Published: 18th June, 2025

I. TO-DO AFTER THE MOBILITY

By submitting the Erasmus + final documents, students fulfill their obligations under the Grant Agreement regarding the settlement, and at the same time requests the payment of the residual scholarship.

HOW TO CLOSE THE MOBILITY?

For those who applied for a traineeship before 26 August 2025 and NOT in the Mobility-Online platform, please send the documents listed below to your faculty coordinator by email.

1. Confirmation e-mail of the filled EU Survey.
   Students are required to complete an online report about their Erasmus + mobility. You will automatically receive an invitation to complete it by e-mail within 1 day of the closing date specified in the Grant Agreement. The certificate of the completion must be sent to your faculty coordinator. (If you can't find the confirmation email, please attach the first page of the completed report.) 
   Attention! The interface that sends the invitation to the EU survey to students is not working in certain cases. If this affects you, you can temporarily submit your final materials without the certificate, thereby requesting the payment of the remaining scholarship. At the same time, we would like to draw your attention to the fact that it is mandatory to fill out the form afterwards (we will also send a warning e-mail about this); in case of failure to do so, you will have to pay back the whole grant!

2. Transcript of Records/Traineeship Certificate: It contains all the courses completed at the host institution and their credit value / the student's professional activity, as well as the signature and seal of the host institution, etc. (In the case of traineeships, it can be substituted by the Learning Agreement After the Mobility section)

3. Certificate of Attendance: it confirms the exact dates of your mobility, please ask your host institution to fill it out and sign it. In the case of study abroad mobility, please use the Certificate of Attendance form provided, but in the case of traineeship it can be substituted with the Learning Agreement After the Mobility section or the Traineeship Certificate. We only accept documents that are electronically authenticated by the host institution, or signed by hand and scanned. In exceptional cases – if the host institution is unable to arrange otherwise – a signature inserted as an image may also be accepted; however, in such cases the e-mail in which the document was sent to the student must be added to the closing documentation as well. (In the case of a Gmail mailbox, after opening the message, click on the three dots in the top right corner to download the email as a file with the “.eml” extension.)

4. Certificate of green travel: Students awarded with the additional support for green travel are obliged to keep the travel documents and provide proof of the realised green travel at the end of their mobility. Accordingly, please take special care to keep the tickets used during the trip! Accepted certificates:

   • travel documents (travel tickets - e.g. bus ticket, train ticket), which contain the name of the student, the travel dates and the location of departure and arrival, or

   • without them (e.g. carsharing, car-pooling, train ticket without a name) a legal liability form (through Digital Citizen (DÁP) mobile app or any, at least advanced electronic signature /e.g. Netlock/ belonging to you may be used for the signature, or printed out, signed with a blue pen, scanned and then sent).

5. Proof of use of the additional support for students with disabilities or long-term illnesses: Students awarded the additional support must provide proof of use with an itemised list supported by invoices at the end of their mobility. Please follow the guidance for the documentation you received via e-mail when you were awarded with the additional support. Failure to do so will prevent closing your mobility.

FURTHER IMPORTANT INFORMATION ABOUT CLOSURE

It is possible to change the previously given bank account number and receive the second instalment of your scholarship into another bank account, see During the mobility, II./A.  

Attention! In the case of Erasmus studies - in accordance with Art. 4.3. of the Grant Agreement - the 2nd instalment of your Erasmus+ scholarship can only be awarded if you have fulfilled your obligations during your mobility, as detailed in pt. 2 of the general credit recognition procedure.

We only accept a complete set of documents. Incompletely submitted packages will be returned to complete, which can significantly slow down the disbursement of the remaining scholarship amount. Therefore, we strongly urge all students to hand over their package to their faculty coordinator only after they have obtained all the necessary documents.

If the duration of the mobility is shorter than indicated in the Grant Agreement, the scholarship will be recalculated for the shorter period at the end of the mobility and the student will have to reimburse the difference to Erasmus+ programme if it is not covered by the 10% remaining scholarship amount.

In the case of study abroad mobility, if the minimum credit requirement is not met, the student is entitled only to the credit-proportionate part of the scholarship amount. The credit rate of the scholarship is calculated by dividing the total amount of the scholarship by the minimum of 20 credits to be completed. The final amount of the scholarship will be reduced by the number of credits not completed multiplied by the number of credits. The determination of the completed credits is based on the Transcript of Records issued by the host institution. However, the student may request to be exempted from the repayment of the grant due to uncompleted credits in justified cases. To do so, they must submit a request to the faculty, describing in detail what prevented them from obtaining the required number of credits. Please contact your faculty coordinator for details.

If you have any further questions about the above, feel free to contact your faculty Erasmus+ coordinator.

Thank you very much for your cooperation.