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Erasmus+

General information

Previous name: Erasmus+

Organigram

The Erasmus+ Programme Guide is drafted in accordance with the Erasmus+ annual Work Programme adopted by the European Commission, and therefore may be revised to reflect the priorities and lines of action defined in the Work Programmes adopted in the following years. 

Source: French Agency for Erasmus+ / Education Training

Introduction

Erasmus+ is the EU Programme in the fields of education, training, youth and sport for the period 2021-2027. Education, training, youth and sport are key areas that support citizens in their personal and professional development. High quality, inclusive education and training, as well as informal and non-formal learning, ultimately equip young people and participants of all ages with the qualifications and skills needed for their meaningful participation in democratic society, intercultural understanding and successful transition in the labour market. Building on the success of the programme in the period 2014-2020, Erasmus+ strengthens its efforts to increase the opportunities offered to more participants and to a wider range of organisations, focusing on its qualitative impact and contributing to more inclusive and cohesive, greener and digitally fit societies. 

For the 2021-2027 Erasmus+ still encompasses six main sectors: School education, Higher education, Vocational education and training, Adult education, Youth and Sport. Erasmus+ is adapting to the major global challenges by focusing on three key priorities: being more inclusive, digital and green.

Focus of funding for 2021-2027

For the 2021-2027 Erasmus+ still encompasses six main sectors

  • School education, 
  • Higher education, 
  • Vocational education and training, 
  • Adult education, 
  • Youth and Sport. 

 

Erasmus+ is adapting to the major global challenges by focusing on three key priorities: being more inclusive, digital and green. 

Thematic Priorities

Participating countries

Possible applicants

Target group / Final beneficiaries

Budget

Total Budget for 2014-2020

EUR 77 billion

Total Budget for 2021-2027

95.5 billion (current prices) (December 2020 Agreement)

Increase / Decrease in %

Increase of 30%

Budget per project

BPP

RIA

Average

EUR 6.03M

Min.

Depending on the call

Max.

Depending on the call

BPP

IA

Average

EUR 9.18M

Min.

Depending on the call

Max.

Depending on the call

BPP

CSA

Average

EUR 1.48M

Min.

Depending on the call​

Max.

Depending on the call​

BPP

ITN

Average

EUR 3.32M

Min.

Depending on the monthly allowance rates (max 540 person/months per project)

Max.

Depending on the monthly allowance rates (max 540 person/months per project)

BPP

IF

Average

EUR 187.2k

Min.

Depending on the monthly allowance rates (max 36 person/months per project)

Max.

Depending on the monthly allowance rates (max 36 person/months per project)

BPP

RISE

Average

EUR 983.7k

Min.

Depending on the monthly allowance rates

Max.

Depending on the monthly allowance rates

BPP

Accelerator

Average

EUR 2.44M (Horizon 2020 SME Instrument Phase 2)

Min.

EUR 500k

Max.

EUR 2.5M

BPP

Starting

Average

EUR 1.49M

Min.

EUR 500k

Max.

EUR 500k​

BPP

Consolidator

Average

EUR 1.94M

Min.

N/A

Max.

EUR 1.5M

BPP

Advanced

Average

EUR 2.40M

Min.

N/A

Max.

EUR 2M

BPP

Synergy

Average

EUR 9.70M

Min.

N/A

Max.

EUR 2.5M

BPP

PoC

Average

EUR 150.1k

Min.

N/A

Max.

EUR 150k

BPP

Co-Fund

Average

EUR 5.67M

Min.

Depending on the call

Max.

Depending on the call

BPP

Prizes

Average

Min.

Depending on the call

Max.

Depending on the call

BPP

PPC

Average

EUR 6.21M

Min.

Depending on the call

Max.

Depending on the call

BPP

PPI

Average

EUR 29.94M

Min.

Depending on the call

Max.

Depending on the call

BPP

ERA-NET Cofund

Average

EUR 21.99M

Min.

Depending on the call

Max.

Depending on the call

Complexity of budget from 1 (easy) to 5 (difficult): 4

Criteria for the complexity of budget (How detailed is the budget, how complex is the documentation, availibility of documentation, etc.)

The financial aspects (budget) of the research Framework Programmes are among the most complex to manage. The program uses the full range of   form of costs foreseen by the art. 125 Reg. 1046/2018 (“Financing not linked to costs”, “Actual”, “Unit”, “Plat Rate” and “Lump Sum”).  According to different type of actions, different forms of costs can (or must) be used.  The majority of actions (RIA, IA, CSA, ERC grants, EIC grants) use actual, unit, and flat rate costs. MSCAs use unit costs only.  Prizes and other specific calls can use Lump Sum form. However, the use of a blend of form of costs is a decision of the EC services, so it is possible to find different combinations in different calls.

Peculiarities of this programme budgeting is that (depending on the call specificities)  it is possible also to declare costs related to Affiliated Entities (former linked third parties), in-kind contributors, sub-grantees.  Projects are normally open to Associated Partners (former International partners, i.e. entities allowed to take part to the technical implementation of the action, but not eligible for funding).  

Indirect costs are normally 25% of eligible direct costs, not considering subcontracting, financial support to third parties (sub-grantees), costs of in-kind contributors when the contribution is not used by the beneficiary’s premises, and other specific situations where the EU contribution  to the action may represent a case of possible double-funding (e.g. when receiving operational grants).

The compilation of the estimated budget at proposal level can be different according to the budget model adopted for each call. 

For calls run under the traditional budget scheme (forms of cost: Actual, Unit, Lump Sum) the budget does not require to be detailed.  Only the amount per partner, per budget category, is required.  The detailed breakdown of costs incurred is required only during specific checks ordered by the PO, and (always) during Audits (CFS and II° level Audits).   Consequently, estimating the budget at proposal level may appear a clerical task, nevertheless – give possible later checks and controls – underestimating the relevance of a well-designed and eligible budget can be extremely tricky, and costs declared could reveal to be ineligible when reporting, or during an audit. 

In addition to traditional budget approach, Horizon Europe is expected to consistently implement a novel way to manage grants budget, the so-called new Lump Sum i.e. the form of cost “Financing not linked to the cost of the relevant operations” (art. 125 letter a – Financial Regulation 2018/1046).  This form of costs was introduced in 2018, and piloted between 2018 and 2020, with the aim of simplifying the financial management of grants.  It is expected to be used for RIA, IA and CSA mainly, but the real magnitude of its iation will depend by the relevant EC authorising officers responsible for each call or group of calls.  When a call is implemented under this scheme, the financial reporting is no more required (i.e. no financial statements, no financial audits, no timesheets, …), and  the EU contribution will be conditional  to the completion of Work Packages, by all partners involved in its implementation) before the end of the reporting period. This novel lump sum model entails a detailed breakdown of project estimated costs at proposal level, per beneficiary, per budget category ad per work package, and very limited possibilities for budget shift are foreseen.  

Tips for applicants on budgeting

  • Even if not required by the application form, the estimated budget included in the proposal should reflect the results of an analytical budget construction, in order to avoid major problems in budget shifting during the project implementation;
  • When building your proposal, consider the option of heaving Linked Third Parties, in-kind contributors, International partners, instead of project partners, or subcontractors;
  • If you need subcontractors, make sure to describe the task to be subcontracted, the criteria that will be used to select the supplier (or the description of the selected subcontractor and the relevant selection criteria used), always ensuring the principle of “best value for money”; 
  • Keep an eye on the eligibility of your personnel costs, especially for categories other than A1 Employees. Unintentionally, you may estimate/declare costs of staff members that are not eligible due to the lack of formal requirements in their contracts;
  • When estimating the budget for personnel costs, use the most recent hourly rate of the personnel involved in the action, in order to be as closer as possible to the actual rate you will you have to use to declare your costs;
  • Do not try to artificially inflate your estimated costs in order to reach the EU contribution max amount set by the call when you estimate your project costs; you’ll be able to claim only duly justified cost backed by reasonable and justified effort.

Programme-Specific Tips for Applicants

2-3 lessons learnt in 2014-2020

  • The following aspects revealed to be more prone to error, or poor implementation/management, in Horizon 2020: 

    Technical Implementation issues: 

    • Soundness and credibility of KPIs, 
    • Confusing Project KPIs vs Impact Indicators, 
    • poorly justified Matching with EU policies, 
    • clear understanding of TRLs scale (starting level and expected final level at the end of the project), 
    • low level of ambition (minor advancement in the State-of-art, low innovation potential,…); 
    • underestimation of the “Impact” related aspects and their relevance; 
    • poor and confused Dissemination/Communication/Exploitation plans,
    • neglected stakeholders’ analysis; 
    • exploitation pathway not considered or prepared;  
    • poor Work Package and Tasks description (including details of partner involvement); 
    • difference between Deliverables/Milestones/Reports is not clear; 
    • neglected Ethic issues, and no Ethic workpackage foreseen at proposal level; 
    • lack of understanding of Third Parties roles and involvement; 
    • No (or poor) Contingency Plan, not realistically covering main risks.

    Financial Implementation issues:  

    • incorrect calculation of productive hours for personnel costs
    • ineligible remuneration costs for the calculation of the hourly rates for both actual costs and for average personnel costs
    • incorrect time claimed
    • Subcontracting and other direct costs allocated in the wrong category
    • costs without valid supporting documents
    • costs not foreseen in the grant agreement or agreed by EU services.
    • errors in equipment costs due to no direct measurement of the costs
    • lack of adequate supporting documents for other goods and services
    • travel costs not related to the action or missing supporting documents
    • Time records absent or incomplete or not signed, no description of related activity, insufficient detail (e.g. only monthly activities), not subject to supervision /authorisation by superiors / project manager
    • Project personnel not directly employed or paid by the beneficiary (unless use of 3rd party included in Annex I)
    •  Costs not recorded in the statutory accounts
    •  Usual accounting or management practices not applied to the EU project
    •  Use of budgeted figures 

Programme Specific Practical Information

  • The programme is expected to be entirely managed through the Funding and Tender Opportunities portal, or the AI EIC platform (for EIC funds)

    The portal provides any practical information to participate to Horizon Europe, e.g official documents (work programmes, call for proposal, and models of grant agreements, guidelines, and templates). It is also the access point to the Participant Register, the submission facility, the System for Grant Management (SYGMA), the Project and Results area and the participation to the programme as an individual Expert.

Positive aspects

Negative Aspects

DOs and DON'Ts

DOs

01.

Read carefully the entire call for proposal. Every line includes a piece of information valuable to prepare a sound proposal

02.

Dedicate time to understand the call scope, challenge and expected pathway to impact – you need to demonstrate you understand how the innovation can reach the society and generate an impact

03.

Involve you partners from the very beginning in the proposal preparation – it may take from 6 months to 1 year to prepare a competitive proposal, and it takes time to brainstorm with them and extract the best from each partner

04.

Ensure you have the technical and financial resources to carry out the action, or at least you have a pan to secure them

05.

Start working on your consortium agreement terms from the very beginning of your contacts with partners.  The internal rules of the game are extremely important for your project to run smoothly, in particular about the ownership and rights to exploit research results

DON'Ts

01.

Don’t write your proposal alone, many expertise are required from your organisation.  Collaborative projects are not one-man-band show, so proposals neither. Transmit to your partners the need of their involvement and contribution in the proposal planning and writing

02.

Don’t underestimate the efforts and time required for the “2.Impact” section of the application form.  While you are very good in writing about your science/technology/innovation (“1. Excellence”), you may struggle in figuring out and describe the benefits of your project for the world outside the academia.  Get support from your team to develop this part in appropriately (e.g. experts from Social Sciences and Humanities, Knowledge transfer offices, Stakeholders external to the consortium) 

03.

Ask several review from independent experts or colleagues to identify weaknesses and remain open-minded to integrations

04.

In particular for very competitive and recurring calls (e.g. ERC, MSCA, Accelerator, Pathfinder,…) consider that you may be not  successful at first attempt. It may take more than one to be awarded. If your project is not selected, it doesn’t mean it is not good, it means it can be improved

05.

Don’t offer to the EC unrealistic technical and scientific achievements for the sole purpose to rise interest on your project.  Your proposal might be evaluated by experts from the same sector, so they can understand whether your ambition is realistic, and if the work plan can achieve the expected goals