How to apply for an Erasmus+ grant

In this guide, Stud&Globe explains why and above all how to put together your application for the Erasmus+ program. This step is often one of the most complex and daunting for many of you. However, by following the steps detailed below, you can submit a complete application and increase your chances of obtaining an Erasmus+ grant. For the following explanations, we assume that you are a representative of an organization applying to the Erasmus+ program.

THE PROCEDURE IS DIVIDED INTO FOUR STAGES:

STEP 1: REGISTER YOUR ORGANIZATION

The first step is to register your organization on the portal for participants in the fields of education, audiovisual, culture, citizenship and volunteering. To do so, you must :

• Create an EU account.
• Go to the participant portal and register your organization or group.
• Download the following documents on your participant portal:

• The legal identity form.
• The financial identification form associated with the country of your bank (if this country is different from the one in which your organization is registered).

Following this registration, you will receive a Participant Identification Code (PIC), which will serve as a unique number for the submission of applications and facilitate the completion of all electronic forms required to set up an Erasmus+ project. This number acts as a group identity card, allowing you to pre-fill in your organization’s details and save time.

For grants over €60,000, additional documents may be required. If you are a partner organization, you are exempt from providing the financial identification form.

STEP 2: CHECK THAT YOUR PROJECT MEETS ERASMUS+ CRITERIA

ELIGIBILITY CRITERIA FOR THE ERASMUS+ PROGRAM

Eligibility criteria are mainly linked to the types of activities you wish to organize and the objectives of your mobility. Some criteria will only be validated during the mobility or when the final report is submitted. It is essential to respect these criteria as soon as you apply, to avoid funding problems.

ERASMUS+ CRITERIA FOR STUDENT AND STAFF MOBILITY IN HIGHER EDUCATION :

• Student mobility: This can involve an internship or a period of study at a partner university or school. The duration of mobility can vary from 2 to 12 months for an internship, and from 3 to 12 months for a study period.
• Teacher mobility: This can include a period of teaching in a partner school, or a period of training for teachers and educational staff, with time for exchange, observation and sharing. The duration must be between 2 days and 2 months.

In all cases, the organization of these mobilities must be managed by a higher education institution or a consortium of institutions, all Erasmus+ charter holders.

STEP 3: SECURE THE RIGHT FINANCIAL CONDITIONS

Funding for Erasmus+ mobility can take several forms, including reimbursement of certain costs deemed eligible under the program’s criteria. Funding rules have been adapted to European realities, taking into account the cost of living in different EU countries. Reimbursement is based on the unit costs allocated to each activity carried out.

It is important to note that European subsidies are strictly controlled and must respect certain fundamental principles:

• Financial aid cannot be retroactive. You must wait for the award decision before organizing your mobility.
• A project may receive only one grant and may be submitted only once.
• Subsidies received by the participant must not in any way generate a profit.

Funding conditions vary according to the type of mobility. For student and staff mobility, eligible costs are divided into three main categories: organizational support, special needs support and exceptional costs. Each cost category has specific amounts, funding mechanisms and distribution rules, which you can consult in the guide.

STEP 4: COMPLETE AND SUBMIT THE APPLICATION FORM

For most projects, you can submit your application online using the electronic form corresponding to your type of mobility. This form must be complete, correct and include all requested appendices. It is crucial to respect the deadline for submission. Each action linked to the application has a precise deadline, mentioned in the eligibility criteria for your type of mobility.

Once your application has been submitted, it will be evaluated by the national or executive agency responsible for awarding grants. After examining the criteria mentioned above, the decision-making bodies determine which projects will be funded. If approved, you will receive the grant and can begin organizing your mobility. However, the amount awarded may differ from that requested in your application. The grant is paid in several instalments, including a pre-financing payment within 30 days of signing the agreement, and a final payment based on the report submitted.