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The EU Travel Grant is calculated based on the distance band and activity type selected. The grant for Exceptional Costs For Expensive Travel can be requested only if the standard travel grant based on unit cost per distance band (EU Travel Grant) does not cover at least 70% of actual travel costs.

In cases where the EU Travel Grant is under 70% of the real travel costs, the check box for Request Exceptional Costs for Expensive Travel should be ticked. Checking this box will automatically set the field EU Travel Grant to zero euros. You should then enter the Real Travel Cost and up to 80% of the real travel cost can be indicated as Exceptional Costs for Expensive Travel (or eligible cost for the EU grant).

Both EU Travel Grant and Exceptional Costs for Expensive Travel can not be used for the same mobility (they are mutually exclusive).

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Tick the box "Exceptional Cost for Expensive Travel"

In the budget section of the mobility screen, tick the box Request Exceptional Cost for Expensive Travel? (1). A warning message will appear to confirm that: "If you request an EU grant to cover exceptional cost for expensive travel, the (standard) EU Travel Grant for this participant will become 0. Your confirmation will also mean that the EU Travel Grant does not cover at least 70% of the eligible travel cost of the participant." Click on the CONFIRM (2) button.

Tick box Request Exceptional cost and confirm


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For KA103, the check box for the Exceptional Costs for Expensive Travel will only appear if the flag indicating that the mobility participant is coming from an outer-most programme country or region or OCT (Overseas Countries and Territories) is checked. 

The check box Outer-most Country/Region is automatically checked if the the selected sending country is: Iceland, Cyprus or Malta.

The check box Outer-most Country/Region is editable if the selected sending country is: Denmark, France, Spain, Portugal, United Kingdom and Netherlands.

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Enter the "Real Travel Costs" and the "Exceptional Cost for Expensive Travel EU Grant"

After the Request Exceptional Cost for Expensive Travel? box (1) is ticked, the EU Travel Grant is automatically set to zero and becomes inactive. Enter the Real Travel Cost (2).

Enter the Exceptional Cost for Expensive Travel EU Grant (3). Up to 80% of the real travel cost can be indicated as eligible for this exceptional cost for expensive travel grant. If a larger amount is entered, a warning message will be displayed.

Add a comment in the field Exceptional Cost for Expensive Travel Description and Justification (4).

Enter real travel costs and provide justification


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