- Contact seminars: Aimed at organisations planning a European cooperation project (Erasmus+ KA1 or KA2) but still looking for partner organisations.
- Thematic seminars and conferences: Events focusing on current themes across different fields of education.
- Training activities: Capacity-building sessions related to the Erasmus+ programme.
- Webinars and hybrid seminars: Online or partly online events that allow broader participation.
- Study visits: Organised in cooperation between Erasmus+ National Agencies and local stakeholders in different countries.
Travel, invoicing and reporting guidelines for TCA participants
Erasmus+ National Agencies in different countries organise TCA events that are open to representatives of organisations active in the field of education. The Finnish National Erasmus+ Agency reserves places in these events for Finnish participants.
On this page, you will find travel, invoicing and reporting guidelines for TCA participants from Finland.
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.
Most events require an electronic application through the SALTO application portal. Registration is required before applying, and applications must be submitted within the given deadline.
Once the application period has ended, the Finnish National Erasmus+ Agency will review the applications submitted by Finnish applicants. Selected applicants will receive an email request to complete an additional information form for the payment of the travel grant.
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.
- EDUFI grants participants a travel grant of up to 750 euros.
- You do not need to apply for the grant separately – it is awarded automatically if you have been accepted as a participant in the seminar.
- Participants who receive the travel grant are responsible for all practical travel arrangements, such as planning the travel route and purchasing tickets.
- The participant’s home organisation covers the travel costs first, and reimbursement from the Finnish National Erasmus+ Agency (EDUFI) will take place only after the trip.
- Please wait until the organising national Erasmus+ agency has confirmed the seminar programme before making any binding travel bookings. However, you may already plan your travel route and preliminary schedule in advance.
- If, when planning your journey, it appears that your travel costs will exceed the grant amount (750 euros) or that your trip requires, for example, an additional overnight stay when travelling to or from the airport, please contact your sector’s TCA contact person before making any bookings. You can find the contact details at the bottom of this page.
- Participation in the seminar requires full attendance. It is important that you arrive on time for the start of the programme and stay until its official conclusion. If these conditions are not met, travel costs cannot be reimbursed.
- The practical arrangements for the seminar are the responsibility of the organising national Erasmus+ agency. If you have any questions regarding the programme, travel or accommodation, please contact them directly. If the contact details are not provided on the event page or in the programme, you may request them at tca [at] oph.fi.
Conditions for reimbursement of travel costs - please take care
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.
Before invoicing, participants must submit receipts related to the event and a certificate of participation within 14 days after the end of the event. The documents must be submitted electronically via the VismaForms service (link below).
Once the travel report and receipts have been reviewed, you will receive a purchase order — i.e. billing authorisation — through the Handi service. The order will be sent from the email address handipalvelu(at)softco.com and will include all necessary invoicing details and a reference number for the invoice. Please forward this message to your organisation’s finance department for invoicing.
Original receipts and other accounting records must be stored securely by the organisation. The European Commission requires that supporting documents be kept for at least five years, and according to Finnish accounting law, for at least six years from the date of the final payment.
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.
If your travel is cancelled or interrupted due to Force Majeure, you must report the incurred costs using the Force Majeure form.
The Erasmus+ National Agency will send a feedback survey to participants within six months of the seminar.
| Sector | Events, applications, decisions, reporting | Invoicing |
| Adult education | Kristiina Kirjarinta kristiina.kirjarinta [at] oph.fi (kristiina[dot]kirjarinta[at]oph[dot]fi) tel. 0295 331 892 Petra Helenius petra.helenius [at] oph.fi (petra[dot]helenius[at]oph[dot]fi) | Kristiina Kirjarinta kristiina.kirjarinta [at] oph.fi (kristiina[dot]kirjarinta[at]oph[dot]fi) tel. 0295 331 892 |
| Vocational education and training | Sari Huttunen sari.huttunen [at] oph.fi (sari[dot]huttunen[at]oph[dot]fi) tel. 0295 338 563 | Johanna Puustinen johanna.puustinen [at] oph.fi (johanna[dot]puustinen[at]oph[dot]fi) tel. 0295 331 733 |
| General education | Kristiina Kirjarinta kristiina.kirjarinta [at] oph.fi (kristiina[dot]kirjarinta[at]oph[dot]fi) tel. 0295 331 892 Katariina Petäjäniemi katariina.petajaniemi [at] oph.fi (katariina[dot]petajaniemi[at]oph[dot]fi) | Kristiina Kirjarinta kristiina.kirjarinta [at] oph.fi (kristiina[dot]kirjarinta[at]oph[dot]fi) tel. 0295 331 892 |
| Higher education | Nelli Markula nelli.markula [at] oph.fi (nelli[dot]markula[at]oph[dot]fi)annesophie.hokkanen [at] oph.fi ( ) tel. 0295 331 761 | Jasmin Kallio jasmin.kallio [at] oph.fi (jasmin[dot]kallio[at]oph[dot]fi) tel. 0295 331 047 |