Rules of obtaining additional co-financing in the form of real costs

RULES FOR OBTAINING ADDITIONAL FUNDING IN THE FORM OF REAL COSTS
under the agreement KA131-2024
students/doctoral students/recent graduates/staff with disability

1. The Participant with a certified degree of disability (the certification should be presented at the IRD along with the application for additional funding) has the right to receive additional funding through the inclusion support category to cover costs di-rectly related to disability that exceed the top-up amount to individual support for par-ticipants with fewer opportunities. This additional funding covers expenses directly re-lated to disability, without which the participation in the mobility would not be possible, and is not provided by the receiving university/institution or other sources.
2. The amount of additional funding is calculated based on a separate application (a template is provided by the National Agency, the NA) that should be filled in and submitted to the International Relations Department (the IRD) by the Participant. The application must be submitted immediately after the participant is qualified for the mobility and no later than 7 weeks prior to the start of the mobility.
3. The Participant must specify in detail their needs resulting from disability that require covering non-standard travel and subsistence costs. For each so-called additional cost the participant must provide a detailed justification along with the amount of expected expenses and provide a source on the basis of which this amount was calculated.
4. Additional funding may be granted for covering disability related costs, without which the participation in the mobility would not be possible, and applies to the following situations:
   1. the disability requires special transport for the mobility Participant to the destination (special transport costs exceeding the flat rates);
   2. disability requires accommodation in a separate room, as specified in the disability certificate – in this case, the NA will cover up to 50% of the actual costs of renting a flat or room. In other cases, additional funds for renting a flat or room will not be granted;
   3. disability requires support for the mobility Participant by an accompanying person for part or all of the stay abroad (travel costs of the accompanying person and costs related to the stay of the accompanying person – accommodation, meals, local transport, etc.). The stay of an accompanying person excludes the possibility of covering the costs of a local carer at the same time;
   4. disability requires support for the mobility Participant by a professional local carer (salary costs). The work of a professional local carer excludes the possibility of covering the costs of an accompanying person at the same time;
   5. disability requires special medical care for the mobility Participant on site (costs of medical care, rehabilitation, without which the stay abroad would not be possible) – the award of funding in this category requires the submission of a medical certificate indicating the necessary scope of special medical care;
   6. the disability requires the mobility Participant to incur other costs without which the mobility could not be carried out.
5. The application is reviewed by the institutional coordinator of the Erasmus+ programme and by a representative of the Accessibility Department at the University of Szczecin; each application submitted to the National Agency (the NA) will be examined on a case-by-case basis, with the NA having the right to require the Participant to provide additional justification if in doubt.
6. The NA defines the types of costs for which additional funding is awarded and the amount of this funding.
7. The additional costs will be settled using additional funding settlement form for the participant with fewer opportunities (a template is provided). This settlement will be based on real costs according to source documents that should include:
   1. name and address of the issuing authority,
   2. amount and currency,
   3. date of issue.
8. The bill or invoice should be issued to the Participant who should describe the cost and sign the bill or invoice.
9. The list of source documents or other documents eligible for cost recognition:
   1. special transport costs incurred by the Participant – invoice or receipt;
   2. costs of the Participant’s accommodation in a separate room – invoice or receipt (max. 50% of the actual costs incurred);
   3. stay of an accompanying person:
      1. travel costs – based on a certificate signed by the host organisation, specifying the start and end dates of the accompanying person’s stay. Lump sum according to the distance calculator (standard or increased for low-emission means of transport);
      2. accommodation costs – based on a certificate signed by the host organisation specifying the start and end dates of the accompanying person’s stay:
         • up to the 60th day of the accompanying person’s stay – a lump sum according to the daily rates for staff mobility
         • from the 61st day of the accompanying person’s stay – according to actual costs based on an invoice or receipt
   4. costs of remuneration for a professional local carer (the employment of a local carer excludes the possibility of covering the costs of an accompanying person at the same time) – invoice or receipt;
   5. costs of special medical care for the Participant – invoice or receipt;
   6. other costs requested by the Participant (if recommended in the disability certificate or by a doctor) – invoice or receipt.
10. To all the above-mentioned documents, confirming that the Participant covered additional disability related costs, the Participant should attach a confirmation of payment (or a transfer).
11. All the documents must bear the Participant’s original signature and must be submitted to the IRD no later than within 14 days from the end of the mobility.

templates and rules are available for viewing in the IRD