Daily Allowance Calculations

The staff's activity durations and grants are estimated before the activity begins. After the activity ends, the actual durations and grants must be recalculated.

The staff's activity durations may be partially or fully funded, or the activity may be carried out entirely without a grant, i.e., as 'zero-grant.' In cases of partial funding, the period eligible for a grant cannot be less than 2 days for staff mobility activities (and not less than 1 day for staff invited by companies).

An individual support grant can be provided for one travel day before the activity and one travel day following the activity.

Travel Expense Calculations

The travel expense amount to be paid to staff benefiting from a staff mobility activity must be calculated using the 'Distance Calculator.' The Distance Calculator can be accessed via the following link: http://ec.europa.eu/programmes/erasmus-plus/tools/distance_en.htm.

The distance between the staff member’s place of residence and the activity location must be determined using the Distance Calculator, and the travel grant should be calculated using the table below. The kilometer value provided by the Distance Calculator corresponds to the round-trip amount in the table below and should not be doubled. If the staff travels via a connecting route, it does not affect the distance calculated as described above.

It is assumed that the starting point of the travel is the location of the sending institution, and the activity location is the location of the host institution. If the travel starting point is in a different city than that of the sending institution, or if the activity takes place in a city other than where the host institution is located, and this change places the travel in a different distance band, travel invoices are required and the grant is provided according to the actual distance band. When a different starting point or activity location is reported, the reason for this difference must be stated in the report, and documents and invoices showing the travel start and end points must be kept in the staff file for possible audits.

Participants who can prove that the travel grant allocated according to the distance bands in the table above does not cover at least 70% of their total travel expenses may request exceptional travel costs, provided they are documented. The total grant received under this provision cannot exceed 80% of the total travel expenses. In this case, no additional travel grant is paid according to the distance band. The beneficiary covers the participant’s exceptional travel expenses by transferring the relevant amount to the appropriate budget line under the budget transfer provisions of the grant agreement.

Except in the situations mentioned above, since the travel grant is provided as a lump sum, there is no need to keep documents showing the staff’s travel expenses in the file. However, if the higher education institution decides to provide an individual support grant for travel days, appropriate documents—such as boarding passes, bus/train tickets, or passport entry/exit stamps—should be kept to verify the departure and return days.

Staff choosing the Green Travel option are provided with individual support for up to 4 travel days.