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The illustrations in the provided Wiki pages are for consultation purpose only and may not always reflect the latest implementation. 

This page provides an overview of how to add, update and delete mobility activities in Erasmus+ Key Action 1 granted projects via the user interface in the Erasmus+ and European Solidarity Corps platform. 

In the Mobility activities section of the project you can fill in the basic participant details, save the information as draft and continue to update the mobility activity later. Where applicable, you can also manage and monitor participant reports.

Draft mobility activities must be completed or removed before attempting to submit the beneficiary report, as they will not be included in the budget summary. 

For specifics explanations for each key action, please see the following pages:

For certain key actions (e.g. higher education projects) it is also possible to complete all mobility activities using the import-export function.


 Relevant For...

This page is relevant for:

  • Erasmus+ Key Action 1 - Learning Mobility of Individuals


  

Information

Fields may vary depending on the action type of you project. Please read the onscreen information carefully to complete the relevant fields.

 

Prerequisites

  • Only the contact persons of the beneficiary, co-beneficiary and partner organisations with edit rights on the project are able to perform these actions.
  • A grant agreement has been signed for the project, and it is visible in My projects.
  • To update the project it must have the status Project Ongoing.
  • You must add activities in the Activities section first in order to be able to associate the mobility activity to the relevant activity.

Steps


1. Create the draft mobility activity

This is the first of two steps in the process of adding mobility activities to your project.

Click on the Create button at the top of the mobility list to open the Create a Draft mobility activity screen.

Click on the Create button


In this screen you are required to provide basic information on the mobility activity and the participant. All details are mandatory and must be provided at once in order to create the draft mobility activity record.

Note the following:

  1. The Draft status is indicated at the top of the screen.
  2. The Mobility activity ID is created automatically. It is a combination of the last 6 digits of the project reference followed by MOB and an incremental number, e.g. 005041-MOB-00001. The Mobility activity ID can be changed, but it must be unique in the project.

  3. The Activity Type drop-down values differ according to the action type of your project.
    Note: Once you start filling in the mobility activity details, it is still possible to change the activity type but you may lose certain activity-specific information.

  4. Please ensure you provide the correct Participant Email address, as the notifications to fill in the participant report will be sent to this address.

  5. The Mobility activity Start date and End date must be within the project dates and the mobility activity duration must comply with the rules for the associated activity type. Once you fill in the dates, the mobility activity duration is highlighted by an orange timeline within the project duration, which is indicated by a blue timeline.

Information

The form content will adapt based on your input and will provide feedback such as warning messages or error messages in case there is missing information or eligibility rules are not observed. 

Mandatory fields within the various sections are indicated by a red asterisk (*).

Fill in the details for the draft mobility activity


Once you have filled in all the mandatory details, click on the Save button at the bottom of the screen. The mobility activity record is created and displayed in the List of mobilities, with the status Draft.

Draft mobility activity displayed in list


 

2. Complete/edit the mobility activity

Once the first draft is saved, you can fill in the remaining details in order to complete the mobility activity. This is the second step in the process of adding a mobility activity to your project and is done by editing the draft record.

It is possible to edit and save the details in several stages, and a completed mobility activity can be updated as many times as necessary, as long as the final report has not been submitted.

In the list of mobility activities, click on the Edit icon next to the one you want to complete. The Mobility activity screen will open in edit mode, and you can fill in the remaining information.

Click on the Edit icon


2.1. Mobility activity screen elements

  1. Mobility activity card: it is displayed at the top of the mobility activity screen. It displays the participant's name, as well as the mobility activity card with basic details about the mobility activity: Mobility ID (where applicable), date of creation, and date of update, as well as the users who updated the form.

  2. Mobility activity status: it is included in the card; depending on the action type, it is displayed either as a word or as a coloured badge (orange for Draft, green for Complete).
  3. Export mobility activity button: where applicable, it is included in the card and allows you to export the form to a PDF file which contains a list of all fields and the information you provided in each field.

  4. Save button: it is located in the bottom right corner of the screen. Click the button regularly to save the information as you fill in the form. 

Information

The form content will adapt based on your input and will provide feedback such as warning messages or error messages in case there is missing information or eligibility rules are not observed. 

Mandatory fields within the various sections are indicated by a red asterisk *.

Mobility activity screen elements


2.2. Mobility activity sections

The screen consists of several sections. You can expand and collapse each section for easier navigation, by clicking on the section title or the arrow (>) on the right side of each section.

Example of mobility activity screen sections


The section number and titles may vary slightly depending on the action type. Here is the general structure of the form and the type of information that is required for each section:

2.2.1. Activity

In this section you will select the activity type and define or view high-level details about the activity type, for example if the activity is itinerant (youth projects), a blended mobility activity (higher education/KA121/KA122) or if it is a case of force majeure.

Here is an example of the Activity section in a KA131-HED project:

Activity section example

2.2.2. Participant

In this section you will view the previously entered participant personal details, as well as provide further details as applicable.

The section also includes a variety of flags that can indicate the participant's role in the mobility activity, whether the participant requires a linguistic grant or whether it is a participant with fewer opportunities. The flags you check may affect the grants received for the participant as well as the remaining details to fill in.

For example:

  • Participant with fewer opportunities: for each such participant you must fill in the Fewer Opportunities section of your project.

Here is an example of the available participant flags in a KA154-YOU project:

Example of participant flags


2.2.3. Participant Report
In this section you can monitor the status of the participant report and, if needed, resend the invitation to the participant to fill in the report. For more details about this section, see the page Manage participant reports in projects.

Here is an example of the Participant report section in the Mobility activity screen:

Participant report section example

2.2.4. Certifications

In this section you will specify any certificates or credits that are awarded/recognised by the involved organisations.

Here is an example of the Certifications section in a KA153-YOU project. The create new button allows you to add additional certifications, if required. 

Certifications section example from a Youth project

 Click here for an example of the Certifications section in a KA131-YOU project.

Certifications section example from a Higher Education project


2.2.5. From-To

In this section you will specify the travel details, such as the sending and receiving organisations, the distance band and the means of transport.

Take note

  • You will also specify the real distance in KM between the sending and the receiving cities. This will be used purely for statistical purposes to determine the carbon footprint of the activity.
  • The following means are considered sustainable: bike, bus, carpooling, train, other sustainable transportation. For these, the Sustainable Means of Transport flag is automatically checked and the funded travel duration can be increased from maximum 2 to maximum 6 days.

Here is an example of the From-To section in a KA131-HED project:

From-To section example

2.2.6. Duration

In this section you will check and update the start and end dates of the mobility activity, and provide any additional information about the duration of the mobility activity, as applicable.

Take note

The duration in months (where applicable) is calculated based on the rule that 1 full month=30 days, without exceptions.

Here is an example of the Duration section in a KA131-HED project:

Duration section example

2.2.7. Budget

The mobility activity budget consists of various grants that are calculated automatically based on the details you have provided throughout the mobility activity form. In the Budget section you will view the grant amounts, as well as the total mobility activity grant.

For certain key actions, you may have to provide additional details in this section, to complete the grant calculations.

Take note

  • It is possible to request exceptional costs for certain grant items. In such cases you must provide additional justifications for your request. The eligible amounts are granted in accordance with the rules set out in the Programme Guide for each key action and activity type.
  • If you do not require a specific grant, you can check the Grant not required flag or the Zero grant flag, as applicable for the selected activity type.

Here is an example of the Budget section in a KA152-YOU project:

Budget section example


 

3. Mobility activity list

All the individual mobility activities added to the project are displayed in the List of mobility activities. The total number is also displayed at the top of the list.

For each mobility activity, you can view key details as well as its status: Draft or Complete.

For each mobility activity, you have the following options by clicking on the applicable icons, from left to right:

  • View the mobility activity details - the mobility activity details screen opens; you can view, but cannot any of the change the mobility activity details.
  • Edit the mobility activity details - the mobility activity details screen opens and you can make the desired changes. Remember to save any updates by clicking on the Save button at the bottom of the screen.
  • Delete the mobility activity - click Yes in the pop-up message to confirm the deletion.

Mobility activity status and options


The following options are also available at list level:

  • Sorting by column: by clicking on a column header (1st click ascending, 2nd click descending, 3rd click off). An arrow indicating the current sort sequence is displayed next to the selected column header.

  • Browsing: use the browsing options below the list to change the display of items per page and/or the arrows to view more results.

  • Horizontal and vertical scroll bars: move from left to right and top to bottom to view all data in the table.

Additional list options




Expected Outcome

  • The mobility activity is filled in and marked as complete in the mobility activity list.