We would like to inform our colleagues that, as of September 22, 2025, the procedure for submitting applications will change. From this date onwards, applications will only be accepted through the My Semmelweis website.
Please note that the option of submitting applications by e-mail will be discontinued, and starting September 22, 2025, we will no longer be able to accept any applications sent via e-mail.
Staff Mobility for research
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Duration: min. 2 days, max. 60 days
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Supported activities: research activity
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Locations: at a university, hospital, or other healthcare institution
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Program validity: the mobility period must be completed by 31 August 2027
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Maximum number of funded days:
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Within Europe (EU countries): min. 2 days, max. 14 days
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Outside Europe (non-EU countries): min. 2 days, max. 21 days
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table of contents:
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General Information
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Application Process
Application requirements, funding amounts, available countries, application process, evaluation, submission of missing documents, appeals -
Next steps after awarding the scholarship – Before the mobility begins
Signing the grant agreement, arranging insurance, scholarship payment -
Closing the mobility period – tasks during and after the mobility
Required documents for closing the mobility, Send a postcard! ♥
General Information
We process incoming mobility applications continuously, in chronological order. We make every effort to evaluate each case as quickly as possible. If you do not receive a reply within a short time, please do not worry – you can rest assured that you will always receive feedback from us.
The application must be submitted at least 1 month before the start of the mobility, and preferably 2 months in advance. Applications submitted with a deadline shorter than 1 month will be automatically rejected. The administrative procedures require considerable time, and all documents must be signed by all parties before departure. If this is not completed, the applicant will not be able to travel. Please make sure to carefully check which documents are required; these are detailed below in the section “Application Process.” Application materials may be sent to us in scanned form, with the exception of the Grant Agreement, which must be submitted in two original copies. We recommend that you keep the original version of all the documents listed below, as they may be requested from you at a later stage. The scholarship amount awarded under this application depends on the duration and type of the scholarship period, as well as the host country (see details below). The funding provided may not fully cover the actual expenses incurred. Within the scholarship programme, the support is paid in Hungarian Forints (HUF). It is important that the student’s bank account is able to receive payments in HUF. If the provided account cannot accept HUF currency, the transfer of funds will not be possible. For students: pannonia@semmelweis.hu For staffs: My Semmelweis
What You need to know about the application (when and how)?
Please note that we can only accept your application, and the one-month submission deadline will only be considered valid, if all required documents listed on the website are attached. This is necessary in order to ensure a smoother process and to avoid returning the application for missing documents.
Scholarship amount and payment
Our communication channel
Application Process
Who can participate in the program?
What requirements must the staff member meet?
- a full-time or part-time employee of the University (working at least 2 hours)
- a Hungarian citizen (or residing in Hungary with a permanent residence permit or as a refugee)
- the employee’s participation in the mobility programme is supported by their direct leader
- the programme outlined in the application is aligned with the objectives of the organisational unit and the University
- arranges their own travel
- has adequate language skills required to participate in the programme
Funding Amounts, Available Countries
Travel grant opportunity (not automatically granted)
Travel support is not granted automatically.
If you requested it in your application, we may award it provisionally in advance; however, this support is only considered final (this is confirmed during the review of the closing documents after you have returned home) if your travel complied with the rules below and you can prove it with a ticket and/or boarding pass showing both the departure and return dates. If your outbound and/or return travel dates coincide with the dates specified in the contract, you must repay the travel support.
Travel-day support can be requested for a total of 2 days (maximum 1 day for outbound travel and 1 day for return travel), except in the case of long-term mobility.
The outbound and return travel dates may not coincide with the actual mobility dates recorded in the contract (see the example below). Travel-day support is granted only if the journey starts no more than 2 days before the mobility begins and ends no more than 2 days after the mobility ends.
Example
Actual mobility dates recorded in the contract: 07/14–07/18
Travel-day support is granted, for example, if:
- you depart from Hungary on 07/12 or 07/13 (it cannot be requested for departure before the 12th);
- you depart to return home from abroad on 07/19 or 07/20 (it cannot be requested for return after the 20th).
Transfers and time zone differences: Transfers and time zone differences do not affect the number of eligible travel days, so travel must be planned accordingly.
Therefore, if the applicant travels more than 2 days before the mobility starts, or returns home more than 2 days after the mobility ends, they are not eligible for travel support.
Amount of staff grants
The scholarship amount that can be awarded depends on the length and type of the funded period, as well as the so-called country group assigned to the host country (see the list below).
| I. country group | II. country group | III. country group |
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| 1-15. days: 70 000 Ft/day | 1-15. days: 60 000 Ft/day | 1-15. days: 50 000 Ft/day |
| 16-30. days: 46 200 Ft/day | 16-30. days: 39 600 Ft/day | 16-30. days: 33 000 Ft/day |
| from the 31st day 23 100 Ft/ day | from the 31st day 19 800 Ft/ day | from the 31st day 16 500 Ft/ day |
Country Groups
I. Country Group
Andorra, Australia, Austria, Belgium, Cook Islands, Denmark, South Korea, United States, United Kingdom, Faroe Islands, Fiji, Finland, France, Netherlands, Hong Kong, Ireland, Iceland, Israel, Japan, Canada, East Timor, Kiribati, Liechtenstein, Luxembourg, Macau, Marshall Islands, Micronesia, Monaco, Nauru, Germany, Niue, Norway, Palau, Papua New Guinea, Solomon Islands, San Marino, Switzerland, Sweden, Samoa, Singapore, Taiwan, Tonga, Tuvalu, New Zealand, Vanuatu
II. Country Group
Afghanistan, Bangladesh, Belarus, Bhutan, Bosnia and Herzegovina, Bulgaria, Cyprus, Czech Republic, North Macedonia, Estonia, Georgia, Greece, Croatia, Iraq, Yemen, Cambodia, China, Kyrgyzstan, Kosovo, Laos, Poland, Latvia, Lithuania, Maldives, Malta, Myanmar, Moldova, Montenegro, Nepal, Italy, Russia, Armenia, Pakistan, Portugal, Romania, Spain, Sri Lanka, Serbia, Syria, Slovakia, Slovenia, Tajikistan, Turkmenistan, Ukraine, Uzbekistan
III. Country Group
Albania, Algeria, Angola, Antigua and Barbuda, Argentina, Azerbaijan, Bahamas, Bahrain, Barbados, Belize, Benin, Bolivia, Botswana, Brazil, Brunei, Burkina Faso, Burundi, Chile, Comoros, Costa Rica, Chad, South Africa, South Sudan, Dominica, Dominican Republic, Djibouti, Ecuador, Equatorial Guinea, United Arab Emirates, Egypt, El Salvador, Ivory Coast, Eritrea, Ethiopia, Philippines, Gabon, Gambia, Ghana, Grenada, Guatemala, Guinea, Guinea-Bissau, Guyana, Haiti, Honduras, India, Indonesia, Iran, Jamaica, Jordan, Cameroon, Qatar, Kazakhstan, Kenya, Colombia, Congo, Democratic Republic of Congo, Central African Republic, Cuba, Kuwait, Lesotho, Lebanon, Liberia, Libya, Madagascar, Malaysia, Malawi, Mali, Morocco, Mauritania, Mauritius, Mexico, Mongolia, Mozambique, Namibia, Nicaragua, Niger, Nigeria, Oman, Palestine, Panama, Paraguay, Peru, Rwanda, Saint Kitts and Nevis, Saint Lucia, Saint Vincent and the Grenadines, São Tomé and Príncipe, Seychelles, Sierra Leone, Suriname, Saudi Arabia, Senegal, Somalia, Sudan, Eswatini, Tanzania, Thailand, Togo, Turkey, Trinidad and Tobago, Tunisia, Uganda, Uruguay, Venezuela, Vietnam, Zambia, Zimbabwe, Cape Verde Islands
Application Process
Deadline:Applications are accepted on a rolling basis until the available funds are exhausted
Application: My Semmelweis website
Additional info: If you are applying for multiple mobilities, please submit separate applications for each via separate emails
Documents (all documents must be attached to the application; only in this case can we accept it, and only then will the one-month submission deadline be considered valid):
No additional documents need to be submitted to us apart from those listed below! Please always use the uploaded, Pannonia-specific documents.
Please note that some documents contain highlighted (yellow) fields, which are intended solely to assist with completion and to help applicants navigate the required sections more easily. These highlights must be removed before finalizing the documents.
Signed papers must be sent in scanned form (please keep the original copies, except for the grant agreement, which must be submitted). Photos of documents will not be accepted! All documents must be submitted before the mobility begins; the grant agreement will not be prepared until then.
Completed Staff Mobility Agreement, coordinated with the direct supervisor and host institution, but not yet signed (must be submitted to us for review before signing)
Download Staff Mobility Agreement
Application Form and Work Plan (to be submitted for our preliminary review; signing is only permitted after receiving our feedback. Please make sure your supervisor underlines the “I support” section)
Download Application Form and Work Plan
Certificate of Employment (Available upon request from the Directorate of Human Resources Management)
Motivation letter in PDF format (including the personal, institutional, and university-level benefits of the mobility)
Professional CV with photo in PDF format
Documents verifying scientific activities and research achievements in PDF format
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Number and publication of publications: Hungarian and foreign language publications (e.g., Scimago, MTA evaluations, indexed journals)
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Research activities: previous grants, participation in research groups, academic degrees (PhD, habilitation)
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Scientific memberships and awards: professional and scientific scholarships, honors
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Conference participation: international and domestic events
Most of this data is available from the MTMT and OKTÉR databases
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Authentication of MTMT data is performed by the Central Library
OKTÉR data can be supplemented with new results, which must be authenticated by the applicant and their direct supervisor
Evaluation of applications
Evaluation – How do I know if I have been awarded the scholarship?
If you have completed and submitted all the required documents, we will review their content.
You can greatly assist our work by carefully reading the completion guidelines and filling out the documents accordingly. This not only speeds up the evaluation of your application but also prevents us from having to return the documents for corrections.
Applicants almost without exception receive the grant (provided everything is completed in line with the regulations), as long as the available funds last.
If our feedback includes the Grant Agreement, it means that your application has been approved and your mobility can be carried out!
Submission of missing documents
You will have one opportunity to submit the missing documents/corrections, which must be completed and sent to the International Mobility Unit in a reply e-mail within 5 days of our feedback.
If, during this correction phase, the applicant does not rectify the error, does so improperly, or fails to meet the deadline, the application will be rejected without further substantive evaluation.
Appeal
The applicant may lodge an objection in writing against the decision within 3 days of receiving the notification of the funding decision. The objection may be submitted by e-mail to the International Mobility Unit. The objection must include the data necessary to identify the application concerned, as well as the specific measure/decision being challenged.
The International Mobility Unit must respond to the appeal within 5 working days.
If the applicant decides not to participate in the awarded mobility
If the selected applicant ultimately decides not to participate in the program, they are required to notify the International Mobility Office immediately in writing. In such cases, the grant decision concerning the applicant will become invalid.
Steps to take after a successful application
Tasks and important information after being awarded the grant
Grant Agreement
Before departure, the student must sign the grant agreement with Semmelweis University. The form will be sent only after all the above-mentioned documents have been submitted to us completely and correctly filled out.
The Grant Agreement must first be completed electronically and sent to us for review. We will check that all sections are correctly filled out and inform you via email when you can come to our office to sign the document.
Please note: the Grant Agreement must be signed in person at our office, so plan accordingly.
What type of insurance is required before departure?
- Travel insurance must always be provided in the contract.
- You must take out travel insurance that includes both accident insurance and liability insurance.
- Liability insurance is required because, during the course of work, the participant may come into contact with medical instruments and high-value equipment.
- Liability insurance is not required in two cases: if the participant is travelling solely for study purposes (in the case of students—who do not handle medical instruments or high-value equipment), and in the case of conferences (for both students and staff).
- The European Health Insurance Card is not sufficient and will not be accepted.
- The University’s Colonnade travel insurance cannot be used for trips carried out under the Pannónia Scholarship Programme. Colonnade insurance covers only official business trips undertaken in the interest of and on behalf of the University; therefore, it cannot be used for scholarship mobility activities.
Where is the scholarship payment transferred to for staffs?
It will be transferred in HUF (Hungarian forints) to the bank account number provided in the agreement.
When will I receive the funding?
Provided that all required documents are complete and have been signed by all parties.
Payment will be made no later than within 30 calendar days following the date on which the grant agreement has been signed by all three parties.
Important!
At the beginning of the year, during the summer period, and at the end of the year, signatures on the University’s side may take longer. Please take this into account when submitting your application.
Mobility Closure
Necessary documents for closing the Mobility
Certificate of Attendance for Staff
This document verifies the duration of the staff member’s mobility, including the start and end dates. It must be completed, signed, and stamped by the host institution. The scanned copy must be sent to us no later than 15 days after the return date.
Download the Staff Certificate of Attendance document
In the case of conferences:
If the host institution cannot sign the Certificate of Attendance after the conference, a participation certificate downloaded from the conference website is also accepted.
Important!
If the date on the certificate differs from the one stated in the grant agreement (shorter period), the scholarship amount will be recalculated, and the applicant will be required to repay the difference.
Staff report preparation
After returning home, please prepare a report within 15 days about your studies, experiences, and impressions abroad, and send it to us. Feel free to enhance your report with photos to make it more colorful and lively. ☺️
The report must be submitted in PDF format and must be signed by your supervisor or advisor at your home institution (not the host institution).
Download the guide for preparing the staff report
Travel Documents
If you have requested travel support, please send the travel documents proving the trip (ticket, boarding pass, etc.) to us within 15 days after your return. We require the documents in PDF format. Photos will not be accepted!
In case of travel by private car, the following document must be completed and submitted to us:
Download Criminal Liability Declaration document
In case of incomplete documents
In case of incomplete documentation, the applicant may be required to repay the scholarship! If the delay is due to reasons beyond the applicant’s control, this must be reported in writing to the Mobility Office.
We hope you had a great time and gained lifelong experiences and memories! 💙