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Outbound researchers

Planning

When you are planning a temporary research stay abroad there is a lot to think about. We have made a list of 10 important tasks in order to help you prepare.

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1. Clarify with employer/addendum work contract

Your work contract at UiB can contain conditions regarding when in your contract periode you must conduct your research stay. Remember that your faculty might have deadlines for when to apply for economical support for research stay. 
Returning to Norway without work contract might also cause problems with immigration upon returning to Norway. For mobility stays longer than one month an addendum to your work contract must be written in accordance with your institute. You can find a template for the addendum here. (uib.no)

2. Contact with host institution

Contact with host institution abroad is often established by direct contact with researchers within your own field of interest. You can also use Euraxess portal to find open positions. Supervisor or groups leaders can also recommend contact points. 

Letter of invitation

Letter of invitation is a letter describing intention of the research stay. This letter can be used as attachment to application to stipends and application to post doc. The letter of invitation can also be used to apply for a tax reduction in relation to a research stay in USA. 

3. Visa and passport

Application of visa to host country can take time. Start the visa application as early as possible. Remember that some countries require that your passport is valid a certain amount of time after return date. 

4. Work or residence permit in Norway?

Non-Norwegian nationals with work and residence permit in Norway must investigate potential consequences with leaving Norway for a research stay abroad. Contact euraxess@uib.no if you have questions regarding this. 

5. Membership in National Insurance Scheme

Membership in the National Insurance Scheme is the key to eligibility for rights to services from NAV. In Norway, your membership can be based on residence or employment. You can also be a member of the National Insurance Scheme during stays abroad. More information (in English) about the NIS is found at NAV.no (nav.no). 

Which form should you use?

EU/EEA citizens working in EU/EEA - choose A1 form
EU/EEA citizens working outside EU/EEA in a country which Norway  a national insurance agreement with (USA, Canada, Australia, Quebec, Great Britain, India) - choose 02-08.05 form and choose correct form for specific country.
Working in a country which Norway does not have a national insurance agrement with- choose 02-08.05 form (without specifying the country).

Non-EU/EEA citizens going aborad must contact euraxess@uib.no

If you need help with the form, contact euraxess@uib.no

The processing time at NAV is three months, so you must apply well ahead of departure. 

 

6. Health, HELFO and Insurance

Health certificate

In some countries you will be asked for a health certificate. You can order this from your doctor. This has an extra cost. 

 

Vaccines

Check Norwegian institute of public health (fhi.no) for recommended vaccines for the area you are travelling to. Your host institution might have requirements in addition to the FHI recommendations. 

 

Helfo

For traveling in EU/EEA: 

The European Health Insurance Card officially documents that you are entitled to coverage of medically necessary healthcare in another EEA country under the same conditions as that country's own nationals. You should carry the card if you will be staying temporarily in another EEA country or Switzerland.

The European Health Insurance Card (Helsenorge.no)

You are also entitled to health care services in your country of residence. To document these rights, you have to get an S1 (previously E106) form from Helfo. You need to hand in this form to the national insurance authorities in the country you live in.

Confirmation of health care services (Helsenorge.no)

 

Confirmation of healthcare entitlements outside EU/EEA

Helfo can send you a letter to confirm that you are entitled to healthcare during your stay abroad.

Posted workers outside the EU/EEA (Helsenorge.no)

NOTE: for non EU/EEA citizens you might not be eligible for the European Health insurance card.
However, if you need confirmation of health rights, you can apply for this using the same form as posted works outside EU/EEA for travels inside EU/EEA.

Insurance

A normal travelers insurance does not normally cover periods abroad for more than 90 days. We therefore recommend that you buy additional insurance. Please, note that several of the Norwegian insurance companies require a membership in the NIS. 

 

Tips to you who are using regular medicines 
If you are using regular medicines prescribed by doctor in Norway, or medicines on “blå resept” (reimbursable prescription) - we recommend that you make arrangements with your doctor to bring enough medicine to last for the period you are away.
The insurance do not normally cover chronic illness and regular doctor’s appointment.

 

7. Reporting a temporary move from Norway

You must notify the tax office in Norway if you intend to leave Norway to go to a country outside the Nordic countries. If you are moving to another Nordic country, the move only needs to be reported in the country you are moving to.

Information found at skatteetatens pages

8. Important documents

 

  • Work agreement (with description of pay level). 
  • Marriage certificate  
  • Vaccination card
  • Birth certificate for children (Order certificate in English)

Are you travelling with children in kindergarten or school age, please remember to bring

  • Statement regarding level from school/kindergarten
  • Vaccination card

 

9. Subletting apartment in Norway

Make sure to check if your house insurance allows for subletting your house/apartment. Remember that any stipend you receive which is "labelled" for covering housing will become taxable if you sublet your apartment/housing in Norway during your mobility period.

UiB has an internal marked for subletting of apartment for incoming researchers. UiB.no. Please contact us if you do not have access to advertise on the internal marked. 

There are several commercial mini storage facilities in Bergen. UiB does not offer this service to its employees. 

 

10. Booking flight

Employees at UiB are strongly suggested to use the university travel agency for business travels and credit card for paying tickets. Visit booking travels and credit card