Travel, invoicing and reporting guidelines for TCA participants

Online seminars

Participants are granted the right to attend online seminars, but no financial support is provided.

On-site events

The Finnish National Agency for Erasmus+ provides a travel grant for participants accepted to the seminar. Participation in an on-site event is only possible if the National Erasmus+ Agency has granted the participant the right to attend.

Unless otherwise stated in the event description, the organiser covers accommodation, meals and the event programme. The travel grant provided by the Finnish National Erasmus+ Agency is always paid to the participant's organisation. If the participant changes, please notify us as soon as possible.

The Finnish National Erasmus+ Agency will inform applicants of the selection decision. Do not make any travel arrangements or purchase tickets until you have received confirmation that your application has been approved.

Selection criteria

General selection criteria for TCA seminars include the applicant’s motivation and the organisation’s needs in relation to the seminar or training topic. Priority is given to applicants and organisations that have not previously participated in similar events or Erasmus+ projects.

Each participant is responsible for purchasing their own travel tickets, travel insurance, and any visa-related costs, in accordance with the guidelines of their own organisation. Be sure to familiarise yourself with your employer’s travel policies in advance – for example, municipalities and other employers may have different practices regarding weekend travel. You should also discuss and agree on other employment-related matters with your employer before booking any travel.

The Finnish National Erasmus+ Agency does not pay daily allowances or compensate for loss of earnings or substitute staff costs.

If possible, tickets should be purchased in line with your organisation’s usual travel procedures, for example through the travel agency used by your employer. This helps avoid situations where the participant must initially cover the travel costs themselves. However, this is a matter between the employee and the employer, and the Erasmus+ National Agency has no influence over such arrangements.

The use of a private car is not recommended. If a private car is used, reimbursement will be based on the cost of the most economical public transport option. Any additional costs related to private car use (such as parking fees) are at the participant’s own expense. If public transport is unavailable or unreasonably difficult to use, and you plan to travel by taxi, private car or rental car, this must always be agreed upon in advance with the Finnish National Erasmus+ Agency, along with a justification.

The participant’s home organisation is responsible for covering the initial seminar-related costs and will invoice the Finnish National Erasmus+ Agency afterwards, once a billing authorisation has been granted. Travel should be carried out as cost-effectively as possible, following the current Finnish State Travel Regulations.

Travel costs are reimbursed based on actual expenses and receipts (according to the most economical travel option, up to a maximum of EUR 750). The cost report must be accompanied by a copy of the participation certificate signed by the organiser and copies of all travel-related receipts.

Once you have received the billing authorisation (see previous section), the invoice for the event-related costs must be submitted within three weeks from the date the authorisation was granted.

The Finnish National Erasmus+ Agency accepts only e-invoices. Attachments can be included with the e-invoice if necessary. Invoices sent by post or email will not be processed and will be returned to the sender.

The Erasmus+ National Agency will send a feedback survey to participants within six months of the seminar.