Erasmus+ Guide for Applicants

Erasmus+ Programme Guide

A detailed description of the Erasmus+ Programme, its funding and respective deadlines, can be found on the  2018 Erasmus+ programme guide (version 1)(updated 25/10/2017)

The 2018 Erasmus+ General Call for Proposals can be downloaded from here

3 Step Approach

EUPA are recommending a 3 step approach for project applications. The EUPA is offering a service where the project proposal is sent to the Programme Coordination and Communications Unit (PCCU) within the EUPA for their review at least one month before the deadline. Following this review, feedback may be given to ensure that the project application is in line with European and Maltese priorities. Moreover, the PCCU may refer the applicant to MEUSAC for assistance in the formulation of application and to further develop the project idea.


National Priorities

The National Priorities for the Erasmus+ programme can be downloaded from here

Other areas that are not mentioned as Priorities may still be considered by the Projects Evaluation Committee.

Personal Identification Code (PIC)

Before applying for funding (by submitting a project proposal), all organisations (partners) involved in the project must first be registered with the Commission.

Follow the below steps which will guide you through the process:

1. Registration of organisation

2. Validation of organisation  – LEAR appointment and Financial viability check 

3. Data update 

On completing registration, you will receive a 9-digit Participant Identification Code (PIC) – to be quoted in your proposal and in any correspondence with the Commission.

Duplicate PICs
If someone creates a new PIC for your organisation while you already have one, your LEAR or Account Administrator should contact the Validation Services via the messaging tool in the Beneficiary Register (My Organisations page on the Participant Portal) so that they transfer any information related to this duplicate PIC to the correct PIC.

Video Tutorials

How to apply for a PIC

How to fill in an Erasmus+ application form


Applications – eForms

The European Commission released the Accreditation (for HEI Consortia, VET organisations and EVS) and Key Action 1 (mobility of individuals) forms in relation to the Erasmus+ programme for Education, Training, Youth and Sport (2014-2020).

Kindly note that you have to download and save on your computer the respective eForms from the links below:

Attention: Youth organisations interested in applying for EVS accreditation should download the EVS Accreditation guidelines


Key Action 1: Mobility of Individuals

The Online Linguistic Support provides participants in Erasmus+ long-term mobility activities (Key Action 1) with the opportunity to assess their knowledge of the language they will use to study, work or volunteer abroad. Download Online Linguistic Support Guide


Key Action 2: Cooperation for innovation and the exchange of good practices

Please note that applications addressing more than one field are still eligible to apply however applicants need to identify which sectors will be most impacted and choose from the above applications accordingly.

The List of Church, Independent and State schools eligible for participation under the Erasmus+ Programme for Call 2017.


Key Action 3: Support for Policy Reform
Guidelines for completing application e-Forms

For ease of reference and for further assistance, please refer to the step by step user guidelines on how to complete the above application e-forms in the following document:

Attachments to the Applications (eForms)

Mandate Form

A mandate is a bilateral agreement between the coordinating organisation and each partner organisation taking part in an Erasmus+ project by which the partner organisation authorizes the coordinating organisation to act on its behalf in matters related to the project implementation.

The Mandate Form must be provided:

  • For Key Action 1 – Learning Mobility of Individuals:
    • by all partner organisations for mobility actions in the youth field;
    • by the organisations that are members of a national consortium in the fields of higher education, vocational education and training, and adult education;
    • by organisations applying for VET learner and staff mobility with the mobility charter.
  • For Key Action 2 – Strategic Partnerships:
    • By all partner organisations, except for:
    • partner organisations in projects involving schools only
    • associated partners in projects promoting cooperation between local/regional school authorities
  • For Key Action 3 – Structured Dialogue in the youth field:
    • By all partner organisations
TimeTable and Activity Programme Forms

Those who are interested in applying for Youth Exchanges (Key Action 1) or for Structured Dialogue meetings need to fill in the below activity sheets according to their project proposal:

As for those applying for Key Action 2 are required to fill in the following document:


NA Beneficiary agreement

General Conditions


Erasmus+ Centralised Funds


The actions of the Erasmus + programme are divided into decentralised and centralised actions. The decentralised actions are managed by the National Agencies whilst the centralised ones are managed at a European level by the Education, Audiovisual and Culture Executive Agency (EACEA) in Brussels.


Further information about the application process for the centralised actions, general and specific calls for proposal may be found in the link provided below:


Distance Calculator


For grant support to travel costs in the Erasmus+ Programme, travel distances must be calculated using the distance calculator provided in the link below.




Erasmus+ Call for Proposals and legal base


Following the revision of the 2015 General Call for Proposals , version 2 of the Programme Guide introduced the following main changes:

  • the deadline for Key Action 2: Strategic Partnerships in the fields of Adult, VET, HEI and Schools is 31/03/2015. The deadline for Key Action 2: Strategic Partnerships in the field of Youth is 30/04/2015.
  • the conditions under which Russian institutions are allowed to participate in the capacity building action in higher education (Key Action 2) are detailed in line with the European Council conclusions regarding bilateral cooperation with Russia.
  • the conditions of participation for Partner Country organisations under Collaborative Partnerships in the field of Sport are the same as those defined in the 2014 Programme Guide.
  • Erasmus+ regulation (legal basis)

Right of Redress

The National Agency provides a right of redress in connection with decisions that may be contested or revised with an aim to ensure a balanced, fair and equal treatment to all applicants and beneficiaries.

The right of redress is an opportunity for applicants and beneficiaries to appeal to decisions made by the Agency linked to issues that are open for reconsideration.

The NA informs all applicants and beneficiaries about decisions made with respect to application proposals and projects decisions under the Erasmus+ framework by formal communication whereby the recipients are also informed of their right of redress along with the related procedure and time frames.

The right of redress is a process completed in writing for the following processes:


A. Grant Award Procedure 

Ineligible applications within 7 calendar days from receipt of notification from the National Agency requesting further proof/clarifications from the applicant.


B. Grant Award

  • Pre-financing

Request for further pre-financing here.

  • Primary Checks

On the spot check during/after the action within 30 calendar days from receipt of a draft report sent to the beneficiary from the National Agency.

  • Finance

Suspension of payment within 30 calendar days from receipt of notification from the National Agency.

Determination of interim or final grant within 30 calendar days from the receipt of a notification from the National Agency.


Mobility Tool+

Once you become a beneficiary of the Erasmus+ Programme, you will become a user of the Mobility Tool+. Download Mobility Tool+ Guide for Beneficiaries


 Dissemination Platform

The beneficiary shall input the deliverables of the Project in the Erasmus+ Programme Dissemination Platform here in accordance with the instructions provided in the Dissemination Platform.

The approval of the final report will be subject to the upload of the Project deliverables in the Dissemination Platform by the time of the submission of the final report.


Logos to use – guidelines for funded projects

Beneficiaries of European Union (EU) funding are obliged to display the EU flag and to acknowledge the support received under the relevant EU programmes in all communication and promotional material. Click here for further information.