Hochschule Karlsruhe Hochschule Karlsruhe - University of Applied Sciences
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Hochschule Karlsruhe Hochschule Karlsruhe - University of Applied Sciences

Your health and safety are top priority

Should you prematurely end, interrupt or not be able to start your Erasmus stay due to the Corona Pandemic, the "Force Majeure" regulation applies in justified cases. Here you ll find an overview of the current measures.

In general, please feel free to contact us at any time if you need assistance, preferably via mail 

Please note that purely virtual stays abroad are not eligible for an Erasmus+ scholarship grant!

Inform yourself in advance on the pages of the Foreign Office about travel warnings, restrictions on travel, quarantine measures, restrictions on public life. Many answers to the diseaseitself have been summarized by the Robert Koch Institute .  The DAAD has also publishedFAQ for students.

Postponement of the stay abroad

If you have already received the Grant Agreement and the start of your internship or study stay is postponed, you can send us the form During the Mobility (PDF) by mail as soon as you have agreed on the new period with your internship site or as soon as it is clear when the new study stay will start.

Please note your date of de-registration indicated in Placement Online/Mobility Online - you must be enrolled for the entire duration of the internship/study.

If you have incurred costs as a result of postponing your stay, please proceed as described under "Failure to commence internship/study". In that case, the costs may be reimbursed to you under certain circumstances. A new application is then necessary for the new period of the internship or study.

Quarantine times in the destination country

Should you have to follow a quarantine obligation upon entry into the destination country, then this period can be financially supported. Please inform us in advance if you need to go into domestic quarantine in the destination country.

Awritten confirmation of your internship position (Word)  or your host university (Word) with the exact quarantine period must be submitted in order for the period to be financially supported.

Interruption of the stay abroad

If you have to interrupt your internship or studies abroad due to the Corona pandemic and do not have the opportunity to work in a home office or attend online lectures, there are two options, which are explained in more detail below:

  1. You remain in the destination country during the interruption.

  2. You travel back to Germany

    due to the interruption.

How to continue after the interruption, you can read in the item "Blended Mobility"

Remaining in the destination country

If you have to interrupt your internship/study, but remain in the respective destination country and thus continue to have running costs such as rent and electricity, you can still be awarded the full Erasmus grant agreed in the grant agreement.

Please record your interruption days in the following form (PDF)and send it to us per Mail to.

Return journey to Germany

In this case, the so-called Interruption Days take effect. Please send us, as soon as you start the internship/study again, the completed form (PDF)so that we can recalculate your scholarship. 
If you have continuing running costs in the destination country during the interruption (e.g. rent, electricity) you may be awarded the full Erasmus grant agreed in the Grant Agreement.

For this we need a proof that you will not be reimbursed for the costs. You can submit the proof as follows:

  • as correspondence (with the landlord, insurance company, etc.) stating that you will not be reimbursed even though you are no longer in the destination country or have not used the service OR
  • as a screenshot of FAQs etc. showing that no costs will be reimbursed in your case. For this purpose, you must also submit your signed affidavit 

Extension or termination of the stay

If you would like to extend your stay at the same time, please include the new end date in the same form (PDF) . We will check if an extension is possible, based on your remaining funding quota and your de-registration date.
You want or have to discontinue the internship / studies  Then please give us immediately feedback, because in the event of a discontinuation other settlement variants for the scholarship apply. The exact information on this you can also read on this page or ask us directly - by phone or email.

 

Blended Mobility / Virtual Mobility

The virtual mobility must contribute to the achievement of the learning objectives and should, if possible, be continued locally or start locally. There are three scenarios for a blended mobility (see below)

The minimum funding period of an Erasmus+ mobility of two months (internship) or three months (study) should be met. However, provided that restrictions due to the Corona pandemic persist, the physical mobility period may be shortened or cancelled and replaced by an extension of the virtual mobility period. Interruption periods between the virtual and physical mobility phases are also permitted.

Start in destination country

You start locally in the destination country (regardless of whether you work/study locally in presence or virtually): Upon arrival in the destination country you receive the regular grant, regardless of whether you subsequently complete part of your internship/study in the home office or as an online course in the home country.

Formulare

Please inform us before the start of your internship or study, if you start this virtually, no matter if you start this virtually in your home country or virtually in the destination country - use our form for this. We will then inform you about the further steps.

Start in home country, continuation in destination country

You start in the home country (in the home office or with online lectures) and continue the study/internship in the destination country (whether in presence or virtually)

For stays abroad that are started in the home country, only the part that takes place in the destination country is funded. It does not matter whether you then continue your mobility in presence or virtually in the destination country.

  • For internships: Please note that your internship site must confirm the total period (in a Internship Certificateor on the Traineeship Certificate) as part of the final documents, so that all days and thus the scholarship agreed in the grant agreement can be recognized and paid to you.
  • When studying: Please note here that your host university in the Learning Agreement "After the Mobility" must confirm the entire period, so that you can be recognized and paid all days and thus the scholarship agreed in the grant agreement.

Start and end in home country

You start and end your internship/study abroad in your home country (e.g. by home office or online lectures):

In this case, funding by Erasmus+ is not possible and you must - if a first installment has already been paid out - pay it back. However, if it is unplanned that you have to spend the entire stay in the home country and there are costs in connection with the internship/study incurred, which are not reimbursed to you, you can submit them to us.

Termination of the stay abroad

It is also possible that you may have to terminate your internship/study unplanned due to the Corona pandemic. You will find the billing regulations for terminations shown below (day-by-day billing / billing of current costs / billing of additional costs).

It is very important in advance: If you cannot provide proof, we cannot reimburse the costs.

Good to know:Of course you can apply again for an Erasmus+ scholarship in the future.

Day-by-day accounting of the scholarship

In any case, you will receive a daily statement of your scholarship incl. home office or online lecture times. For this we need a written proof of your internship or host university about the actual period of stay.

This proof can take the form of an formless email from the internship site or host university directly to us. Alternatively, a certificate issued by the internship site or host university can be submitted.

Settlement of non-reimbursed running costs

If, after your return, there are still current costs in the destination country or incurred costs due to unused services that you cannot be reimbursed even if you ask for them, you may receive your total stipend. This is true even if expenses incurred were reimbursed in the form of a voucher and you prefer a monetary payment.

Please submit the following documents in this case:

  • Email indicating the items that have not been reimbursed, e.g. "April monthly rent" (please do not submit receipts)
  • Correspondence indicating that you have made an attempt to recover the costs.
  • If the correspondence cannot be provided, for example, because the provider(s) only provide information by telephone and refer to the T&Cs or FAQs on their website:

Settlement of unreimbursed additional costs

Only the costs that they have not used will be taken into account. For example, we will not reimburse a round-trip flight that you used or the rental for the months that you used on site. However, if you incurred additional costs (e.g., buying an additional return flight because the first one could not be rebooked), we can account for those separately.

For this purpose, you must submit the following receipts to us:

  • Completed cost report (xls) 
  • Directionally numbered receipts (scans will suffice)
  • Correspondence indicating that you have made an attempt to recover the costs. (If the correspondence can not be provided, proceed as for "Settlement of current costs."

Failure to start the stay abroad

In the worst case, you cannot start your internship or study abroad because of the Corona pandemic. In this case please tell us if there were any additional costs due to the non-arrival or if you had costs for services you did not use, which you did not get refunded even when asked (e.g. rent / deposit / flights / train tickets etc. already paid). 

Important: If you cannot provide proof, we cannot refund the costs.

No costs have been incurred

In this case, we have to reclaim the entire scholarship already paid out. As soon as you receive the reclaim letter from us by mail, we ask you to pay back the amount within one month

(Current) costs have been incurred

If costs have been incurred and you have not been reimbursed OR if you have received reimbursement in the form of a voucher but would prefer a monetary payout, please submit the following documentation to us:

  • Completed cost report
  • Directionally numbered receipts (scans will suffice)
  • Correspondence indicating that you have made an attempt to recover the costs
  • If the correspondence cannot be provided because, for example, the provider(s) only provide information by telephone and refer to the T&Cs or FAQs on their website:


If you have not yet received a first installment, we will refund the submitted costs. If the first installment has already been paid out, the costs incurred will be offset against this amount. Please note that a maximum of the scholarship agreed in the grant agreement can be paid out.

Additional costs have been incurred

If additional costs have been incurred, such as an extraordinary trip to the destination country in connection with the non-arrival (e.g. additional trip due to moving out), you must submit the following documents to us

If you have not yet received your first installment, we will refund the submitted costs. If the first installment has already been paid out, the costs incurred will be offset against this amount. Please note that a maximum of the stipend agreed in the grant agreement can be paid out.

Do you have any questions? Then send us an email or give us a call!

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