This tool is designed for:

• 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:

Travel costs — calculated automatically from the straight-line distance between your origin and destination city, using the same Haversine formula as the official EC Distance Calculator. The tool identifies the correct 2026 distance band (Band A through Band G) and shows both the standard travel grant and the green travel grant for each route.

Individual support (subsistence) — daily accommodation and subsistence rates by destination country, based on the 2026 Programme Guide reference rates. You can override the rate with your National Agency's published figure if it differs.

Green travel — for trips under 500km, the 2026 Programme Guide expects train or other low-emissions transport as the default. The tool flags all eligible routes automatically and shows exactly how much additional grant you unlock by choosing green travel.

Organisational support — calculated from your total participant count using the degressive rate structure (€500 per participant for the first 100, €200 for each additional participant).

Course fee — €80 per participant per day up to a maximum of €800 per participant. The tool enforces this cap automatically and flags a warning if your course fee exceeds the 50% of total grant rule.

Linguistic preparation — €150 per participant for languages not covered by the OLS platform.

Preparatory visit — €575 per participant, capped at 3 participants per visit.

Inclusion support — both the organisational flat rate (€100 per participant with fewer opportunities) and individual real-cost support.

The planner works in 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 to your project.

Step 2 — Add Trips. For each trip in your project, type the origin and destination city. The tool calculates the distance and band instantly, shows the grant amount for standard and green travel, and lets you enter the number of participants, number of trips and activity duration. The subsistence cost is calculated automatically from the destination country rate. 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 that apply to your project — organisational support, course fees, linguistic preparation, preparatory visits and inclusion support. The tool enforces all caps and limits automatically.

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