September 18, 2021

4 tips to write the right budget for an Erasmus+ project

When applying for a mobility project abroad, it’s necessary to pay close attention to the drafting of the budget, in order to correctly comply with the guidelines of the Call.

Depending on the Key Action in which you participate, the planned budget for Erasmus+ may vary, while always taking into account the distinction between real costs, i.e. those costs including the charges for which the call defines a maximum reimbursable spending limit, such as for example the contribution for the travel of a participant, and the unit costs.

1. Indicate the travel costs

This amount covers the return travel costs and is measured on the basis of the unit costs by distance range.

The European Commission has arranged an online tool, the Distance Calculator, to facilitate the calculation of the contribution to travel costs of mobility.

rates to be included in the budget, based on the distance in km.

2. Identify the costs for the organizational support
This contribution is calculated considering the number of participants in the mobility action, based on scales of per-capita unit costs. It includes all costs directly related to the implementation of activities such as the pedagogical, intercultural and linguistic preparation of the participants, the monitoring and support of the participants during the mobility and the verification of the results.These include:

• The costs of preparation and follow-up of the European Development Plan;
• The costs associated with organizing mobility with partner institutions. 

3. Quantify the support for individuals

The contribution for the support to individuals covers the costs related to the stay of the participants during the mobility, therefore food, accommodation, local transport, and is calculated on the basis of scales of unit costs by country and by length of the stay abroad.

4. Plan the contribution for the course (in case of KA1 STAFF)

This expense item covers the costs directly related to the payment of fees for the enrollment in the chosen training course. The request for financial support for course costs must be motivated in the application, specifying that the project provides for the attendance of specific training courses.

By encouraging the participation in mobility actions abroad of people with special needs, the Erasmus+ Program provides, among the real costs, a contribution for additional costs, calculated on the basis of real costs actually incurred and appropriately requested and motivated during the application.

Real costs also include exceptional costs, including:

• The costs relating to any request for financial guarantee by the National Agency;

• any travel expenses that exceed the lump sums if it can be demonstrated that the unit costs cannot cover at least 70% of the travel cost.

It’s time to begin!

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