinator (MMU) will liaise between you and the Travel agency. In
other words for ALL travel matters you need to contact the Coordinator.
9

10 The exception concerns long term mobility flows, as the airlines booking system does not allow to buy a

ticket valid for more than 10 months. In this case, the coordination will buy two one-way tickets in due time.

14

Copy of the legalized diploma (applicable to full degree students only);

Copy of the visa to the host country or information of the host institution,
Embassy or Consulate stating that the visa is not necessary or copy of the passport
which proves the local nationality;
Mobility Dates (starting and ending) agreed with your host and home (if
applicable) institutions;
Academic Recognition Agreement / Study Programme / Work Programme
approved and duly signed by the scholarship holder, the home (when applicable)
and host institutions.
To proceed with the booking of your travel, you should respect the following
mandatory procedure:
a) After uploading the abovementioned documents in the scholarship holders
section Mobility Documents, you must contact the Coordinator, through the e-mail
address: euroinkanet@mmu.ac.uk

and request the issue of the flight ticket,

respecting the mobility dates and departure and arrival locations, as referred above.
b) The travel agency (see footnote 9) will define an itinerary and will send it to
each scholarship holder for analysis and approval. Before you agree with the
proposed itinerary, you have to check the proposed dates and make sure that you
have the visa valid for the period of stay at the host country.
c) Before issuing the e-ticket, the agency will request to the project coordinator to
confirm the travel booking.
d) In case all necessary conditions (see compulsory documents mentioned above)
are fulfilled, the coordinating institution will request the travel agency to issue the
electronic ticket and you will receive it by e-mail.
15

As soon as you receive your e-ticket, you must confirm whether it is available
in the Scholarship Holder Section11.
It is important to point out that, in some cases, the Consulate/Embassy demands
a flight ticket to issue the visa. As a way of answering to this request, you should
contact the coordinator as soon as possible and ask them to do a flight prebooking, which you should present to the Consulate/Embassy. This pre-booking
may be changed without any penalty.
Even in the case of requesting a pre-booking, the final and definitive ticket will
only be purchased and issued in the above mentioned conditions, that is, after
uploading all the requested documents and information.
Important: As the booking and travel purchasing procedure is centralized in the
project coordination:
We will not proceed to the reimbursement of travels already bought by you.
Once the flight ticket is issued, any change will be your own responsibility.
Important: In case the scholarship holder withdraws from the EUROINKANET
project without a reason considered valid by the coordinating institution and the
travel ticket has already been issued, (s)he must reimburse the total amount of the
travel purchase to the coordinating institution. This reimbursement may be done
in a single or several-stages payment, according to the instructions of the
coordinating institution.
Important: Return travels of the scholarship holders with duration above 10
months will be booked by the coordination at least six months before the return
date. Travels will be purchased based on the ending dates communicated by the
host institutions and after receiving the approval of the scholarship holders. If there

11 Please check section D of this Guide for details.

16

is any need to change the travel afterwards, the coordination will not be able to
pay those costs, so each scholarship holder must assure together with the host
institution that (s)he finishes all the activities in due time.
8. Insurance
The Manchester Metropolitan University will provide a collective insurance to all
the scholarship holders, in the terms demanded by the European Commission:
health, accident and travel. This is mentioned in the Formal Acceptance Letter, in
order to give answer to all demands regarding the visa procedure.
In order to subscribe the insurance, you need to reconfirm in the Scholarship Holder
Section Personal Details, the following information:
Forename
Surname
Birth date
Passport number
Nationality
Please ensure all your data is correct, otherwise the insurance may not cover your
medical expenses.
The insurance subscription will be done directly by the Manchester Metropolitan
University, as soon as you confirm the above-mentioned information and the
departure date to the host country is defined. The Coordination will directly send
you by e-mail all the individual documentation and upload it in the intranet.
In case the host institution demands the subscription of an additional insurance,
the

coordinating

institution

must

be

formally

notified,

by

e-mail

(euroinkanet@mmu.ac.uk). The scholarship holders should not pay for any other
insurance at the host institution. The coordinating institution will analyse the
possibility of directly paying these costs to the host institution.
17

In the Event of assistance being required on your trip/stay please contact CEGA
Assistance

En caso de necesidad de asistencia en su viaje o estadia por favor contactar

con CEGA Assistance

From outside the UK/ De fuera del reino Unido: +44 20 7173 7796

From within the UK/Dentro del Reino Unido: 020 7173 7796

For full details of the Insurance cover please refer to your Individual Insurance
certificate issued by the Insurance Company. Make sure you read this
document fully before you make any claim.

9. Questionnaire
Only for scholarship holders coming from partner or associated institutions:
The home institution shall organize a preparatory meeting with the selected
scholarship holders in order to clarify all doubts and give the necessary support at
this stage.
Following this meeting, you should fill in the questionnaire regarding the
preparatory meeting that is available online in the Scholarship Holders Section12.

12 Please check section D of this Guide for details.

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B. Upon arrival at the host institution and during the

mobility period
1. Meeting with the contact person at the host institution
Immediately after arrival at the host institution, you should:
first welcoming
meeting, you will receive information on several important aspects for the smooth
implementation of your mobility flow:

opening of a bank account in the host country;

registration procedures at the local authorities;

student facilities and registration at the host institution;

any other necessary procedures at this stage.

boarding passes of your travel to the contact person,

who will send them by post to the coordinating institution. A copy of the boarding
passes must be uploaded in the Scholarship Holder Section13 Mobiltiy Documents.
In case you have lost your boarding passes, you must be sure that you are able to
provide a statement issued by the flights company confirming your travel or a copy
of the passport with a stamp of the authorities confirming you entered the host
country. These documents must also be uploaded online in the Scholarship Holder
Section Mobility Documents.
reimbursement
requests of visa and travel expenses. In order to formalize your reimbursement
request you have to fill in the document available in the Scholarship Holder
Section11 Mobility Documents. All original documents must be delivered to the
contact person, who will send them by post to the coordinating institution.

13 Please check section D for further information.

19

Important: There are some expenses that cannot be immediately reimbursed

because the available funds come from the travel expenses. For those scholarship
holders whose stay is longer than 10 months, the return ticket cannot be purchased
immediately. This means that the coordinating institution does not know in the
beginning of the mobility if there will be available financial resources to cover the
reimbursement expenses. As soon as the return tickets for these scholarship holders
are purchased the coordinating institution will start the reimbursement procedures,
in case there are available financial resources;
bank account at the host country;
Scholarship Contract and upload it the Scholarship Holder
Section together with a copy of the bank account details14.
2. Scholarship
The monthly amount of the mobility scholarships was previously defined by the
EACEA (Executive Agency) and is different according to the type of mobility:
Undergraduate students - EUR 1,000;
Master students EUR 1,000;
Doctorate students EUR 1,500;
Post-doctorate researchers EUR 1,800;
Academic and administrative staff EUR 2,500.

14 For further information on how to fill in the Scholarship Contract, please check section D.

20

This monthly allowance is designed to be used for covering the payment of your
accommodation, your subsistence and all the costs regarding your stay in the host
country.
The payment of the scholarship will be done on a monthly basis, according to the
information in the Scholarship Contract.
Scholarship Schedule:
1. The scholarship payment will be organized as follows:
a. the 1st transfer corresponding to the 2 first months of mobility will be paid
directly by the coordinating institution directly to the scholarship holders bank
account in Europe..
b. the 2nd transfer corresponding to the 3rd month of mobility will be paid by
the coordinating institution directly to the scholarship holders bank account in
Europe.
c. all payments will be done uninterruptedly throughout the duration of the mobility
and on a monthly basis.
d. the first 2 scholarships will be paid after the arrival of the scholarship holders at
the host institution and after the signature of the scholarship contract.
e. as from the 3rd monthly scholarship on, all scholarships will be paid during the
first ten working days of each given month by the coordinating institution.
f. for staff mobility, the only scholarship will be paid directly by the coordinating
institution upon arrival and at the beginning of the mobility period.
2. The total number of scholarships awarded is directly related to the exact period
of the mobility in the host institution.

21

3. To calculate the exact mobility period, the informatics system uses the activities
dates or, in case the scholarship holder arrives to the host institution after the
beginning of activities, the travel dates. The scholarship holders will only be granted
a scholarship for their exact period of stay at the host institution and not the initially
foreseen period of stay.
4. In cases when the duration of the mobility period does not include a full number
of months, the 16-day rule applies in order to fulfill one month of mobility (e.g.: in
case a student undertakes a mobility period of 9 months and 15 days, 9 months
will be accounted; if a student undertakes a mobility period of 9 months and 16
days, 10 months will be accounted).
5. In all cases, the project will pay the global amount of the monthly scholarship,
and no fractions.
6. The Project cannot provide the scholarship holders with any additional funds for
installment.
The first scholarship can only be paid after the scholarship holders arrival to
the host institution and once the signed Scholarship Contract and bank account
details are uploaded/inserted online in the Scholarship Holders Section
Mobility Documents.
3. Requests for reimbursement expenses
The coordinating institution will consider the possibility of reimbursing other travel
expenses that the scholarship holders may have, but always related to their
mobility. For example: expenses with train or bus in the arrival date, and also with
the visa procedures. All expenses must have an original receipt and this must
always mention the scholarship holders name (except for transport expenses,
where this is not required).

22

In order for the coordinating institution to analyse the possibility of reimbursement,

you must keep all original receipts and, after arrival to the host institution, ask the
contact person to send these receipts, together with the respective reimbursement
request (which you must fill in the Scholarship Holder Section of the website15), to
the Manchester Metropolitan University. This must be done initially by e-mail
(euroinkanet@mmu.ac.uk) and then by international post.
We would like you to bear in mind that, if you intend to request the reimbursement
of travel , a form must be filled in online in the scholarship holders section, signed
and uploaded. For security reasons, keep a copy/scan of all receipts and make sure
the person responsible for your mobility at the host institution also does the same.
The reimbursement request must be done within the limit of 30 days upon the
start of the mobility period. Furthermore, reimbursements will be done to European
bank accounts only and considering the exchange rate of the day in which the
expenses were done.
For academic and administrative staff only: in case you want to request the
reimbursement of expenses, you may indicate a bank account in your home
country, even though it would be preferable to use a European bank account. If a
non-European bank account is used, all expenses will be reimbursed at once and
the transfer expenses will be covered only once by the coordinating institution.
Eligible expenses:

Non-eligible expenses:

these expenses have to be properly justified. In case there is an alternative

transport, namely bus or train, there will be no reimbursement.

15 Please check section D for further information.

23

xpenses
reference
luggage
Important: The coordinating institution will only consider the receipts of expenses
issued in a stamped official paper of the responsible entity, due to our financial
management rules. Without this and the reimbursement request, any eligible
expense will not be considered as so.
Reimbursements of expenses with authentications and recognition of signatures
may only be considered when the receipts are properly identified with your name
and when accompanied with a document that clearly states the demand of the
Embassy/Consulate for these acts.
In case the Embassy/Consulate demands the visa payment by bank transfer, we
may only consider the receipts which clearly state the name of the recipient (ex.:
Consulate of Spain).
4. Monitoring
The host institution will organize, in the first days after your arrival, a welcoming
meeting with the incoming scholarship holders in order to clarify all doubts and
give the necessary support at this stage. Furthermore, for all students and
researchers, the host university will organize regular monitoring meetings, which
are mandatory, in order to check the status of the mobility.

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5. Questionnaires
Questionnaires on meetings
Following each of the organized meetings, it is mandatory to fill in the respective
questionnaires in the Scholarship Holder Section. These feedbacks are crucial to
the coordinating institution and also to the good implementation of the project.
Your insights and opinions will help the partnership to adapt or correct the
established procedure or even to adopt new ones so as to be better prepared for
the upcoming mobility flows.
Progress Questionnaire
For all students and researchers, it is mandatory to fill in a progress questionnaire
concerning the implementation of the mobility period.
This questionnaire must be completed in the Scholarship Holder Section after 3
months from the arrival at the host institution.

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6. Communication with Scholarship Holders

The coordinating institution has created a set of information to be provided to the
scholarship holders before and during the mobility period. The following table
shows the dates established for the communication:
Reminder on the necessary procedures 5 days before the travel date
regarding the travel and arrival at the host
institution
Reminder on the need to fulfill welcoming 10 days after the starting date of the
meeting questionnaire

mobility period

Reminder on the need to fill in monitoring Every 3 months after the starting date of
questionnaire

the mobility flow (only mobility flows of 6

months or more)

Reminder on the necessary documents for 15 days before the date for the ending of
the conclusion of the mobility flow

the mobility flow

Request for feedback of the mobility period 5 days after the ending date of the mobility
upon its conclusion

period

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C. Finishing the mobility period

1. Boarding passes
If you are a scholarship holder coming from a partner or associate institution,
you must hand out the boarding passes of the return flight to the home institutions
contact person which will send them to the project coordinator by international
postal mail.
If you are a scholarship holder coming from a non-partner institution, you must
send the boarding passes of the return flight to the project coordination to the
address indicated in the contact details (section E).
Important: Regardless of the case, you must always upload a copy of the boarding
passes in the Scholarship Holder Section of the website within one week after the
return to the home country.
In case you have lost your boarding passes, you must be sure that you are able to
provide us with a statement issued by the flights company confirming your travel
or a copy of the passport with a stamp of the authorities confirming you left the
host country. These documents must also be uploaded online.
2. Transcript of Records / Report of Activities
If you have attended courses at the host institution, you must be sure that the
host institution provides you or directly to your home institution the transcript of
records with your grades and uploads this document directly online.
If you have NOT attended courses at the host institution, you must ensure that
the host institution uploads in your mobility process a report of the undertaken
activities. This report must be done by the person responsible for such activities,
describing them and giving a qualitative or quantitative assessment of your
performance.
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The Transcript of Records or Report of Activities must be uploaded by the contact

person of the host institution immediately after the end of your mobility period. In
case your host institution fails to upload the document you must do so in order to
ensure that your mobility file is completed.
3. Comments about the experience
It is extremely important for the consortiums coordination to share with all the
participants the experiences of the EUROINKANET scholarship holders. Being so,
we would like to receive, just after the end of the mobility, a short text about your
experience and even some photos. We will be delighted to publish them in our
Newsletters and in our website as well. You may read the published Newsletters in
our website: euroinka.eu.
4. Final Questionnaire
You must fill in the final questionnaire in the Scholarship Holder Section. The
document must be printed, signed and uploaded in the same section at the latest
30 days upon completion/ending of your mobility.

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D. Scholarship Holder Section

This section of the EUROINKANET website is intended to constitute a database of
all documents integrating your mobility process.
By accessing the Scholarship Holder Section with your username and password
(the same that were created to fill in the application form), you will find the option
My Documents with all the documents that you will have to fill in on-line by
selecting the icon

through the several stages of your mobility period.

This will allow you to easily identify what documents are still missing in a specific
stage of mobility.
Important: each document will become active as soon as that stage of your
mobility period is reached.
After filling in each of these documents, you must save them. Then, you should
print them, by using the icon

. The paper version must be signed and uploaded

in the respective field, by using the icon

Important: Please note that some fields in the above-mentioned documents

are already filled in and you just need to confirm their content.
Filling in the Scholarship Contract:
This document should only be filled in after arrival to the host institution. The
scholarship holder must fill in sections A, B and D of the document, whereas the
person responsible for the mobility in the host institution must fill in section E.
Please bear in mind that you may only print the document once it is completed by
you and by the host institution. This is why it is so important to assure this
procedure is done in the first meeting with the contact person at the host
university.
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Regarding the other documents that you can find at this section, you just need
either to download (

) or upload (

) them, depending on the icon that is linked

to them.
Documents available at the My Documents section: please check your information
online and note that some other documents might be added later.
If you experience some difficulties in filling in or finding any information, please
inform the coordinating institution immediately so that specific support may be
provided to you.

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E. Contact details

Latin American partner institutions:

UNESP

Patricia Spadaro

erasmus@reitoria.unesp.br;

UNJU

Beatriz de Suifi

bsiufi@gmail.com;

UNSL

Albertina Massana

erasmus.unsl@gmail.com;
robertoantelo@upsa.edu.bo;

UPSA

Roberto Antelo

katherinebruun@upsa.edu.bo;

Lauren Muller

laurenmuller@upsa.edu.bo;
amkomarek.hotmail.com;

USFX

Ana Mara Komrek

r_internacionales@usfx.info;

Luis Alberto Rios Solares

lalrios@hotmail.com;
nadjacaetano@yahoo.com.br;

UESPI

DRI UESPI

dri.uespi@gmail.com;
maria.cuevas@ucc.edu.co;

UCC

Mara Paula Cuevas

internacionalizacion@ucc.edu.co;

Fernanda Caballero

fernanda.caballero@ucc.edu.co;
jdomingu@espol.edu.ec;
mlasio@espol.edu.ec;

ESPOL

Juan Manuel Dominguez

relex@espol.edu.ec;
drodriguez3@udem.edu.mx;

UDEM

Daniela Rodrguez

thomas.buntru@udem.edu.mx;
rencinafre@hotmail.com;

UCA

Rosa Esther Encina

relinter@uc.edu.py;

David Ruiz Vilchez

daruvi-1268@hotmail.com;

Zeida Patricia Hoces La Rosa

gloca2168@hotmail.com;

Gema Natividad Sologuren

gemasologuren5@hotmail.com;

UNJBG

Garca

ocni@unjbg.edu.pe;

UNJMA

Doris Bustina Saldivar

cti@unajma.edu.pe;

UNH

31

European partner institutions:

MMU

MMU Team

euroinkanet@mmu.ac.uk

TUAS

Alberto Gonzlez

alberto.gonzalez@turkuamk.fi;

BKE

Andrs Gbor

UPorto

Fatima Marinho

Gabor@informatika.uni-corvinus.hu;
emundus@reit.up.pt; international@reit.
up.pt; bcosta@reit.up.pt

UVIGO

UVIGO Team

euroinkanet@uvigo.es;

UPV

Begoa Luzar Julian

blluzar@upvnet.upv.es;

Gustaf Cars

Gustaf.cars@uadm.uu.se;

Wenche Gros

wenche.gros@uadm.uu.se;

UU

Coordination Team Contacts:

E-mail:
euroinkanet@mmu.ac.uk
Phone number:
+44 (0)161-247-6170
Address:
EuroInkaNet Project
Manchester Metropolitan University
Business School
All Saints Campus
Oxford Road
Manchester UK
Projects Coordinator: Alberto Paucar-Caceres
Projects Manager: Marif Zudaire-Echevarri

32

F. Check List
Before leaving to the host institution:
- Request visa
- Legalize diploma (only for master and doctorate degree-seeking students)
- Define study/work programme in contact with the contact person or the
responsible person at (home and) host institution
- Attend the preparatory meeting with responsible at the home institution for
scholarship holders coming from partner universities
After arriving to the host institution and during mobility period:
-

Scan your boarding pass (outbound travel); upload it to the website and hand
it out to your Host Institution Coordinator who will post it to the Coordinator.

Fill in and upload the welcoming meeting questionnaire in the Scholarship

Holders Section

Open an European bank account if applicable

Fill in and sign Scholarship Contract

Upon return to the home country:

-

Scan your boarding pass (return travel); upload it to the website and hand it
out your Home Institution Coordinator who will post it to the Coordinator
(MMU).

33