Are you planning a research stay abroad? Here you will find information on what to do when planning for a stay abroad.

The information applies to stays with a duration up to 12 months.

Norsk versjon: Planlegg forskningsopphold i utlandet

Looking for something else? Research stay topic page| Travel topic page

The information applies to you who meet the following conditions:

• You are resident in Norway and you have stayed in Norway for at least one year before you start your stay abroad.
• You are employed at NTNU and you will receive salaries only from NTNU during the stay abroad.
• You have clarified the stay abroad with your HR manager.

Agreement on change of workplace

If you are going to work abroad for more than 4 weeks, an agreement on change of workplace should be signed.

To ensure that your salary earned abroad is registered correctly, the Service Center for Payroll and HR at NTNU needs to be informed about your stay abroad. This improves the possibility of simpler and more accurate tax settlements and can be useful if you need to apply for tax deductions for additional costs related to your stay abroad.

Agreement with the host institution

You have to contact the host institution abroad yourself. Once you have agreed that you will stay there, you must request a "Letter of Invitation." This is a formal invitation from the institution abroad, written on the institution's letterhead, which normally includes the name of the person being invited, a description of the purpose of the stay, and its duration. This is often necessary to apply for a visa, and as an attachment to the Norwegian Tax Administration in case of an application for tax reduction.

Insurances

National insurance scheme

As an NTNU employee, you normally have membership in the Norwegian National Insurance Scheme even when you work from abroad. The membership should be documented by NAV.

EU/EEA Citizens

If you are an EU/EEA citizen, you should apply to NAV for confirmation of your membership in the National Insurance Scheme when you plan to be abroad for more than 2 months.

If you are going on a research stay in

a) another EU/EEA country, apply for an A1 certificate (nav.no).

b) country outside the EU/EEA area, apply for a Certificate of coverage (nav.no)

Citizens from outside EU/EEA

If you are a citizen of a country outside the EU/EEA area, you must apply to NAV for all stays abroad (not conferences and other short stays). You do this using the Certificate of coverage form (nav.no).

Your employer must fill out their part.

If you are bringing family members with you, they must clarify their social security membership.

The European Health Insurance Card and S1

If you are an EU/EEA citizen and will be traveling within the EU/EEA area, you should bring the European Health Insurance Card. The card entitles you to necessary healthcare on the same terms as residents of the country you are in.

For longer stays in the EU/EEA area, you can also apply for S1 certificate. The S1 certificate confirms entitlement to healthcare in the country where you temporarily work. The card must be registered in the country of employment, and the process can take a few months.

In case of illness during a stay abroad

You must inform your manager if you become ill during your stay abroad, in the same way as you normally would. For extended sick leave, the absence must be documented with a medical certificate. As an employee at NTNU, you are entitled to salary during illness, also if you become sick while staying abroad. Please note the documentation requirements you must be able to present to your employer.

Documentation Requirements

Your sick leave must be sufficiently documented; otherwise, your right to salary during illness may be withdrawn. As a minimum, you must be able to present a medical certificate that is:

• clear and unambiguous
• issued by a hospital, clinic, medical center, or similar institution
• registered and verifiable

Your manager must inform you of the consequences of insufficient documentation before your right to salary during illness is withdrawn.

#You should contact your GP (regular doctor), as far as possible, as soon as the illness occurs.

#Send a [[https://www.nav.no/fyllut/nav080906|

1. • self-certification for foreign sick leave]] to NAV.

#Send a message to the Service Centre via [[https://hjelp.ntnu.no/tas/public/ssp/content/detail/service?unid=25d9ffd82e1641889d230a9424c10ce0|

1. • Sick leave – NTNU Help]], and attach a copy of the medical certificate with all sensitive information redacted. We must receive information about who issued the sick leave certificate (hospital, clinic, medical center, or similar), the date of the certificate, and the degree of sick leave.

The sick leave will then be registered in the payroll system by the Service Centre.

Insurance

As a posted worker, you maintain all insurances through the employment relationship and The Norwegian Public Service Pension Fund, such as group life insurance and occupational injury insurance. In addition, you get accident insurance that applies 24 hrs.

Read more about insurance during stays abroad (in Norwegian).

Private travel insurance

It is recommended to take out travel insurance in addition to the coverage you have through the National Insurance Scheme/employer. Host institutions often require documentation of such insurance.

Travel insurance may include health insurance, coverage in the event of theft, damage to belongings, etc. It may also cover return travel in the event of serious illness and death/serious illness in the immediate family. Be aware that travel insurance policies may have limited duration. Make sure you are covered for the entire stay.

If you pay for your trip with NTNU's credit card AirPlus, you get travel insurance that is valid for up to 90 days abroad.

Vaccinations

Remember to check which vaccines you need to take for the specific country. Go to Vaccinations for more information.

The National Population Register

In the stay abroad is planned to exceed 6 months, you must, in accordance with the National Registration Act, notify the register of your move.

Attach documentation showing that this is a temporary stay. For example

• completed agreement for change of workplace
• award letter for scholarship, or similar

Visa

In the host country: The need for a visa must be clarified well in advance of the planned start. The visa application process can often take up to 6 months.

In Norway: If you have a temporary residence permit in Norway, you may risk to lose the permit if you stay abroad for more than 6 months. Please contact UDI if this applies to you.

Housing

Information about renting abroad and/or renting out your home in Norway:

Housing and sabbatical abroad

Traveling with a partner and children

If you are traveling with your family, you can find more information under Traveling abroad with your partner and children.

Contact

• Contact HR at your unit for guidance and for filling in the employer part to NAV and agreement for change of workplace. If further assistance is needed, contact NIRS
• If you have questions about salaries or other payments during the stay abroad, please contact the Service Center for Payroll and HR