1. Open "Activities"

Click on Activities in the Content menu. The Activities screen opens with List of activities.

Additional information is available in an Information box in this screen to assist you. Read the information carefully. 

2.  Fill in activities

Scroll down to Activities after the Information message.

2.1. Activity cards

1. Each activity is displayed as a card, with the main information in the header and details specified below the header. 
2. You can expand or collapse the details for an activity by clicking the Edit (pen) icon or the arrow to the right in the card.
3. The Info column provides guidelines for each field. You can hide this column by clicking the Hide explanations button.
4. The card has a red vertical line at the left, indicating that required information is missing or incorrect. When all mandatory fields have been correctly completed, the line colour changes to Green.
5. An empty card for the first activity is displayed under the Information message. Further activities can be added, if needed, by clicking on the Add Activity button at the bottom of the activity details.

At least one activity must be added in your application.

For each activity you add, you must provide information in all fields that are marked as mandatory, with a red asterisk (*). 

2.2. Select the Activity Type for each activity

First, you must select the Activity Type from the available drop-down list.

The activity types listed below may be implemented in KA151:

• Learner mobility
  • Youth Exchanges - Member States and associated countries 
  • Youth Exchanges - third countries not associated
• Staff mobility
  • Professional development activities - Member States and associated countries 
  • Professional development activities - third countries not associated
• Other activities
  • System development and outreach activities

For example, if in the activity plan only Learner mobilities is defined, then only the activity types Youth exchanges - Member States and associated countries and Youth exchanges - third countries not associated will be available for selection. 

2.3. Complete the remaining fields for the activity

Complete the other fields available for the activity in the table. The following information may be required, depending on the Activity type selected. Mandatory fields are marked with a red star. 

• Activity reference - automatically updated as per selected Activity type. Displays an abbreviation for the activity type. 
• Priority Order - drop-down list; select the priority order of each activity
• Number of Participants, Number of participants using Green Travel, Number of group leaders, facilitators, trainers and accompanying persons, and the Number of participants with fewer opportunities - provide the numbers in the available fields.
• Duration (in days) and Travel days - provide the number of days in the available fields
• Preparatory Visits - checkbox; if such a visit is planned for the activity, check the box and provide the Number of participants taking part in preparatory visits. 
• Policy priorities and thematic areas - drop-down list, displaying available priorities; select the relevant option(s). You can select more than one, if applicable. This field is optional.

2.4. View totals for activities

The card header for each activity displays key figures as specified in the details. 

You may collapse the details of the activities to have a better overview of the totals. The card including  the totals for all planned activities is located at the bottom of the activity list. 

3. Request exceptional costs and inclusion support for activities

You have the option to request coverage for Exceptional costs and Inclusion support for participants, if applicable to your foreseen activities.

As opposed to standardised unit costs applicable for other types of costs, these budget categories are funded based on actual expenses. These non-standard costs require specific description and justification in order to be approved. 

Before making a request, please read the introduction text and the funding rules in the Programme Guide to make sure the type of expense you are requesting is eligible.

Each cost item is displayed as a card, with the main information in the header and the details specified in an expandable / collapsible section. 

You can expand or collapse the details for a cost item by clicking the Edit (pen) icon or the arrow to the right in the card.

You can hide the Explanations column which provides guidelines for each field by clicking the Hide explanations button.

To add a request for exceptional costs or inclusion support, do the following:

Click the Add a cost item button at the bottom of the Activities screen. A card is created, which has a red vertical line at the left, indicating that required information is missing or incorrect. When all mandatory fields have been correctly completed, the line changes colour to green.

In the card, provide the required information. Depending on the type of cost requested, some or all of these fields must be completed: 

1. Select the Cost type from the drop-down list of available options, options depending on the Activity type selected.
2. Select Activity Reference from the drop-down list of activities as specified above.
3. The Activity type is filled in automatically with the full name of the activity, based on the selected Activity Reference.
4. Fill in the Estimated number of participants for which this cost item is requested.
5. Provide a Description and justification for requesting this cost item.
6. Fill in the total Estimated costs (EUR) for all affected participants. 

The Eligible amount (EUR) is calculated automatically based on the Estimated costs (EUR) and the Support rate (%) and is read-only. The support rate depends on cost type and the activity type.

Once all cost items have been added, the overview of the individual costs and a Total.

4. Provide information for "System Development and Outreach activities", if applicable

If you added an activity of type System Development and Outreach activities, you must provide additional information in the System Development and Outreach activities subsection, located at the bottom of the screen, below the exceptional costs and inclusion support cards.

Provide the required information in the available fields. 

5. Update or delete an activity or cost item

To update an activity or a cost item, simply scroll to the relevant card in the specific subsection and make the required changes.

To delete an activity or a cost item, click on the Delete (red X) icon in the header for the activity or cost item to remove. Confirm the deletion by clicking on Delete in the confirmation pop-up window. 

6. Example of a completed "Activities" section

Once you have correctly completed all sections and subsections, the number of planned activities is displayed in the Content Menu and the section is marked with a green check.