Frequently Asked Questions

Yes, you can make changes to your project while it’s running, if needed. These changes fall into two types: 

1. Project Change Requests

These are changes to how the project is managed — for example, updating the main contact or legal representative. 

• You must let Taith know as soon as possible by emailing a signed PDF letter on headed paper to support@taith.wales 

Other types of project changes include: 

• Project extensions – must be requested at least 60 days before the project end date. 

• Consortium changes – also need approval from Taith. 

All of these should be submitted by email to support@taith.wales 

1. Activity Change Requests

These are changes to the planned activities within your project. 

• You should record these in the change request proforma in your reporting folder at least 30 days before the activity takes place. 
• Taith will review the proforma regularly and let you know if the change is approved or if more information is needed.

Note: This does not apply to Higher Education projects. 

Note: This does not apply to Higher Education projects. 

To prove travel and subsistence costs for all participants (whether travelling outward or inward to Wales), you need a signed and dated attendance certificate, declaration, or statement. This should be completed on the last day of the mobility by the sending or receiving organisation. It must include the participant’s name, the purpose of the activity, and the confirmed start and end dates. A template is available here. 

For Green Travel, Exceptional Costs (2022 only), and Inclusion Support, you must get approval from Taith using the Additional Funding request process. These are actual costs and must be backed up with a valid receipt or similar proof — otherwise, Taith won’t pay for them. 

 We understand it can be hard to collect certain evidence for participants who need extra funding. If you can’t get the usual documents, you’ll need to explain how your organisation identifies participants from disadvantaged backgrounds. This could be a confirmation from a wellbeing or pastoral care team. If your organisation doesn’t have one, you’ll need a certificate signed by the Taith project lead, the participant, and their parent or carer (if relevant). 

Requests for additional funding can be made to Taith for Green Travel and Inclusion Support, before a mobility takes place and no more than 30 after a mobility takes place. The application form and guidance to apply for additional funding can be found in the ‘Additional funding’ section of the Grant Recipient area.

Eligible Expenditure means the amount of grant money you’re allowed to use for your project activities, based on a set rate. It also refers to the types of costs that Taith agrees to cover under your Grant Agreement. Eligible Expenditure includes: 

• Subsistence for learners, staff and accompanying persons.
• Travel grants (not including Green Travel).
• Other costs such as course/training fees and virtual exchanges development costs (note that these are based on actual costs up to a maximum limit). 
• Organisational Support for the Grant Recipient (for both outward and inward mobilities). 

A comprehensive, but not exhaustive, list of eligible and ineligible costs can be found in Schedule 6 of your Grant Agreement letter.

As stated in your Grant Agreement letter, you’ll need to complete several reports during your project. The list of reports is in Schedule 5. Schedule 1 shows when payments will be made and when reports are due. You should upload your reports to your reporting folder, where you’ll also find more details. Templates to help you complete the reports are available in the Reporting Guidelines section of your Grant Recipient area.

Participants can receive money from different sources to help with their travel, but if any of that money comes from public funds and is used for the same costs that Taith covers (like travel, food, or other approved expenses), this is called double funding and should be avoided if possible. If the Taith grant doesn’t fully cover a cost, you can use other funding to make up the difference — but only up to the actual cost, not more.

Unfortunately, Taith is unable to offer advice or support to you on any aspect of applying for visas. Immigration and visas to and from Wales are subject to the rules issued by the Foreign, Commonwealth & Development Office (FCDO) which must be adhered to. These are your responsibility to follow. Information on entry requirements for different countries can be found on the FCDO website https://www.gov.uk/foreign-travel-advice.

You may be allowed to visit more than one location during your mobility, but you’ll need to ask Taith first by emailing support@taith.wales Each request is looked at individually. To be considered, your request must meet the following criteria.:  
 
• The activity in the second destination/location is directly linked to the original project plans  
• Each location visit is the minimum number of days in duration of the mobility as per the guidelines, or the second location can be travelled to and from in one of the original mobility days  
• The visits are consecutive with no return travel to the UK in between  
• The mobilities are be in the same destination country  
 
You can’t break up a long mobility into shorter trips to the same or different places — even if each trip meets the minimum time required. This approach is in line with one of Taith’s commitments to encourage sustainable travel in line with the Wellbeing of Future Generations Act (2015), and The Environment (Wales) Act.

Taith is committed to being inclusive and accessible. Asking participants to pay a deposit or fee could stop some people from taking part. That’s why we strongly advise organisations not to charge any kind of participant fee — even if it’s refundable. 

Inclusivity and accessibility are key principles for the Taith programme. Requesting any kind of payment in the form of a deposit or fee from a participant could potentially create a barrier for the opportunity to undertake a mobility funded by Taith. We would therefore discourage organisations in receipt of Taith funding to charge a participant fee, whether refundable or not.