Welcome
The illustrations in the provided Wiki pages are for consultation purpose only and may not always reflect the latest implementation.
This page outlines the specifics for mobility activities carried out within projects under Erasmus+ KA131-HED - Mobility of higher education students and staff supported by internal policy funds.
For a quick overview of Activities in Beneficiary module, please view the eLearning video. In the Mobility Activities section, you can fill in basic participant and other details, save the information as draft and continue to update the mobility activity either immediately or at a later stage. 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 considered in the budget summary. It is also possible to complete all mobility activities using the import and export of mobility activities function. Information Questions and fields vary in accordance with the selected activity type. Please read the onscreen information carefully when filling in the fields. 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 if eligibility rules were not observed. Important For specific conditions regarding Ukraine, see the page Project handling specifics related to the Russian aggression on Ukraine.
For general instructions on how to create and manage mobility activities in beneficiary projects via the Erasmus+ and European Solidarity Corps platform, please see the page Add mobility activities to projects.
The following activity types can be implemented and are available for selection when creating or updating mobility activities from the Activity type drop-down. The remaining fields to fill in throughout the form will vary based on the selected activity type.
In this section you must provide general information regarding the mobility activity.
Various flags are displayed in accordance with the selected activity type. Certain flags are checked automatically, others can be checked manually, depending on the information you provide in the form and the specific circumstances of each mobility activity.
The Mobility Activity ID is created automatically. It is a combination of the last 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.
The Long-term mobility activity flag indicates if a mobility activity is organised as physical long-term mobility activity according to the programme guide.
Where available, ticking this flag will result in the minimum and maximum allowed for the Duration of mobility activity period (days) being adjusted as defined in the programme guides for these mobility activities.
Depending on the action type of your project, additional fields may become available after flagging a mobility activity as long-term when adding or updating mobility activity details and must be completed.
For student mobilities in KA131 projects, the flag can be ticked, if applicable. As a result, the minimum Duration of the mobility activity period (days), in the Duration section of the form, is set to 60 days.
In the Individual Support section of the mobility activity details, the field Student monthly base amount displays and must be completed.
Information
Mobilities to a Blended Intensive programme cannot be long-term mobility activities.
In staff mobility activities, the Long-term mobility activity flag cannot be checked and is read-only.
The Mobility to a Blended Intensive Programme flag is available in the Mobility Activity section of the mobility activity details screen in Beneficiary module.
When adding or updating mobility activities for activity type(s) Student mobility for studies, Staff mobility for teaching and Staff mobility for training in KA131 projects, this flag indicates that the mobility activity is linked to a Blended intensive programme.
Ticking this flag will also result in the Blended mobility activity flag being checked automatically and read-only.
In addition, in the From-To section of the mobility activity details, you must select a Blended intensive programme to link the mobility activity to, as well as providing information regarding the virtual component of the mobility activity.
Information
The Mobility to a Blended Intensive Programme flag and the Long-term mobility activity flag, if available, are mutually exclusive.
See below for information on how to link a mobility activity to a Blended Intensive Programme.
Blended mobility activity refers to an activity combining a physical mobility activity with a virtual mobility component.
In Beneficiary projects, the Blended mobility activity flag can be checked to indicate that the mobility activity is carried out in a blended format (physical activity abroad combined with a virtual component). If this flag is checked, you may also have provide details about the virtual components in other sections of the mobility activity screen, depending on the action type of the project.
The flag is selected automatically in the case of a mobility activity flagged as Mobility to a Blended Intensive Programme and is read-only.
The Digital skills field in mobility activities in KA131-HED and KA171-HED projects contains a drop-down list to select whether participants in mobility activities acquire advanced digital skills during their mobility. When completing mobility activities of type Student mobility for traineeships and Staff mobility for training, the field is displayed and is mandatory.
You must select one of the following options:
Force majeure is:
An unforeseeable exceptional situation or event beyond the participant's control and not attributable to error or negligence on his/her part.
Source: Erasmus+/European Solidarity Corps programme guides 2023, Glossary
Force majeure situations can arise anywhere and at any time, and include factors such as sudden disease, accidents, death, earthquakes and other causes.
In a project, check the Force majeure flag to indicate that a project activity (i.e. mobility activity, group activity, participations, events, transnational project meetings, etc.) is considered as a case of force majeure.
When you check this flag (tick box), certain fields and grants for the activity may be affected and must be checked and/or updated.
In addition, you must fill in the additional Force majeure explanations field, describing the facts that prove the activity should be accepted as a case of force majeure.
If the Force Majeure flag is set, the following duration and grant fields are affected:
Depending on the Activity type, other flags may be available for selection.
For student mobilities:
For staff mobilities:
Here is an example of the Mobility Activity section including the flags available for a Student mobility for studies.
Here is an example of the Mobility Activity section including the flags available for a Staff mobility for teaching.
In this section you must provide personal information regarding the mobility activity such as Participant's date of birth, Participant's gender or Participant Nationality. In addition, depending on the activity type selected, information such as the field and level of education or category of staff must be filled in.
The Participant ID field is available in mobility activities in Beneficiary module, allowing you to provide a unique alphanumeric participant identification. The Participant ID field is not mandatory.
If a Participant ID is provided, it must be unique for the participant in the project.
The Invited staff from enterprise flag, available for Staff mobility activities, will indicate the mobility activity as participant invited by an institution from an enterprise or any other organisation not holding an ECHE in the case of higher education.
Once selected, the field Number of teaching hours will become available in the Duration section. The Sending organisation can be an organisation without a ECHE.
The Invited staff from enterprise flag and the flag Combined teaching and training mobility activity are mutually exclusive.
In beneficiary projects, when providing information for participants in, for example, individual mobility activities or participations, the OLS flag (check box) may be available. Checking this flag will indicate the person is entitled for the Online Language Support.
The Online Language Support (OLS) is designed to help Erasmus+ and European Solidarity Corps participants improve their knowledge of the language in which they will work, study or volunteer abroad so that they can make the most out of this experience.
Source: https://erasmus-plus.ec.europa.eu/resources-and-tools/online-language-support
For KA121, KA122, KA131, KA151, KA152, KA153, KA154, KA171, KA182 and ESC51 projects it will be possible to provide access to OLS in the EU Academy directly from the beneficiary project, by using the Provide access to OLS button.
It will be possible to provide access to OLS as OLS Learner for participants in, for example, individual mobility activities or participations, as well as for OLS Administrators, meaning for contact persons of participating organisations in a project.
See the page Provide access to OLS for additional details and further instructions.
In Beneficiary projects, the Incoming international participant (under special conditions) flag available in, i.e. mobility activities, physical events, participations, etc. indicates that the mobility activity involves a participant that has left Ukraine due to the war and has carried out or is carrying out an activity, i.e. in an eligible participating country. This flag changes the standard conditions regarding the sending and receiving countries, as well as certain grant calculations.
Information
The flag is not applicable for participants of type Accompanying Person.
Important
For specific conditions regarding Ukraine, see the page Project handling specifics related to the Russian aggression on Ukraine.
A Participant with fewer opportunities is
People with fewer opportunities means people who, for economic, social, cultural, geographical or health reasons, a migrant background, or for reasons such as disability and educational difficulties or for any other reasons, including those that can give rise to discrimination under article 21 of the Charter of Fundamental rights of the European Union, face obstacles that prevent them from having effective access to opportunities under the programme.
In Beneficiary projects, check the Participant with fewer opportunities flag to indicate that a participant in an activity (i.e. mobility activity, group activity, participations, events, etc.) is considered a participant with fewer opportunities.
The field Inclusion support for participants becomes available, where you can request this type of support by providing the requested amount.
Participants in Erasmus+ and European Solidarity Corps projects may be asked to provide feedback on their experience by completing a Participant Report.
Automatic e-mails are sent to participants with an invitation to complete this report in EU Survey to share their feedback on the experience participating in a Mobility activity for Erasmus+ or European Solidarity Corps programmes.
The participant receives an e-mail with a dedicated link to the participant report. This link will not expire. The individual participant report is completed online in EU Survey and is offered in various languages.
The participant can save the survey as draft and submit it. After submission, the participant may download a PDF version of their feedback but they can not edit the form again.
In Beneficiary module, when adding, updating or viewing, for example, mobility activities or participations, the Participant Survey section may be available.
From here it is possible to monitor an individual participant report and check the relevant information from the moment the initial invitation to complete the report was sent to the participant. It is also possible to send reminders to participants to complete the report.
Information
As the invitation e-mail for the participant report is sent only at specific dates in relation to the mobility activity, you will find the Participant Survey section initially empty. The participant report request will not be sent out if the mobility activity is in Draft status, meaning not completed, in your project.
See the page Manage participant reports in projects for detailed information.
The Certifications sections is only available for student mobilities. Students involved in study or traineeship mobility activities can have their credits acquired during their mobility activity recognised by the sending higher education institution.
The sending HEI will specify the Number of recognised credits (ECTS credits or any other comparable system) it recognised in the Certifications section of the screen.
For mobility activities of type Student mobility for studies, the Mobility activity details will contain the specific Report On Recognition section. The Report On Recognition section is, where displayed, initially empty.
When a participant in the mobility activity is required to fill in this report, the section will display a table, containing the relevant information on, for example, the status of the report, action taken (ready to be sent, sent,...) and more. Participants required to fill in this report will receive an email notification.
Students taking part in Student mobility for studies who have replied No to the question Is the recognition process for your mobility period finalised? in the participant report, are also invited to fill in a Report On Recognition in EU Survey. The invitation is sent automatically, 45 days after the reference date.
The beneficiary can resend a manual invitation as well as download the report filled in by the participant, in the Report On Recognition section of the mobility activity details screen. See the page Manage Report On Recognition for additional information.
Sending organisations must be from Programme Countries, including their outermost regions and associated Overseas Countries and Territories (OCT). See here the list of eligible countries.
Depending on the nature of the activities, the project can involve only higher education institutions (HEIs) or can include other types of organisations.
The Erasmus Charter for Higher Education (ECHE) is required for all higher education institutions from Programme Countries acting as sending and/or receiving organisations. The ECHE accreditation is not required in the following cases:
You have the option to select the Sending and/or Receiving organisation in the From-To section, using the available Select buttons. If an organisation is not available for selection, check that it is added by accessing the Organisations in your project.
For the specifics regarding Mobility activities to a Blended intensive programme, see below.
The Outer-most region flag indicates that the mobility activity participant is studying or working in a HEI in an outer-most region of a Programme Country or OCT (Overseas Countries and Territories) associated to a Programme Country (call 2021) or an EU Member State or third country associated to the Programme (call 2022 onward).
In Beneficiary projects, when adding mobility activities, if a Sending country has an outer-most region (Denmark, France, Spain, Portugal and the Netherlands), the Outer-most region flag can be checked to indicate if the mobility activity participant is coming from an outer-most region (OCT).
This flag indicates that the mobility activity is an international mobility activity, for example between a Programme Country and a Partner Country. See further details in the International mobility activities supported by internal policy funds section below.
The flag cannot be unticked if the receiving country for the mobility activity is a partner country. If the flag is not set, the mobility activity must be between programme countries.
You must select the Distance band, provide the Real distance in kilometers and select a Main means of transport.
In KA131 mobility activities, the option to select the Distance band is only available if:
For the eligible countries and countries per region see https://erasmus-plus.ec.europa.eu/programme-guide/part-a/eligible-countries.
Where the Distance band cannot be selected, the Real distance in kilometers and Main means of transport must still be provided.
In activities, the Distance Band indicates the distance between the place of origin and the venue of the activity the participant(s) in the activity has to travel. Main Means of Transport refers to the primary mode of transportation used by participants to travel to and from their host country.
In Beneficiary projects, the Distance Band to choose from differs according to whether the selected Main Means of Transport is considered to be sustainable or not.
Therefore, first select the Main Means of Transport, then select the applicable Distance Band from the respective drop-down lists.
A link to the official Erasmus+ Distance Calculator to calculate the distance is also available.
Here is an example of a mobility activity for a student mobility without the option to select a Distance Band.
Sustainable means of transport (green travel) is defined as the travel that uses low-emissions means of transport for the main part of the travel, such as bus, train or car-pooling.
Source: Erasmus+ Programme Guide, Glossary
Selecting a means of transport considered sustainable when updating mobility activities, events, participations or similar in your project, results in the Sustainable Means of Transport flag being automatically checked and the funded travel duration can be increased from maximum 2 to maximum 6 days.
When the Sustainable means of transport flag is checked, students and recent graduates that do not receive travel support are entitled to a green travel top-up amount to the individual support. See Individual Support for details.
The travel support amount depends on the activity type, on whether or not the mobility activity is international, whether it involves a participant with fewer opportunities and other specific criteria.
In this section you must provide the Funded Travel days. The minimum and maximum allowed is displayed below the field. You may also have the option to flag the mobility activity as Travel support not required or Request exceptional costs for expensive travel.
In Beneficiary module, when adding or updating mobility activities in your project, the Travel support not required flag, also labelled Travel support - grant not required indicates that, for a mobility activity, this type of support grant is not required. The availability of the flag depends on the action type of your project and/or the activity type of the mobility activity.
Once the flag is ticked, the related Travel Support grant is set to 0 EUR.
Depending on the Sending country and the Activity type, the flag may be ticked automatically, for example for students from outer-most regions HEIs. The Travel support - Grant not required flag is not available for participants with fewer opportunities.
If the standard Travel Grant does not cover at least 70% of the eligible travel cost of the participant, you are entitled to request a grant to cover Exceptional costs for expensive travel instead of the standard travel grant.
Tick the relevant box for Request Exceptional Costs for Expensive Travel. Then type the Real Travel Cost in the relevant field. The Exceptional Cost for Expensive Travel Grant is calculated automatically as 80% of the Real Travel Cost. If you request the Exceptional costs for expensive travel grant, you must also fill in the additional field Exceptional cost for expensive travel description and justification.
In KA131 mobility activities, the option to request this type of travel support is only available if the Distance Band field is displayed and a distance band has been selected and if the Travel Support - Grant Not Required flag is not ticked.
This option is not available for call 2023 projects.
This cost item may be available in both individual mobility activities (From/To section) and group activities (Participants section), depending on the action type and/or call year of the project. For details on the covered exceptional costs, please consult the Erasmus+ Programme Guide.
To request a grant to cover Exceptional costs:
Here is an example of the exceptional costs request in a KA121, call 2021, project with a support rate of 80%.
Here the Start and End date of the mobility activity can be adjusted in order to calculate the Duration calculated (days). By default, the dates as provided when creating the draft mobility are filled in.
For mobility activities flagged as Long-term mobility activities, the fields Funded long-term duration (full months) and Funded long-term duration (extra days) are displayed.
Funded long-term duration (full months) is calculated based on the Funded Duration (days). The Funded long-term duration (extra days) is calculated as the remainder of the previous calculated duration in full 30 day months based on the Funded Duration (days).
Important: In mobility activities, a month is always considered to have 30 days.
Here is an example of the Duration section in a student mobility activity without a virtual component. The fields Interruption duration (days) and Non-funded duration (days) can be filled in, if required.
Here is an example of the Duration section in a long-term student mobility activity with a virtual component. The fields Funded long-term duration (full months) and Funded long-term duration (extra days) are displayed and read-only.
The field Number of teaching hours is available for activity type Staff mobility for teaching in KA171-HED and KA131-HED projects and must be filled in. The minimum amount of hours required is displayed below the field.
The number of teaching hours to be delivered by mobile staff on teaching mobility has to comply with the programme rule on the minimum number of teaching hours.
The rule states that "if the mobility lasts longer than one week, the minimum number of teaching hours for an incomplete week should be proportional to the duration of that week."
Information
By definition, a week is seven days long and consists of working days and weekend days.
Beneficiary module is able to calculate the duration of the staff mobility for teaching in days but does not have enough information to know the number of days worked during the incomplete week.
The teaching staff may or may not work during the weekend depending on the context, regulations etc. The weekend can be considered as teaching hours in an incomplete week, but only if additional information is provided with the supporting documents.
Beneficiary module checks the minimum number of teaching hours. The safeguard consists of the check of the required workload for each full week, a minimum of eight teaching hours per week. For incomplete weeks, the calculation of the proportional share of the eight weekly teaching hour minimum is the responsibility of the beneficiary who has the complete picture of the situation based on the supporting documents.
The information on which days the person has worked during the mobility period as part of the certificate of attendance or the staff mobility agreement could be used as the basis for the calculation.
The Individual support grant is calculated automatically based on the daily grant or monthly base grant (according to the type of mobility activity) summed with any applicable top-ups.
Staff daily grants and Student monthly base grants vary based on the National Agency and the duration of the mobility activity. For most National Agencies, the amount is retrieved automatically and cannot be changed by the beneficiary. For other National Agencies, this amount must be specified by the user, within the allowed range which is displayed on the screen.
Top-ups are additional amounts granted by the National Agencies or automatically applied to support students in specific circumstances.
Here is an example of the Individual Support information in a long-term mobility activity for a student traineeship.
In call 2022 projects, you must provide the Student monthly base amount, the monthly base amount granted for individual support without considering top-up amounts. The value may be pre-filled and not be editable or, as in the example below, allows you to provide a specific value, as per the range displayed below the field. In call 2021 projects, the field is called Student monthly grant.
Other available and/or related fields, such as Green travel top-up or Traineeship monthly top-up amount will be updated automatically, as per information provided throughout the form.
In KA131 mobility activities, the Individual support - grant not required flag is always available for Staff mobility activities. For Student mobilities, it is not available for:
In Beneficiary module, when adding or updating mobility activities in your project, the Individual support - grant not required flag indicates that, for a mobility activity, this type of support grant is not required. The availability of the flag depends on the action type of your project and/or the activity type of the mobility activity.
Once the flag is ticked, the related Individual Support grant is set to 0 EUR.
Where applicable, other prefilled fields, such as Staff daily grant fields or top-ups may also be set to 0 EUR.
In Beneficiary projects, check the Zero grant flag to indicate that a participant in an activity does not require a grant from Erasmus+ funds related to travel and subsistence. When this flag is checked, budget items such as Travel support or Individual support grant are set to 0 EUR.
Participants in mobility activities, flagged as zero grant, may receive a non-Erasmus+ EU funding (ESF, etc.), or national, regional or other type of grant to contribute to their mobility costs.
If all budget items of a mobility activity (i.e. individual support, travel grant, organisational support, course fees, exceptional costs and inclusion support for participants) relevant for a given activity type have a 0 amount, either because the calculation of the budget items resulted in a 0 amount (as can be the case of individual support) or budget items were flagged as not required, then the entire mobility activity is automatically flagged as a Zero grant.
If the Zero grant flag is checked, the Participant With Fewer Opportunities flag, where available, will be disabled.
Take note
It is not possible to set the Zero Grant flag if the mobility activity involves a participant with fewer opportunities.
Important
If a Mobility activity is flagged both as Force majeure and Zero grant, the fields Travel support and Individual support grant will be set to 0 EUR and not be editable.
In Beneficiary module, when adding or updating mobility activities in your project, you must declare any additional funding the mobility activity receives via a non-Erasmus+ grant from the EU budget.
If the mobility activity is supported by such additional funding, the amount must be specified in the Other EU grant field. Where applicable, the field is located under Total calculations, at the bottom of the Budget section of the mobility activity screen.
In Beneficiary module, when adding or updating mobility activities in your project, you must declare funding from other non-EU programmes that have been used to support a mobility activity, if any.
The total amount from these sources must be filled in the Additional non-EU grant field. This field is located under Total calculations, at the bottom of the Budget section of the mobility activity screen.
The International mobility activity flag is checked automatically if the Receiving Country you specify in the From-To section of the mobility activity screen is a non-associated third country, as defined in the Programme Guide or the Ukraine. See https://erasmus-plus.ec.europa.eu/programme-guide/part-a/eligible-countries for the list of countries and countries per region.
In such cases, the following fields are impacted:
Select the Mobility to a Blended Intensive Programme flag (KA131) / Blended intensive programme flag (KA171) in the Mobility Activity section of the mobility activity details screen. Once selected, the Blended mobility activity flag is also set and read-only.
Complete the other required information in mobility activity and the following sections of the mobility activity details. See:
Use the Select button below Sending organisation and select the respective Sending organisation.
Only organisations available in the Organisations section of your project can be selected.
In the From-To section of the mobility activity, the Blended intensive programme ID field and specific fields regarding the Virtual component description of the activity are available for the mobility activity flagged as Mobility to a Blended Intensive programme and must be completed.
To link the mobility activity to the relevant Blended intensive programme, click on the Select button below the Blended intensive programme ID field.
A pop-up window displays, listing the Blended intensive programmes (1) to choose from. The option to Search (2) the list and general list functionalities such as browsing and items per page (3) are also available.
Blended intensive programmes will be available for selection, if the following conditions are fulfilled:
Take note
Blended Intensive Programmes from one call can be linked to mobility activities from another call, for example, sending students funded by call 2022 to Blended Intensive Programmes funded under call 2021 or the other way around.
Click on the Blended Intensive Programme in the list to link the mobility activity to. The selected programme is highlighted in blue. Click on the Select button to confirm.
In this example, three Blended Intensive Programmes are displayed in the list. All three programmes have the same Physical start and end date. The Blended intensive programme ID displayed for each indicates that each programme belongs to a different project.
The Blended Intensive Programme ID (1) field in the From-To section will be updated as per your selection.
The information for the Receiving organisation (2) is updated automatically as per the information provided in the linked Blended intensive programme. The fields Receiving country and Receiving city remain editable.
Once the mobility activity is in status complete, the mobility activity will be displayed in the List of Participants in the Blended intensive programme details of the linked programme. See Blended Intensive Programmes in KA131 Higher Education projects for details.
Here is an example where multiple Blended intensive programmes from different projects are available for selection in the list after clicking on the Select button for the Blended intensive programme ID.
You can use the Search field to filter down the list of results, if required.
The list also provides the standard list options to adjust the items displayed per page and page browsing.
Using the Search field displayed on top of the table allows you to filter the list by providing:
Provide your search criterion and click on the Search button. The list is updated as per your search criteria. In this example, we use a partial Blended intensive programme ID to narrow down the list.
Here is an example where we use the OID of a partner organisation in the Blended intensive programme to narrow down the list of Blended intensive programmes. Two results are found.
For details on how to manage blended intensive programmes, see the page Blended Intensive Programmes in KA131 Higher Education projects.