Travel, invoicing and reporting guidelines for TCA participants

The Finnish Erasmus+ National Agency at EDUFI will inform applicants of the selection decision individually by email. In some cases, the notification may also be sent via the SALTO application portal.

The email will also include the selection criteria. If you have any questions regarding the decision, you may contact the Finnish National Agency for Education’s TCA coordinator.

Please follow the instructions provided in the email and complete the required forms, such as the contact details form, by the given deadline.

The Finnish Erasmus+ National Agency awards a travel grant to Finnish participants to support travel to the destination (e.g. flights, train, bus or ferry travel).

The grant covers eligible travel costs up to EUR 750.

The grant does not cover additional hotel nights, such as accommodation near an airport in Finland. Any accommodation needs related to travel must be agreed in advance with the TCA coordinator.

No separate application is required for the travel grant. You will receive the decision by email once you have submitted the additional information requested in the selection message.

If your travel costs exceed EUR 750:

• Agree on any excess costs in advance with the Finnish National Agency for Education by contacting your sector-specific TCA coordinator (contact details at the bottom of the page).
• Without prior approval, costs exceeding EUR 750 will not be reimbursed and will remain the responsibility of you or your organisation.

How do I book travel tickets?

Participants are responsible for planning their travel route and purchasing their tickets. Tickets should only be booked once the event programme has been confirmed.

Travel must be organised as cost-effectively as possible and in accordance with the Finnish Government Travel Regulation.

Your background organisation pays the travel costs initially and invoices them afterwards to the Erasmus+ National Agency. Please retain all travel receipts.

Tickets should be purchased in line with your employer’s travel policy, for example via your organisation’s travel agency.

Use of a private car or taxi

If public transport is not available or its use is unreasonably difficult, and you intend to use a taxi, a private car or a rental car, this must always be agreed in advance with your TCA coordinator. You must also provide justification for the chosen mode of transport.

The use of a private car is not recommended as a rule. If you nevertheless use your own car, travel costs will be reimbursed only up to the cost of the most economical public transport option. All other costs related to car use, such as parking fees, are your own responsibility.

Travel greener

Within the Erasmus+ Programme, participants are encouraged to choose environmentally friendly travel options, especially for domestic travel and travel within neighbouring regions.

Please consider whether part or all of your journey could be completed by land, for example by train or bus. If this results in additional costs or overnight stays, agree on any excess costs in advance with your TCA coordinator.

Please proceed as follows before cancelling or interrupting your trip:

• If it appears that your trip must be cancelled or interrupted, contact your sector-specific TCA coordinator immediately to clarify the situation. This includes assessing the possibility of a replacement participant, additional costs and communication with the organiser.

If the situation is ultimately deemed force majeure (an exceptional and unforeseeable circumstance) and costs have been incurred, please complete the cost reporting form below. Check with the airline and your travel insurance provider which costs they may reimburse. This information is required for force majeure processing.

If no travel costs have been incurred, no reporting is required. However, cancellations or interruptions must always be reported to the TCA coordinator.