The Erasmus+ Travel Calculator is a free interactive tool that helps organisations calculate their complete travel and subsistence budget for an Erasmus+ project — before they apply. Unlike the official EC Distance Calculator, which only tells you a distance band for a single trip, this tool calculates the actual grant amount, handles multiple trips across multiple destinations, adds individual support (accommodation and subsistence), covers all additional budget categories, and exports a professional budget summary you can reference when filling your Beneficiary Module.

• KA1 coordinators (KA122 School, VET, Adult Education — KA121 accredited organisations — KA152/KA153 Youth) planning their mobility budget before submitting an application
• KA220 coordinators planning transnational meeting travel costs across partner countries
• KA210 applicants who want to estimate whether their planned activities justify the €30,000 or €60,000 lump sum tier
• First-time Erasmus+ applicants who have no experience building a mobility budget and need a starting point
• Consultants and Erasmus+ support professionals who build budgets on behalf of client organisations

The planner covers every major travel and subsistence budget category in a KA1 or KA220 project, working across four steps:

Step 1 — Project Setup. Select your Key Action and sending country. These two fields determine which individual support rate table and budget rules apply.

Step 2 — Add Trips. Enter your origin and destination city for each trip. The tool calculates the distance and band instantly, shows the grant amount for standard and green travel, and calculates subsistence automatically. Add as many trips as your project needs — the running total updates after each one.

Step 3 — Other Costs. Toggle on any additional budget categories: organisational support, course fees, linguistic preparation, preparatory visits, and inclusion support. All caps and limits are enforced automatically.

Step 4 — Export. Download a professional Word document with your complete budget summary, ready to reference when filling your Beneficiary Module.

Green travel applies when the one-way distance is under 500 km and participants use low-emissions transport (train, bus, carpooling) instead of flying. The grant rate is higher to incentivise it — for example, Band B (100–499 km) pays €285 green vs €211 standard. Under 500 km, participants are as a general rule expected to use low-emissions transport. The tool flags all eligible routes automatically and shows exactly how much additional grant you unlock by choosing green travel.

Individual support (subsistence) is based on the cost of living in the receiving country, not the sending country. The 2026 Programme Guide divides countries into three cost groups: Group 1 (e.g. Germany, France, Norway) at the highest rates, Group 2 (e.g. Greece, Spain, Portugal) in the middle, and Group 3 (e.g. Romania, Bulgaria, Poland) at the lowest. The tool applies the correct rate automatically based on your destination.

It depends on your project design. The Programme Guide allows up to 2 travel days for standard travel and up to 6 travel days for green travel to be included in the individual support calculation. These are optional — you can claim them if participants genuinely need extra days for travel. Use the "Include Travel Days" dropdown in the tool to add them.

KA131 (Higher Education student and staff mobility) uses a separate individual support rate table from other KA1 actions. The exact amounts are set by National Agencies and institutions — the rates shown in this tool are the Programme Guide reference values. Always check your specific National Agency's published rates before submitting.

This tool calculates your budget based on official 2026 unit cost rates and should closely match what you enter in the Beneficiary Module. However, the Beneficiary Module uses the official EC Distance Calculator, which may differ slightly from this tool's Haversine calculation. Always cross-check the final figures before submission.

Organisational Support is a flat-rate contribution to the administrative costs of running mobility activities — coordination, communication, visa support, preparatory work. It is paid per participant (€500 for the first 100 participants, €200 for each additional participant beyond 100). It is available for KA1 mobility actions and does not require real-cost justification.

For KA1 actions, course fees are capped at €80 per participant per day and €800 per participant in total. Additionally, the total course fee cannot exceed 50% of the total awarded grant. The tool warns you if you approach this limit.

Inclusion Support (Organisational) — €100 per participant — is available for participants with fewer opportunities: people facing economic barriers, disability, health conditions, geographical remoteness, or social disadvantage. Individual Inclusion Support covers real costs (100%) for extraordinary expenses such as adapted transport or personal assistance. Both require justification in your application.

Yes — use the JSON → Download JSON button in the header to save your entire project state locally. To resume, use JSON → Upload JSON and your trips, settings, and additional items will all be restored exactly as you left them.