Submitting an Erasmus+ KA2 application — step by step
Applying for an Erasmus+ KA2 project can be challenging — good preparation is essential. A convincing application requires a clear objective, a well-coordinated consortium, and well-thought-out planning. This guide takes you through the entire process, from initial idea to submission.
Why a good application is crucial
Erasmus+ KA2 projects are in high demand, and the European Commission sets strict requirements for application quality. Many applications are not approved because they are either unclearly formulated or the project idea does not sufficiently match Erasmus+ priorities.
A successful application is characterised by a comprehensible needs analysis, a well-thought-out project structure, and a clear presentation of expected impact. Applicants must also demonstrate that their consortium has the necessary expertise to successfully implement the project.
Check eligibility for funding
Before starting the application process, make sure your organisation and project are eligible. The baseline requirements:
- ✓At least three partner organisations from three different programme countries
- ✓Eligible organisation types: universities, schools, VET providers, NGOs, public administrations, companies
- ✓Project must address a genuine need — not a purely internal organisational development
In addition to formal eligibility, thematic fit plays an important role. Projects addressing digitalization, sustainability, inclusion, or democratic participation have a better chance of approval.
Find the right partners
The choice of project partners has a major influence on application quality. A strong consortium consists of organisations that complement each other thematically and each take on a specific, justified role.
- →Prioritise partners with experience in previous Erasmus+ projects or relevant domain expertise
- →Ensure genuine complementarity — each partner should bring something the others cannot
- →Use existing networks, sector associations, and National Agency partner-search tools
- →Have a real conversation with each partner before committing — shared goals and workload expectations must be aligned
Define the project concept and objectives
A clearly structured project concept is the basis for a successful application. The application must explain what problem the project addresses, which target groups will benefit, and which concrete results are to be achieved.
Complete the application in the EU Funding and Tenders Portal
The application for Erasmus+ KA2 is submitted online via the EU Funding & Tenders Portal. The application consists of several sections — each evaluated separately:
- ✓Project description — background, objectives, and motivation. Why is this project needed now?
- ✓Work packages and planned activities — structured, logical, with clear responsibilities and timelines
- ✓Expected results and long-term impact — concrete, not vague
- ✓Quality and risk management — how will you monitor progress and handle problems?
- ✓Sustainability and dissemination — what happens after funding ends?
Budget planning and lump-sum funding
Erasmus+ KA2 projects are funded via the lump-sum model — funds are allocated based on a fixed budget per work package, not against individual receipts. The table below summarises the main budget areas:
| Budget area | What is covered |
|---|---|
| Project management & implementation | Coordination, internal meetings, administrative costs |
| Transnational meetings | Travel and accommodation for partner meetings |
| Learning, teaching & training activities | Costs for workshops, training sessions, digital tools |
| Dissemination & sustainability | Public relations, publications, multiplier events |
Careful budget planning ensures that all relevant costs are covered and the project remains financially viable. The budget must be coherent with the work packages — reviewers check for consistency between planned activities and requested amounts.
Submit the application and meet the deadline
All required documents must be uploaded in full, including partner declarations from all participating organisations. Key points:
- →Submission deadline for cooperation partnerships is typically in March each year — check your National Agency for the exact date
- →The portal can be slow near the deadline — submit at least 24–48 hours early
- →All partner organisations must have registered in the EU portal before the application can be submitted
- →Save a PDF copy of the final application immediately after submission
What happens after submission?
After submission, independent experts review the application. The evaluation is based on the four award criteria: Relevance, Quality, Partnership, and Impact — each with a minimum threshold as well as an overall minimum of 70/100.
Notification of the funding decision is usually sent a few months after the submission deadline.
Conclusion
Applying for Erasmus+ KA2 requires careful preparation — but offers great opportunities for innovative educational projects. A convincing application combines a clear objective, a strong consortium, and a credible, sustainable impact plan.
Start planning early, build your consortium with genuine complementarity in mind, and treat the application as an argument to be constructed — not a form to be filled in. Organisations that approach it this way significantly increase their chances of success.
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