Erasmus+ Key Action 1 funding can appear simple on paper. However, turning unit costs and funding rates into a realistic mobility plan can be challenging.
Organisations need a budget that supports delivery, reporting, and future checks. Therefore, they must understand how each budget category connects to the planned activities.
This guide explains the main Erasmus+ financial guidelines in practical terms. It can also support organisations completing Erasmus project writing for the first time.
By the end, you will understand:
- How KA1 funding is structured
- How to calculate the main budget categories
- Which evidence you may need to retain
- How to test whether your budget is realistic
- How to connect spending with activities and learning outcomes
Specific rates and rules can vary by sector, action, call year, and National Agency. Therefore, applicants should always check their grant agreement and the current Erasmus+ Programme Guide.
How Is KA1 Funding Structured?
The Erasmus+ Programme Guide defines the main participation and funding conditions for the annual call. In addition, the grant agreement and its annexes explain the rules that apply to an approved project.
KA1 funding mainly uses simplified cost options. In many categories, beneficiaries receive unit contributions instead of reimbursement for every receipt.
This model simplifies parts of the reporting process. Moreover, it places greater emphasis on completed activities, eligible participants, and measurable outcomes.
The Two Sides of a KA1 Budget
For many Erasmus+ projects, the budget includes two main funding mechanisms:
- Unit contributions
- Real-cost reimbursement
Unit contributions may cover:
- Travel
- Individual support
- Organisational support
- Course fees
- Inclusion support for organisations
- Linguistic support
- Preparatory visits
However, the available categories depend on the activity and education sector.
Real-cost reimbursement may apply to:
- Inclusion support for participants
- Exceptional costs
- Financial guarantees, when requested
- Expensive travel, when eligible
- Certain visa, permit, vaccination, or medical certification costs
Unlike unit contributions, real-cost categories require evidence of the actual eligible expenditure.
Why This Structure Matters
Unit contributions do not always match the exact amount an organisation spends.
For example, the travel contribution may be lower than the ticket price. Likewise, individual support may not cover every accommodation and living expense.
Therefore, organisations should compare the grant amount with realistic market prices. They should also decide how to manage any funding gap before confirming activities.
In addition, Erasmus+ rules prevent double funding. Beneficiaries cannot claim the same cost twice from different EU funding sources.
Some real-cost categories also replace related unit contributions. Consequently, organisations must check for possible overlaps before finalising the budget.
The Four Main KA1 Budget Categories
Many organisations plan their mobility budgets around four core categories:
- Travel
- Individual support
- Course fees
- Organisational support
Together, these categories form the basis of many KA1 staff mobility budgets.
Travel Support
Erasmus+ normally calculates travel support through distance bands.
Applicants use the official European Commission Distance Calculator to measure the distance between the place of origin and the activity location.
The calculator shows a straight-line distance. Applicants then use the one-way distance to select the contribution that supports the return journey.
A simple formula is:
Travel support = Number of eligible participants × Contribution for the relevant distance band and travel type
Eligible accompanying persons may also receive support in certain activities.
Define the Journey Clearly
Your mobility plan should clearly identify:
- The place of origin
- The activity location
- The expected travel method
- Whether standard or green travel applies
- The number of eligible travel days
If the reported journey differs from the original plan, the National Agency may request an explanation.
In addition, travel days do not normally count towards the minimum eligible activity duration. Therefore, the learning programme itself must meet the duration requirement.
Green Travel
Green travel applies when participants use eligible lower-emission transport for most of the return journey.
Depending on the action, suitable options may include:
- Train
- Bus
- Bicycle
- Car-pooling
- Other sustainable transport accepted by the National Agency
The relevant grant rules will explain the available contribution and additional travel days.
Therefore, organisations should record how participants travelled. They should also retain any declarations or supporting documents required by their grant agreement.
Expensive Travel
Exceptional support may be available when the standard travel unit does not cover at least 70% of eligible travel costs.
When approved, expensive travel support generally replaces the standard travel contribution. The funding rate and eligible expenses depend on the relevant action.
For several KA1 actions, expensive travel receives support equal to 80% of eligible actual costs. However, the applicant must justify the request, and the National Agency must approve it.
Organisations should retain:
- Travel quotations
- Invoices
- Payment records
- Route details
- The justification submitted with the request
Individual Support
Individual support contributes towards subsistence during the mobility. It can help participants manage accommodation, meals, and other daily expenses.
Rates usually depend on:
- The destination
- The activity type
- The participant category
- The number of eligible days
- The rates selected by the National Agency
Some activities use different rates after a specified number of days. For example, certain actions reduce the daily rate from the fifteenth activity day.
Therefore, organisations should verify the rule for their exact sector before calculating the total.
A basic calculation is:
Individual support = Eligible activity days × Applicable daily rate
Eligible travel days may also receive individual support when the action rules allow it.
Decisions to Make Before Calculating
Before calculating individual support, confirm:
- How many eligible activity days each participant will complete
- Whether the project can fund travel days
- Which destination rate applies
- How interruptions or early returns will affect eligibility
- Whether accompanying persons use different rules
Individual support normally depends on actual participation for the agreed period.
If an interruption occurs, the organisation should record the dates and reason. It should then apply the grant agreement rules, including any force majeure provisions.
Course Fees
Course fee support applies when staff attend an eligible structured course or training activity that charges a fee.
The programme may calculate this support by participant and learning day. It may also set a maximum amount per participant.
Therefore, applicants should calculate course fees using eligible training days rather than the total time spent abroad.
A simple formula is:
Course fee support = Number of participants × Eligible course days × Applicable daily contribution
Check What Counts as a Course Day
Only days that form part of the learning programme normally trigger course fee support.
Optional tourism or networking activities may not qualify if they sit outside the structured course.
This distinction matters when budgeting Erasmus+ KA1 courses that combine professional learning with cultural activities.
Before selecting a course, request:
- The full course programme
- Daily learning objectives
- Course dates
- The fee structure
- The provider’s cancellation terms
- Details of the documents issued after completion
These records help organisations confirm that the training supports the approved project objectives.
Organisational Support
Organisational support contributes to the cost of preparing and managing mobility activities.
It may support tasks such as:
- Participant selection
- Preparation and mentoring
- Communication with host organisations
- Mobility administration
- Learning outcome recognition
- Quality monitoring
- Dissemination and follow-up
- Visa or insurance support
However, organisational support does not replace participant travel or subsistence funding.
The calculation usually depends on the number of eligible participants. Nevertheless, some individuals may not count towards this category.
For example, accompanying persons and participants in preparatory visits may follow different rules. Therefore, applicants should check the definition of an eligible participant for their action.
Other Budget Categories
Depending on the activity, KA1 projects may also include:
- Inclusion support for organisations
- Inclusion support for participants
- Linguistic support
- Preparatory visits
- Exceptional costs
Each category has its own allocation rules, evidence requirements, and triggering events.
Inclusion Support for Organisations
This category supports the organisation when it includes participants with fewer opportunities.
The programme usually calculates it as a unit contribution for each eligible participant. However, the organisation may need evidence that the participant meets the applicable criteria.
Inclusion Support for Participants
This category covers additional costs linked directly to participants with fewer opportunities and their accompanying persons.
It commonly follows a real-cost model. Therefore, beneficiaries must retain invoices and other evidence of the actual expenditure.
The programme may reimburse 100% of eligible costs under this category. However, beneficiaries must avoid claiming overlapping unit contributions for the same costs.
Linguistic Support
Some mobility activities may qualify for linguistic support.
Payment normally depends on the participant completing eligible language preparation. Evidence may include attendance records or a declaration from the organisation that delivered the training.
Preparatory Visits
A project may use a preparatory visit when the activity rules allow it.
The programme usually calculates the grant per eligible person. In addition, beneficiaries may need a signed agenda or programme that identifies the participants and host organisation.
Build a Compliance-First Budget
A compliant KA1 budget involves more than correct calculations. It also requires a plan for completing activities and collecting evidence.
This approach reflects the operational side of Erasmus+ financial guidelines.
Understand the Triggering Event
Many unit contributions depend on a specific event.
For example, a project may receive support only when the participant completes the eligible activity.
Therefore, organisations should confirm:
- Attendance
- Correct activity dates
- Eligible duration
- Participant status
- Completion of required reports
- Evidence of learning outcomes
A budget line without a completed triggering event may become ineligible.
Plan the Evidence Before the Activity
Do not wait until final reporting to collect documents.
Instead, create an evidence checklist for every mobility. Depending on the action and grant agreement, this may include:
- A learning or mobility agreement
- Proof of attendance
- A certificate of participation
- Activity dates
- Learning outcomes
- Course enrolment confirmation
- Travel evidence
- Invoices for real-cost categories
- Payment records
- Participant reports
- Green travel declarations
The host organisation should sign documents when the rules require its confirmation.
Evidence for Course Fees
For course fees, organisations may need evidence of enrolment and participation.
Useful documents include:
- A course invoice
- Proof of payment
- A certificate of attendance
- A provider declaration
- The participant’s name
- The course dates
- The learning programme
However, the exact evidence requirements come from the grant agreement and its annexes.
Participant Reporting
Participants may need to submit an online report after the mobility.
Failure to complete a required report can affect the participant’s financial contribution. Therefore, organisations should include report completion in their follow-up workflow.
When Do Real Costs Apply?
Real-cost categories require evidence of the actual expense.
For example, inclusion support for participants may cover 100% of eligible costs. In this case, organisations should budget with realistic prices and retain detailed records.
Exceptional costs may use different reimbursement rates. Several actions reimburse eligible expensive travel or financial guarantee costs at 80%.
Meanwhile, certain visa, residence permit, vaccination, or medical certification costs may receive 100% support.
However, rules vary between actions. Organisations should never apply one sector’s rate automatically to another.
Connect the Budget to Activities and Outcomes
Budget credibility is also a quality issue.
Each activity should create a clear link between:
- The identified need
- The selected activity
- The expected learning outcomes
- The evidence of participation
- The applicable budget categories
This sequence creates a simple budget logic chain.
For example, a staff member may attend a structured digital education course abroad. The project could then connect that activity to travel, individual support, course fees, and organisational support.
However, the application should also explain the expected learning outcomes. It should show how the participant will share and apply the new knowledge.
This approach strengthens Erasmus project writing because it explains both the cost and its purpose.
A Practical KA1 Budget Checklist
Before submitting your budget, confirm that you have:
- Used the correct call year and action
- Checked the relevant National Agency rates
- Used the official Distance Calculator
- Counted only eligible activity days
- Checked the rules for travel days
- Separated unit contributions from real costs
- Avoided double funding
- Connected every budget line to an activity
- Planned evidence for each category
- Checked limits and participant caps
- Tested the budget against realistic prices
- Allowed for possible funding gaps
- Reviewed consistency across the application
Conclusion
KA1 budgeting becomes easier when you treat the grant as a set of contributions linked to real activities.
Most categories use unit contributions. However, a smaller number use real-cost reimbursement and require detailed financial evidence.
The most reliable approach is to design the activity and learning outcomes first. You can then build the budget around distance bands, eligible days, participant numbers, and documentation requirements.
A strong evidence plan is just as important as a strong cost plan. Together, they help organisations deliver mobility activities smoothly and remain compliant through final reporting.
Some organisations also validate their planning with experienced partners such as Alfa Edu. This support can help connect learning design with the project’s financial logic.
Finally, use these principles to make Erasmus project writing and budgeting work together:
- Clear activities
- Clear outcomes
- Clear calculations
- Clear documentation
When these elements align, financial compliance supports quality instead of limiting it.
