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 — KA131 Higher Education — 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

Everything lives on a single page — there's no multi-step wizard to click through. You fill in what's relevant and the running total updates as you go:

Project setup. Select your Key Action and sending country at the top. These determine which individual support rate table and budget rules apply to everything below.

Trip legs. Click "+ Add a leg" to open the trip form, enter your origin and destination city, and the tool calculates the distance and band instantly — showing the grant amount for both standard and green travel, plus subsistence, before you confirm. Add as many legs as your project needs; each one drops straight into the list and the form collapses back down, ready for the next.

Additional budget items. Toggle on any categories that apply — organisational support, course fees, linguistic preparation, preparatory visits, inclusion support, exceptional costs. All caps and limits are enforced automatically, and a warning appears if you're approaching one.

Running total. A summary panel stays visible the whole time, showing your travel grant, subsistence, and additional items separately, plus the grand total. The Excel export button sits right there too — download it whenever you're happy with the numbers, no separate step required.

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.

For VET mobility formats specifically, the Guide also sets a separate, lower rate for VET learners than for staff — the tool shows a Staff / VET Learner toggle whenever that distinction applies, and uses the matching rate. Youth Exchanges and Youth Worker Mobility (KA152/KA153) and Higher Education (KA131) each use their own distinct rate tables from the Guide, which the tool switches between automatically based on your selected Key Action.

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 "Travel days for subsistence" dropdown in the tool to add them.

The one exception is Youth Exchanges and Youth Worker Mobility (KA152/KA153): the Guide builds in 1 day before and 1 day after as the standard baseline for those formats, extendable to 6 total for green travel — the tool flags this so you don't leave it at "no extra days" by mistake.

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 contribution to the administrative costs of running mobility activities — coordination, communication, visa support, preparatory work. It does not require real-cost justification, but the rate depends on the activity format, per the 2026 Programme Guide:

• €100/participant — VET skills competitions, group mobility of learners, staff courses & training, invited experts, hosted teachers
• €350/participant, dropping to €200 after the first 100 participants of that activity type — short-term VET learner mobility, staff job shadowing and teaching assignments
• €500/participant flat — long-term VET mobility (ErasmusPro), third-country individual activities

The tool asks you to select the matching activity format when you turn this item on, and calculates the correct tier automatically.

For KA1 actions, course fees are capped at €80 per participant per day, and courses run 2–10 days, so the practical maximum is €800 per participant. 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) — €125 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.

Exceptional costs cover things the standard Travel category doesn't: a financial guarantee if your National Agency requires one, or unusually expensive travel — visa, residence permit, or vaccination costs — for participants and accompanying persons that the standard travel grant doesn't realistically cover. These are funded at real cost and need National Agency approval, so enter your best estimate and confirm the actual figure with your NA before submitting.

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