Frequently asked questions

We have put together a series of frequently asked questions about Erasmus+. If your question is not answered in our FAQs, please contact us with your enquiry.

Navigate the page via the categories on the right-hand side of this page.

General

What travel advice is there for Erasmus+ projects or participants?

When travelling outside the UK, we advise you and your organisation to refer to the advice given by the Foreign and Commonwealth Office (FCO), which can be found here. This advice is updated regularly, and should be viewed before you leave and during your travels. 

If you are a participant in an Erasmus+ project, please contact your sending organisation if you have any concerns as they are the best people to help you.

You can also find general information on our advice for participants webpage.

Is Erasmus+ just for higher education like Erasmus?

No. Erasmus+ is the result of the integration of the European Commission’s predecessor programmes including the Lifelong Learning Programme, Youth in Action and Erasmus Mundus.  Erasmus+ is open to all sectors of lifelong learning including higher education, vocational education and training, school education, adult education as well as youth and sport. More information about the programme can be found on our about Erasmus+ webpage.

What is the UK National Agency?    

The UK National Agency for Erasmus+ is a partnership between the British Council and Ecorys UK. The UK National Agency manages the delivery of Erasmus+ in the UK including promoting the programme, offering advice to applicants, managing the assessment and selection of applications, and providing support to funded beneficiaries.

Each partner within the UK National Agency manages a different part of the programme. The British Council are responsible for schools and higher education. Ecorys UK are responsible for adult education and vocational education and training. Both organisations manage different aspects of youth funding. Find out more about the UK National Agency.

Which countries are eligible to participate in Erasmus+?    

As a general rule the Erasmus+ programme is open to programme countries which include member states of the European Union as well as non EU programme countries. Other countries can participate in the programme on a limited basis and may participate in certain actions or according to specific conditions, these are known as partner countries. More information about participating countries can be found on our participating countries webpage.

What’s the difference between centralised and decentralised projects?

The Erasmus+ programme is broken down into centralised and decentralised activities.

Centralised activities are managed at a European level by the European Commission’s Education, Audiovisual and Cultural Executive Agency in Brussels, also known as the Executive Agency. Centralised projects are larger and more strategic, designed to tackle specific issues throughout Europe.

Decentralised activities are directly managed by the National Agencies which are located in each programme country. You can find more information about the Executive and National Agencies by visiting our how is it run webpage.

When will the European Commission publish the next programme Call?  

The 2017 Call for Proposals was published in October 2016. The Call for Proposals sets out how you can apply for funding in 2017. Please subscribe for our newsletter to receive up-to-date Erasmus+ news.

When can I apply and how many deadlines are there each year?

Information on deadlines can be found in the latest version of the Erasmus+ Programme Guide. You can also find information on application deadlines for both centralised and decentralised activities on our funding deadlines webpage. There are lots of resources available on our key resources page.

Where can I find information on the Erasmus+ budget for the UK?

You can find information about the Erasmus+ budget and the UK National Agency’s latest statistics on our key facts and figures webpage. 

What level of funding is available to me?

Erasmus+ funding is available through EU grants. Funding is a contribution towards the costs associated with a project.  The funding available depends on the type of project, the project duration and the proposed project activities. For further details regarding the funding available please check the Erasmus+ Programme Guide for the sector and Key Action you wish to apply for.

Are there any restrictions on start and end dates for a project?

Start and end dates vary depending on the Key Action. You should refer to the Erasmus+ Programme Guide for more information regarding project durations and the possible project start and end dates.

Do I need accreditation or a charter to apply for funding?

When making an application an organisation must be aware of the requirements and criteria for participation.

For higher education institutions wishing to participate in Erasmus+ an Erasmus Charter for Higher Education (ECHE) is required prior to making an application. If your institution is a recognised or listed body you are eligible to apply for an ECHE, providing you offer courses at foundation/HND level or above. For institutions wishing to apply for International Credit Mobility an ECHE is also required. Institutions only need to apply for the charter once and the charter will last for the duration of the programme. For further details please visit our Erasmus Charter for Higher Education webpage.

If you are a UK vocational education and training (VET) organisation with a proven track record in organising VET mobility projects for learners and staff and meet the programmes specific requirements you are encouraged to apply for the VET Mobility Charter. Please note that you do not have to be a VET Mobility Charter holder in order to apply for Erasmus+ funding for KA1 VET projects. The Charter aims to reward and promote quality in mobility enabling sending organisations to further develop their international strategies. For further details please visit our VET Charter webpage.

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Who can apply?

Who is eligible to apply for funding?

Organisations across all sectors actively involved in delivering formal and non-formal education, training and youth work are able to apply for funding. Full eligibility criteria can be found in the Erasmus+ Programme Guide. 

As a general rule, it is not possible to apply for funding as an individual. Individuals wishing to get involved in the programme should speak to their organisation, school, college etc. However, opportunities do exist for informal groups of young people to apply for specific types of youth projects under Key Action 1 youth mobility and Key Action 2 youth Strategic Partnerships. For further details regarding who is eligible to apply for Erasmus+ funding please review the Erasmus+ Programme Guide and the UK National Agency’s Guidance Documents applicable to the sector and Key Action you are applying for.

Can sole traders apply for Erasmus+ funding?

Applicant organisations must be legally registered in the United Kingdom. Therefore unincorporated organisations such as sole traders, partnerships (other than Scottish partnerships and limited liability partnerships), trust and unincorporated associations are not eligible to apply for Erasmus+ funding. It is possible for ‘a group of young people active in youth work but not necessarily in the context of a youth organisation (i.e. an informal group of young people)’ to apply for funding under Key Action 1 youth mobility and Key Action 2 youth Strategic Partnerships.  For further details regarding who is eligible to apply for Erasmus+ funding please review the Erasmus+ Programme Guide and the UK National Agency’s guidance documents applicable to the sector and Key Action you are applying for.

What is the definition of an international organisation?

An international organisation is an intergovernmental organisation, other than the European Community, which has legal personality under international public law, as well as any specialised agency set up by such an international organisation. Organisations created under national law are not international organisations (for example a national NGO with several regional or country offices).

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Before you apply

How can my organisation apply for funding?

To apply for funding an application must be submitted online to the UK National Agency by the advertised deadline. For full details regarding the Erasmus+ application process, please visit our apply for funding webpage.

What support is offered by the UK National Agency?

The UK National Agency’s role is to manage the delivery of Erasmus+ in the UK. This includes promoting the programme, offering advice to applicants, managing the assessment and selection of applications, and providing support to funded beneficiaries.

The UK National Agency is here to support organisations with their project ideas and submitting applications. We offer a number of different application support activities throughout the year including events and webinars. For details regarding any up and coming events or webinars please visit our events and webinars webpage.

The UK National Agency produces step-by-step guides to help UK organisations complete the Erasmus+ application forms. These guidance notes can be found on our apply for funding webpage.

The UK National Agency is also available via its helpline to support you with your project ideas and any questions about applying for funding. Please visit our contact us webpage for full contact details. 

Where can I find Erasmus+ application forms and the UK National Agency’s guidance notes?            

The Erasmus+ application forms and their associated guidance notes created by the UK National Agency can be found via our apply for funding webpage.

Is there a limit to the number of applications my organisation can submit each year? 

The rules regarding how many applications an organisation can submit each year depend on the sector and the Key Action you are interested in. For further details please review the Erasmus+ Programme Guide and the UK National Agency’s guidance documents applicable to the relevant sector and Key Action.

Can my organisation use a bid writer for an Erasmus+ project?

As the UK National Agency we cannot recommend or endorse the use of bid writers and you cannot use funding to obtain them. However some projects do decide to use them. We would recommend contacting us as we can support you to make a good quality bid. You could consider incorporating a UK consortium partner if you are struggling for internal capacity.

What is a PIC and how does my organisation obtain one?        

A PIC is a Participant Identification Code. Any organisation wishing to participate in an Erasmus+ project is required to have a PIC. To obtain a PIC you need to:

  • first register your organisation on the European Commission's EU Login, if you are not already registered. You may find it useful to read the Commission's EU Login manual (3.13 MB); then 
  • log-in to the Participant Portal with your EU Login account details and register to obtain your organisation's unique 9-digit PIC. Please refer to the European Commission’s Participant Portal User Guide (2.26 MB) before you register.

Can my organisation apply for Erasmus+ funding when its finances are made up of a significant proportion of other funding?

An organisation which receives a significant proportion of funding through other sources can apply for Erasmus+ funding so long as state aid rulings are not exceeded. For further details regarding state aid we recommend you review the UK Government's State Aid: The Basics Guide.  

What is meant by the organisational capacity of an organisation?        

All applicants are required to demonstrate that they have adequate capacity to deliver Erasmus+ projects successfully and administer them in accordance with their grant agreement and the Programme Guide published by the European Commission. The assessment of organisational capacity will consider:

  • The management of the organisation (e.g. details and roles of staff involved in delivery, management of the organisation, including details of any finance and administrative support);
  • Its past history, if any, in delivering European Commission funded projects;
  • The number of staff and volunteers who will be involved in managing the project;
  • Access to support networks (only for smaller groups);
  • The results of previous monitoring or audits by the National Agency.

This information is requested in the application form but, where necessary, further information may be requested. For further details regarding organisational capacity and any additional information requirements for specific Key Actions please review the UK National Agency’s guidance documents applicable to the sector and Key Action you are applying for.

Once submitted when will an application be acknowledged by the UK National Agency?

The UK National Agency aims to acknowledge all applications within three weeks from the respective deadlines. If you have not heard from the UK National Agency after three weeks please contact us. Please visit our contact us webpage for full contact details.   

When will my organisation be notified regarding the outcome of our Erasmus+ application?

The date in which the UK National Agency aims to inform applicants regarding the outcome of their application will be detailed in the UK National Agency’s acknowledgement email.

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Participant portal

Do partner organisations also need to register on the Participant Portal?         

Yes, both the applicant organisation and any partner organisations (UK and transnational) must register on the European Commission’s Participant Portal before completing an Erasmus+ application form. For further details please review the UK National Agency’s guidance documents applicable to the sector and Key Action you are applying for.

What do I need to upload onto the Participant Portal?              

During the registration process all organisations are required to upload evidence of their legal status and a completed financial identification form.

The Legal Entity Form must be completed, signed and dated by the organisation's legal representative.  The Legal Entity Form must be accompanied by the relevant supporting documentation proving the legal status of the organisation, for example Companies House registration. Organisations should also upload their VAT certificate if they have a VAT number. 

The Financial Identification Form must be completed, signed and stamped by the organisation’s bank or alternatively should be accompanied by a recent bank statement for the given bank account.

Additionally private organisations applying for a grant above €60,000 should ensure that their organisation’s most recent set of accounts are uploaded onto the Participant Portal.

For more information about registering and uploading documents to the Participant Portal, please refer to the European Commission’s Participant Portal User Guide (4.9 MB).

What financial accounts do I need to upload to the Participant Portal?              

Private organisations applying for above €60,000 in funding must ensure that their organisation’s most recent set of accounts are uploaded onto the Participant Portal.  Applicants must provide a profit and loss account (or an income and expenditure account) and balance sheet for the last financial year in which accounts were closed in accordance with relevant UK legislation. These must be no more than 15 months old, from the date of the round to which they are applying. This requirement is not applicable for public bodies or international organisations.  For further information please refer to the Erasmus+ Programme Guide.

How do I access and upload documents to the Participant Portal?

The Participant Portal is accessible via an individual’s EU Login account.

Please be aware that there are two portals: the Research Participant Portal and the Education Audio-visual, Culture, Citizenship and Volunteering Participant Portal. For Erasmus+ projects the Education, Audio-visual, Culture, Citizenship and Volunteering Participant Portal must be used.

Once logged in, applicants can navigate to the 'Organisations' drop-down menu and select 'My Organisation'. This opens another window where applicants should click on 'MO' towards the bottom right of the page to modify their organisation.  

In the next window, to upload documents applicants should select the 'Documents' tab towards the top left of the page which will navigate them to the webpage where it is possible to add new documents. From here applicants can browse and upload the required documents from their computer. Please note it is necessary to save before leaving this page, otherwise any uploads or changes made to the account will be lost.

For further support please refer to the European Commissions Participant Portal User Guide (4.9 MB).  

How do I update my organisation's details on the Participant Portal?

To make changes to the information originally provided on the Participant Portal applicants should log onto the Participant Portal via EU Login. Once logged in, an organisation's details can be modified from the "My Organisations" tab by clicking the "MO" button next to the respective organisation in the main menu.  Please note it is necessary to save before leaving this page, otherwise any uploads or changes made to the account will be lost. Once amendments have been made to the Participant Portal the organisations details will be updated automatically in the UK National Agency’s internal database.

For further support please refer to the European Commission’s Participant Portal User Guide (4.9 MB).

I am unable to access the Participant Portal, what can I do?    

The UK National Agency is unfortunately unable to support users in gaining access to the Participant Portal. For further support accessing the Participant Portal we advise that you contact the European Commission’s help desk at EC-CENTRAL-HELPDESK@ec.europa.eu. Please note that the help desk is manned from 08:00 to 18:00 Central European Time.

I have accidentally created a duplicate PIC for my organisation. Can I delete the duplicate PIC?             

If a duplicate PIC has been created, it is not possible to delete the duplicate PIC. In this situation please update the duplicate PIC’s organisation title stating “DO NOT USE”. The UK National Agency strongly advises applicants to make all relevant colleagues within their organisation aware of the organisation’s registered PIC to avoid the creation of duplicate PICs.

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Filling in your application form

How do I submit an application to the UK National Agency?

Applications must be submitted online by pressing the ‘Submit Online’ button towards the end of the application form. Applications should only be submitted once the form is fully complete and the applicant is happy with its content. To submit an application it is essential that applicants are connected to the internet. Once the ‘Submit Online’ button has been clicked the submission attempt will be recorded in the Submission Summary table within the application. If the application has been successfully submitted it will say ‘Online submission’ under Event and ‘OK’ and the submission ID under Status. For further details regarding the online submission process please review the UK National Agency’s Guidance Documents applicable to the sector and Key Action you are applying for.

Do I need to submit a hard copy application following the online submission?

No, only the online submission is required. Please ensure that your application is submitted in advance of the application deadline in case of any unexpected technical difficulties.

Can I start completing the application form and save the answers so that we can work on it later on?

Yes. If the application has been saved locally it is possible to save and close the application without losing the encoded data.

Who should we list as the contact person for a project and can our legal representative also be our contact person?

The contact person should be an individual who is familiar with the application and involved in the day to day running of the project, if successful. The contact person will be the first point of contact for the application and, should it be successful, the grant. The legal representative should be the person who is authorised to enter into a legally-binding commitment on the behalf of the organisation. In order to facilitate contact between the applicant and the UK National Agency, we strongly recommend that the person acting as the legal representative is different from the contact person for the applicant organisation. 

If we have a long history of Lifelong Learning Programme projects, should we include this within our application or are only Erasmus+ projects applicable?

Applicants are encouraged to detail any relevant experience which will support their application. It is at the discretion of the applicant as to which projects or experiences they detail within an application.  For further guidance regarding the level of detail to be provided within an application please review the UK National Agency’s guidance documents applicable to the sector and Key Action you are applying for.

What constitutes special needs?

Within the Erasmus+ Programme Guide special needs is defined as a disability which could include mental, physical, sensory or other disabilities. A person with special needs is a potential participant whose individual physical, mental or health-related situation is such that his/her participation in the project or mobility would not be possible without extra financial support. For further details regarding special needs and the availability of financial support please review the Erasmus+ Programme Guide and the UK National Agency’s guidance documents applicable to the sector and Key Action you are applying for.

What makes a good dissemination plan?

Dissemination should be considered throughout an  Erasmus+ project. A good dissemination plan will include dissemination activities which are  focused, relevant and well described. Target audiences for each dissemination activity should also be clearly identified. Dissemination activities may be in the form of local meetings, workshops or discussions with members of the wider community. Projects may also consider hand-outs, reports, evaluations or videos to assist with these dissemination activities.  For further details regarding dissemination please review the Erasmus+ Programme Guide and the UK National Agency’s guidance documents applicable to the sector and Key Action you are applying for.

Does the distance calculator calculate return or single travel distances?

The European Commission’s distance calculator calculates a single journey. However, all Erasmus+ application forms and the unit costs available have already been calculated based on the return journey. When completing an application travel distances should not be doubled. It is noted that the European Commission’s distance calculator is more accurate when location names are used rather than postcodes.

Is the checklist at the end of the application form an eligibility checklist?

No. The checklists towards the end of the Erasmus+ application forms contain information regarding specific requirements which should be fulfilled before an application is submitted online. Some of these requirements represent eligibility criteria however in some instances there maybe additional eligibility criteria specified within the Erasmus+ Programme Guide. Before submitting an application, applicants must ensure that they fulfil the requirements outlined in the application form checklist in addition to the eligibility criteria indicated in the Erasmus+ Programme Guide. For full details regarding eligibility criteria please review the Erasmus+ Programme Guide and the UK National Agency’s guidance documents applicable to the sector and Key Action you are applying for.

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Contracting

If successful how long will it take the UK National Agency to issue the grant agreement?

For all successful organisations the UK National Agency’s notification of results email will outline the dates in which we aim to complete the contracting process. The UK National Agency is only able to issue grant agreements once all of the necessary contracting documents have been submitted and accepted by the UK National Agency. Full details regarding the documents which need to be submitted to support the contracting process will be outlined in the UK National Agency’s contracting instructions issued to projects following the notification of results email.

Where can I find the partner mandate template and which partners need to complete a mandate?

The European Commission's partner mandate template can be found in the apply for funding pages.  For details regarding how and who needs to complete a partner mandate please review the instructions on the first page of the partner mandate. For further guidance regarding partner mandates please review the UK National Agency’s guidance documents applicable to the sector and Key Action you applied for.

Do partner mandates need to be printed on letter headed paper?

No, partner mandates do not need to be printed on letter headed paper. Partner mandates do need to be signed and dated, in original, by the partner organisation and the project coordinator (applicant).  Electronic or scanned signatures will not be accepted. Please note that the organisation details provided on partner mandates must match the partners details specified on the Participant Portal. For further guidance regarding partner mandates please review the UK National Agency’s guidance documents applicable to the sector and Key Action you applied for.

The partner mandate asks for the name of the National Agency. What is the official name I should include?

On the partner mandate please enter “The Erasmus+ UK National Agency in partnership between British Council and Ecorys UK”. For further guidance regarding partner mandates please review the UK National Agency’s guidance documents applicable to the sector and Key Action you applied for.

Who in my organisation needs to sign the bank details form?

The bank details form must be signed by the applicant organisation's legal signatory. Further instructions regarding completing the bank details form can be found on the first page of the bank details form.

What bank account does our organisation need?

The UK National Agency recommends a euro bank account. When using a non-euro bank account the UK National Agency and Erasmus+ funding will not reimburse or cover any losses or costs associated with bank charges or conversion rates.

Can I change our organisation’s bank account?

To change a project’s bank account please contact your Project Officer at the UK National Agency who will be able to provide you with further guidance and support. Please visit our contact us webpage for full contact details.    

Where can I find the General Conditions associated with the Erasmus+ grant agreement?

For projects funded under the 2014 Call General Conditions (part II) of the Erasmus+ grant agreement are contained within the hard copy grant agreement returned by the UK National Agency following the contracting process.

For projects funded the 2015 Call General Conditions (part II) of the Erasmus+ grant agreement can be found on our manage your grant web page.  

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Partners

How many partners do I need for an Erasmus+ application?

The minimum number of partners required for an Erasmus+ application depends on the sector and Key Action being applied for. For further details please see the eligibility criteria within the Erasmus+ Programme Guide under the sector and Key Action you wish to apply for.

Can the UK National Agency help me find partners?  

The UK National Agency is not in a position to directly support organisations find partners, however there are various initiatives that can help, such as eTwinning for schools, EPALE for adult education and SALTO for youth. The European Commission's Projects Results Platform can also be used to find contact details of an organisation or a project that interests you.

Is there a partner search database for sport actions?

Yes. The European Commission has developed a portal for organisations looking to find partners for centralised sports projects.

What funding can I use for partner planning meetings?

There is no funding available for partner planning meetings under Erasmus+. We recommend that applicants look at other European initiatives relevant to your sector such as eTwinning or EPALE for virtual partner meetings.

Must the applicant organisation be registered in the UK?        

For those applying for decentralised activities to the UK National Agency the applicant organisation must be registered in the UK.

Can a UK organisation be the lead applicant and a partner within different Erasmus+ projects?

Yes, however the criteria are different for each Key Action. For further details please refer to the eligibility criteria under the sector and Key Action you wish to apply for.

Can a Swiss organisation be a partner in my Erasmus+ project?

Yes. Switzerland is considered a partner country within the Erasmus+ programme and they can participate within certain Key Actions. For further details please see the eligibility criteria within the Erasmus+ Programme Guide under the Key Action you wish to apply for.

What is the difference between an intermediary organisation and a receiving organisation in Key Action 1 projects?

An intermediary organisation is an organisation active in the labour market or in the sectors of education, training and youth. It is a partner in a national mobility consortium, but is not a sending organisation. Its role may be to share and facilitate the administrative procedures of the sending VET organisations.

A receiving organisation is the organisation in charge of receiving foreign VET learners/staff and offering them a programme of activities, or benefiting from a training activity provided by VET staff.

It is recommended that receiving organisations host all or part of placement.  If a receiving organisation is hosting no part of the vocational placement, the applicant organisation must provide details on their suitable experience and expertise as well as their links to relevant businesses, industry or training institutions within their application form.

Is there a list of UK organisations that have been successful gaining Erasmus+ funding?

Yes.  The UK National Agency publishes project lists which are compiled of funding offers only and published before the contracting process begins. For the project lists please visit our funding results webpage.

Can you provide some examples of stakeholders?

Stakeholders include any organisation that may have an interest in your project; this could include local employers, colleges, universities, Government departments and local authorities etc.

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Students

If I participated under the Lifelong Learning Programme and received a grant, can I participate in the Erasmus+ programme?

Yes. It is possible for students who have previously benefited from funding under the Lifelong Learning Programme to study and train abroad under Erasmus+. However, institutions may give priority to those who have not previously benefited to widen participation.  

I am a university student and have received funding from my university; however I have not yet received my payment. Who do I contact?

Students who have received funding from their university should contact their Erasmus+ Coordinator in the first instance. Erasmus+ Coordinators are responsible for distributing funding to university students.

I am a university student can I do a study period or traineeship in my first year of university?

No, students can only undertake a study period or traineeship during their second year or other subsequent years. For further details please contact your Erasmus+ Coordinator to find out about any available opportunities.

Can I participate in Erasmus+ if I am a recent graduate?

Yes. Recent graduates can be selected to complete traineeships. However recent graduates need to be recruited to participate under Erasmus+ during their last year of study. The traineeship would then need to be completed within one year of graduation. For further details please contact your university for further information regarding any available opportunities.

I’m looking for opportunities to study/work in the UK can you help?

Unfortunately, the UK National Agency is unable to facilitate the search for internships or host partners. For further support in finding an internship or host partner please liaise with your university for further information regarding any available opportunities. If you are aged between 17 - 30 and reside from either a European or Non-European country we recommend that you visit the European Youth Portal for further information.

What is the Master Loan scheme and how do I apply for it?

The Master Loan scheme is a student loan guarantee scheme with favourable pay-back terms to support students who wish to study a master’s programme in another European country. The Master Loan scheme is aimed at students who study in a European country that is neither their country of residence nor the country in which they obtained their first degree. Through the Master Loan scheme students will be able to borrow a maximum of €12,000 for a one-year master’s programme and €18,000 for a two-year master’s programme. For further details please visit our Master Loan webpage. 

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Managing your grant

Who will manage the budget of the project?

A project's budget must be managed by the project coordinator (applicant organisation) on behalf of the partnership. The project coordinator will also be responsible for updating the Mobility Tool+ and complying with all monitoring and reporting requirements. For further details regarding managing your grant please review the UK National Agency’s handbook applicable to the Call year, sector and Key Action your project is funded under.

What are the requirements when converting costs incurred in another currency into euro?

For full details regarding the requirements when converting costs incurred in another currency into euro please review Article I.4.7 of your grant application. For further details regarding conversation rates please review the UK National Agency’s handbook applicable to the Call year, sector and Key Action your project is funded under.

Can I change partners within my project?

As per the Erasmus+ Programme Guide all partners should be identified within the application form at the application stage. Projects will only be able to make changes to their partnerships in exceptional circumstances.  Any requests will need to be submitted to the UK National Agency for its consideration. Please contact your Project Officer at the UK National Agency who will be able to provide you with further guidance and support. Please visit our contact us webpage for full contact details.

Do we need to provide receipts for everything in order to get the funding, and get receipts from partners?

The majority of Erasmus+ funding is based on unit costs.  The rules regarding the documents which need to be retained and submitted to the UK National Agency are different depending on the budget category and the Key Action. For further details regarding the documents that projects need to retain please refer to your grant agreement, including Annex III and the UK National Agency’s handbook applicable to the Call year, sector, and Key Action your project is funded under.

What are the open access requirements for educational materials, documents and media produced through Erasmus+?

As per the Erasmus + Programme Guide the Erasmus+ programme promotes open access to materials, documents and media that are useful for learning, teaching, training, youth work and are produced by projects funded by the programme. It is therefore a requirement for those producing any such materials, documents and media in the scope of any funded project to make them available for the public in digital form, freely accessible through the Internet under open licences.

The Erasmus+ programme nonetheless allows projects to define the most appropriate level of open access, including limitations (e.g. interdiction of commercial exploitation by third parties) if appropriate in relation to the nature of the project and to the type of material. Please note that this  open access requirement is without prejudice to the intellectual property rights of the grant beneficiaries.

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Technical queries

What computer specifications do I need to complete the application form?

The application form is a PDF file which needs to be opened and edited using Adobe Reader. It is recommended that you use one of the latest versions of Adobe Reader which can be downloaded, for free, from www.get.adobe.com/reader. The application, also referred to as an eForm, will work with some earlier versions of Adobe Reader however we recommend version 10 or above as a minimum. Some Mac computers are not compatible and we therefore recommend that where possible you use a PC to complete an application.

Please note if you have downloaded Adobe Acrobat Reader DC Version 2015.008 (15.8) the application may display the following error message: "The form cannot be opened. Please contact your National Agency's helpdesk for further information". We therefore recommend that you do not use version 2015.008 (15.8). The correct compatible version of Adobe Reader is version 2015.007 (15.7) or earlier.

I am having trouble downloading the application form, what can I do?

When accessing the application form you will need to choose first whether to ‘Open’ or ‘Save’ the application form. In order to see the contents of the application form you may need to click on ‘enable all features’ located in the top right corner (depending on your version of Adobe Reader) to display the application form.

If you are still experiencing difficulties downloading the application form it may be due to the version of Adobe Reader you have installed on your computer.

Please note if you have downloaded Adobe Acrobat Reader DC Version 2015.008 (15.8) the application may display the following error message: "The form cannot be opened. Please contact your National Agency's helpdesk for further information". We therefore recommend that you do not use version 2015.008 (15.8). The correct compatible version of Adobe Reader is version 2015.007 (15.7) or earlier.

I am having trouble completing the application form, what can I do?

You should check that you are connected to the internet. You must be connected to the internet to complete certain parts of the application such as checking PIC codes and validating the form using the ‘Validate’ button at the bottom of each page. We recommend that you validate each page as you complete it as some functions, such as the automatic calculations in the budget section, will not work unless the pages are validated. If you have saved your application form locally, you do not have to be connected to the internet to enter all information into the form. The downloaded application can be saved and closed without losing the encoded data.

I have added my partner's PIC code to the application form, however there are some grey boxes which have not populated. How can I complete these compulsory fields?

Fields appearing in grey are pre-filled or calculated fields. You are not able to modify these fields, and they will display either default values, calculation results or data already inputted in other fields or tables within the application form. If compulsory fields relating to your partner's details are not populated it is likely that the information in the Participant Portal has not been updated properly by your partner. In this situation your partner will need to log into the Participant Portal and complete the required fields.

If you have entered a PIC and the form is not auto-populating, you or your partners may need to update the Participant Portal to specify the “type” of organisation.

The application form is not calculating my project's grant request, what can I do?

The calculation fields in the budget section of the application will not perform calculations unless you press the validate button. It is possible to press validate once you’ve completed the whole application, however it is best if you validate as you go along. Please note that you will need to be connected to the internet to perform the validate function.

The application will only allow me to upload five annexes. How can I submit additional annexes?

Although there are only five spaces in the Annexes section of the application form this does not mean that only five documents can be submitted. Documents can be combined into a single document, rather than uploading them separately. It is important to note that there is a 10MB limit when uploading annexes to an application form. Applicants should only submit mandatory documents with their application. Additional and/or supplementary documents should only be submitted if the applicant has available space and/or if these documents are crucial to their application form.

What is the alternative submission procedure for Erasmus+ applications?

In the event of technical difficulties an application, and its annexes and evidence of the technical difficulty, should be emailed to the National Agency, no later than 2 hours after the application deadline. For further details please refer to the UK National Agency’s guidance documents applicable to the sector and Key Action you are applying for.

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