The illustrations in the provided Wiki pages are for consultation purpose only and may not always reflect the latest implementation.
Fields may vary depending on the action type of you project. Please read the onscreen information carefully to complete the relevant fields.
This page explains general mobility activity import files. The examples provided are based on the import for KA131, call 2022, Student mobility activities.
It is possible to export the mobility activity list as XLSX or CSV file and to import as XLSX or CSV. The instructions on this page are based on the processing of an XLSX file. The templates used for the import of mobility activities can be found on the page Data dictionary and Mobility Import-Export templates.
It is advisable to export the latest template after each release to ensure that any changes (e.g. added or removed fields) are also reflected in the file you intend to import.
For a quick overview of the mobility activity export and import in Beneficiary module, please view the eLearning videos "Introduction to export and import of mobility activities" and "How to export a list of mobility activities using an XLS file".
The page Manage mobility activity export and import provides an overview of the process for importing and exporting mobility activities in beneficiary projects.
For specific conditions regarding Ukraine, see the page Project handling specifics related to the Russian aggression on Ukraine.
If you exported the file from your existing project, you might already have some rows filled in with mobility activity information added to the project at an earlier stage. In the file you find the following:
Take note of the following:
There are certain specific columns for each action type. Therefore it is important to consult the relevant data dictionary for the action type and call year of your project in order to fill in the file correctly.
For example, if your project reference number is 2021-1-RO01-KA131-HED-000002719, then KA131 relates to the action type and 2021 the call year of your project. Use the corresponding template and data dictionary relevant for your project and activities. For higher education, the templates are further divided into Staff and Students and the import for each file type must also be done separately.
The following columns are applicable to all action types and follow the same format. The position of these columns in the file vary according to the action type template you are using.
A number of columns require a Data Dictionary value and are marked with DICT. See column C in our example. If the dictionary value YES or NO is required, this is also indicated. Only YES or NO can be used in these cells to indicate the answer. See column D in our example template for KA131 Students.
The Participant ID column (1) is not mandatory and no dictionary value or special formatting is required. If you do fill it in, the Participant ID must be unique within the project. The field is alphanumeric.
A number of columns deal with the participant details (2), for example their first name, last name, email, gender, date of birth, nationality, etc. Depending on the action type of your project, there may be additional columns.
In all other modules, the Organisation ID (OID) refers to the ID generated upon registration in the Organisation Registration system (ORS). In Beneficiary module, the Organisation ID generated from the organisation registration system is referred to as the OID and the Organisation ID that can be defined upon creating an organisation in the project. The Organisation ID is a unique identifier assigned to each organisation in your project. This is not the same as the OID. All organisations in the beneficiary project have an Organisation ID, including partner organisations which may or may not have an OID.
Please note that:
The Sending or Receiving Organisation ID is a mandatory field in the import file and it is used to identify the organisation in the file against the ones existing in the project. If you have started from an empty template, you may not see the default Organisation ID in the file, but you can overwrite it with the ID of your choice, by specifying it in the Sending Organisation ID or Receiving Organisation ID fields (1), as applicable.
Remember: the Organisation ID must be unique for each organisation in the project.
The OID is the unique organisation identifier obtained when registering in the Organisation Registration system. When the Sending or Receiving organisation OID (2) is filled in, other organisation details will be automatically filled in when importing the file. This is true for both sending and receiving organisations details. For partner organisations without an OID, provide at least the mandatory details, indicated with an asterisk followed by "if no OID" in the file.
If the organisation is a higher education institution holding an Erasmus Charter for Higher Education, it is recommended to use the Erasmus Code instead of the OID in the relevant Sending/Receiving Organisation Erasmus Code (3) column. You can find the list of Higher education institutions holding an ECHE (2021-2027) on https://erasmus-plus.ec.europa.eu/document/higher-education-institutions-holding-an-eche-2021-2027.
It is possible to use the import file to add new organisations to the project.
Did you know?
A new Organisation ID creates a new organisation in the project as long as the associated OID or Erasmus Code is also unique for that project when importing the file. This allows you to add organisations to your project without having to add them manually from the Organisations section in your project.
To add (a) new organisation(s) in the project via the import file, provide a unique Organisation ID for each new organisation in the Sending Organisation ID or Receiving Organisation ID field(s), as required.
In example below, adding a unique Organisation ID and the OID of an organisation not yet present in the project will create the organisation automatically in your project after the import is successfully completed. Once added, it will be available in the list of Organisations.
In Higher Education projects, sending organisations can only be from Programme Countries. Receiving organisations from Programme Countries must hold a valid ECHE accreditation, except for Student and Staff Training activities (HE-SMT and HE-STT). For international mobility activities, the receiving organisations from Partner Countries are not required to register in the Organisation Registration system, nor to obtain an ECHE accreditation, but they must respect the ECHE principles. See more details about Eligible countries.
Dates must use the format DD-MM-YYYY, using a dash as separator, for example Start or End Date (1). Durations (2) must use integer numbers and the allowed number of digits is indicated in the second row. Durations that are automatically calculated upon import of the file display CALC (3) in the second row and can remain empty.
Certain Grant fields in the file will be calculated upon file import and do not need to be filled in. These are marked with CALC (1) in the second row of the relevant column.
Where a grant amount is required, the required format (2) is displayed in the second row of the relevant column.
Grant amounts must use the full stop as the decimal separator.
For example, a monetary value of 1500 EUR must be filled in as 1500.00 or 1500,00 in the file and not as 1.500,00. Using the last format will cause the file import to fail.
You will have to fill in one row per mobility activity you want to import.
Provide all mandatory fields in your spreadsheet for the first mobility activity. Keep the information, explained above, in mind to avoid errors when importing the file into your project.
For the following mobility activities, either fill in the additional rows one by one, or follow the instructions further below to copy the information from the first mobility activity row, then update as required for each of the additional mobility activities.
In order to explain how to add new mobility activities, we will look at a simple scenario where three new mobility activities are added.
Each mobility activity will have a different participant but coming from the same organisation and going to the same location for the same time for the same activity. The mobility activity budget is also the same for each mobility activity.
Select the row of an existing mobility and copy.
Select as many empty rows as desired, then paste the copied information. Depending on your spreadsheet editor, there are various options for the paste action. In our example, have the following options:
Update the specific details for each participant.
Once all information is entered, save your file as XLSX or XLS. You are now ready to import the mobility activity file into your project.