For many schools, the biggest question before a first Erasmus+ mobility is a simple one: what does the grant actually pay for? The answer is reassuring. Erasmus+ funding for vocational education and training (VET) is built around clear budget categories, most of them calculated as fixed unit costs. Once you understand how these categories work, planning a group internship abroad becomes far more manageable. This article gives a general overview; always check the Programme Guide for the year of your call and the guidance of your National Agency.

Who receives the grant

In VET mobility, the grant is awarded to the sending organisation: the school, college or training provider that applies, either through an accredited project (KA121) or a short-term project (KA122). The sending organisation manages the budget and decides how to organise the mobility, including which services it buys from a hosting or intermediary partner abroad.

It helps to remember that the grant is a contribution to costs. Most categories are paid as unit costs per participant, per day or per distance band, rather than as a refund of receipts. This keeps administration lighter, but it also means good planning matters.

The main budget categories

The Programme Guide sets out several categories for learners and staff in VET. The ones schools use most often are:

Travel: a contribution to the return journey, based on the distance between the sending and receiving locations, with a higher rate for green travel such as train or bus.
Individual support: a daily contribution to living costs during the stay, including accommodation, meals and local transport. Rates depend on the receiving country group and on whether the participant is a learner or staff member.
Organisational support: a unit cost per participant for preparing, mentoring, monitoring and following up the mobility, covering costs of both sending and hosting organisations.
Inclusion support: additional funding for participants with fewer opportunities, partly as a unit cost for the organisation and partly as real costs for specific needs.
Exceptional costs: real costs for items such as visas, vaccinations or particularly expensive travel, usually subject to approval.

Language preparation and other support

Language skills make a real difference to the quality of an internship. Participants normally have access to the Erasmus+ Online Language Support platform. Where it does not offer the language or level needed, linguistic support can be funded as a unit cost, with enhanced support available for long-term ErasmusPro learners.

Other categories can also be relevant:

Preparatory visits: staff can visit the host destination in advance to meet partners and check arrangements.
Accompanying persons: teachers or other adults who accompany learners, especially minors or participants with additional needs, can receive travel and individual support.
Course fees: for staff taking part in structured training courses abroad.

Short-term and long-term mobility

VET learners can take part in short-term mobility of 10 to 89 days or long-term ErasmusPro mobility of 90 days up to a year. The same categories apply, but the overall budget naturally changes with duration. Individual support, for example, is paid per day, so a longer stay generates a larger grant, while organisational support and travel are calculated differently. When comparing options, look at the total package rather than a single line.

Practical tips for planning your budget

Download the current Programme Guide and your National Agency’s guidance before you start, as rules and rates are updated each year.
Map each service you need (accommodation, transfers, placements, language lessons, activities) to the budget category that funds it.
Use green travel where it is realistic: it can improve your travel contribution and fits Erasmus+ priorities.
Keep clear records of participation, attendance and learning outcomes, since unit costs depend on activities actually taking place.
Agree in writing with your hosting partner what is included, so there are no surprises later.

Understanding the grant early also helps you talk confidently with school leaders and families, and to explain what students can expect.

How Koyot Agency can help

Koyot Agency works with European schools and VET providers to turn an Erasmus+ grant into a well-organised stay in Valencia. We arrange internships, host families, residences or apartments, transfers and local transport, Spanish lessons at Koyot Academy, cultural programmes and professional visits, with a named coordinator for each group. We are happy to help you match your programme to the budget you have planned. Discover our mobility services and start preparing your next project with confidence.