ERASMUS FAQs

Questions & Answers

Here you can go through our Erasmus FAQ section to find answers about internship, youth exchange, how to become a partner, travel and finance-related questions.

Travel-related questions

  • It’s necessary to have everything, which proves that you have travelled: 1) from your departure point to your destination; and then 2) back to your departure point.

    For example:  You live in Paris and the project takes place in Kaunas, Lithuania. All the documents that you use for travel “Paris-Kaunas-Paris” need to be presented.

    The needed documents vary for different means of transport:

    Mean of transport What is needed
    Private car Receipts for gasoline/diesel, etc.

    (If the car is rented) an invoice from the rent company

    Bus/coach Ticket
    Train Ticket
    Plane (flight) Boarding pass

    Invoice (please get it before your flight)

    Taxi NOT REIMBURSABLE
    • Your trip to the destination: bring the needed travel documents with you to the project.
    • Your trip back home: you will have to send the travel documents to the project organiser via post. Don’t lose the documents, because the organiser will NOT be able to reimburse you!
  • Generally, it is sufficient to provide the project organiser with an electronic/digital document when BOTH of the following is true:
    1) you have received your invoice/ticket/boarding pass via email;
    2) you don’t need to print it to travel.

    If you have such documents, you don’t need to print them out, just send them over to the organiser (in one e-mail, preferably).

    Original/printed document is needed if:
    1) you have received your ticket/receipt/boarding pass in a paper form (e.g. machine printed it out);
    2) your electronic ticket/boarding pass is invalid for boarding.

  • If a boarding pass or travel ticket is lost, a Declaration of Honour from the participant and a proof from the travel agency and/or the travel company are required.

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Internship-related questions

  • Any student can apply for an internship at Active Youth. You can find more information here: www.activeyouth.lt/join and https://www.activeyouth.lt/erasmus-internship

    • To apply for an internship, you will have to:
      – complete a brief task (15-20 mins)
      – send it to info@activeyouth.lt
      – you will then receive an email with a feedback or an an invitation to a Skype interview.

    Find the task here:  www.activeyouth.lt/join  

    More on how to apply for an Erasmus+ internship: https://www.activeyouth.lt/erasmus-internship

  • You need to be fluent in English. Speaking other languages gives you greater chances to become a part of Active Youth team. You don’t have to speak Lithuanian. Lastly, no documentation is needed.

  • There are no deadlines. You can send your application anytime.

  • Your internship at Active Youth can last from a minimum of 3 months to a maximum of 12 months.

  • The starting date is flexible (and will be agreed between the candidate and us).

  • We may accept up to 4 interns at the same time/period.

  • You will receive an email within a few days following the Skype interview with the confirmation or rejection of your candidacy.

  • Unfortunately, not. However, you get free lunch every workday at Active Youth.

  • At Active Youth working hours are flexible. As long as you get your work done, you choose at what time you wish to arrive and leave the office.

  • Most of the tasks our interns do:

    • prepare a new Erasmus+ KA1 or KA3 project (youth exchange, mobility of youth workers);
    • assist in preparation of EVS project and its management;
    • assist in organisation of the approved Erasmus+ Training Courses
    • assist in coordination of Erasmus+ KA2 Projects

    You might also be responsible for:

    • new partner search across Europe;
    • creation of organisation’s digital materials (video / photo production), graphic design, and similar actions;
    • content of the webpage of organisation, etc.
  • We work with a wide range of topics. Check them here: https://activeyouth.lt/about-us/projects/?lang=en

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Partners-related questions

      1. The partner should have a following on social networks, a pool of volunteers and trainers to use for the project’s activities;
      2. The partner should have relevant experience in the topic of the project;
      3. The partner has to have professional approach to work:
        1. be easily reachable (via phone, email or messaging) ;
        2. make sure that all the deadlines are met;
        3. results/products are relevant and usable, as well as disseminated.
      4. The partner needs to have digital skills;

    The partner should be speaking English.

  • We are open to all proposals and/or inquiries. So, don’t hesitate and:

    • Drop us an email (exchange@activeyouth.lt)
    • Call / message us (+370 64331871). We will answer on Whatsapp / Viber / iMessage as well
    • Fill-in the contact form at the bottom

    Contact us on Facebook

  • Yes, both the hosting organisation and the partner organisations must register on the European Commission’s Participant Portal before completing the Erasmus + application form.

  • The organisation’s legal representative must complete, signe and date the Legal Entity Form. Organisations should also upload their VAT certificate if they have a VAT number.

    The Financial Identification Form must be completed, signed and stamped by the organisation’s bank or alternatively should be accompanied by a recent bank statement for the given bank account.

  • It depends on the project.

    The cooperation agreement usually defines the role of each participating organisation and describes the necessary arrangements agreed between the partners.

  • Participants must be residing in the participating countries.

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Finance-related questions

  • “Organisational support” e.g. costs directly linked to the implementation of the mobility activities are covered by the European Union. It includes:

    • preparation,
    • rental of rooms/material,
    • accommodation,
    • food and local transport,
    • equipment and materials,
    • dissemination and exploitation of results,
    • follow-up activities.
  • All participants from eligible countries represented by the consortium are eligible, including the residents of the country where the activity takes place.

  • Indirect costs are beneficiary’s general administrative costs which can be attributed to the project (e.g. staff costs, electricity, internet bills, etc.).

    Note: only certain types of projects account for these costs. Both the lead organisation and the partners can be eligible.

  • Visa related-costs are eligible and must be declared under ‘Exceptional costs’.

  • It varies per programme / project. Usually, budget transfers are permitted under the same budget heading (e.g. funds for one partner’s travel can be assigned to the travel of another).

  • The coordinating organisation decides to allocate the budget to the partners or to centralise all the payments.

  • All invoices must be available upon request, they have to be conserved for 5 years and available for auditors.

    Generally, the coordinating organisation decides whether to centralise all the invoices or to request the documents from the partners if necessary.

  • Payment in cash should be documented, you should have what we call a “Pity cash” and keep all proof of cash withdrawals.

  • Eligible Printed or electronic invoice (from the service provider)
    Salary slip / employee’s timesheet (or a similar document)
    Only as a supporting document Bank statement
    Work contract (or similar)
    Printed receipt
    Non-eligible Hand-written notes / cheques
    ATM (cash-machine) receipt

     

    If unsure, please ask us before the expense has been made. Otherwise, a reimbursement might not be possible.

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