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.
In the Mobility Activities section of your project in Beneficiary module you can fill in basic participant information and other details, save the information as a 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. As you must provide information regarding the Sending and Receiving organisation for a mobility activity, all organisations participating in your project must be available in the Participating organisations of your project. Depending on the action type of your project, you may also have to add the related activities in your project before adding the mobility activities, as they may have to be linked to an activity. For general instructions on how to create and manage mobility activities in beneficiary projects in Beneficiary module, please see the page Add mobility activities to projects. For a quick overview of Mobility Activities in Beneficiary module, please view the eLearning video. It is also possible to complete all mobility activities using the import and export of mobility activities function, depending on the action type of the project. For a quick overview of import and export of mobility activities in Beneficiary module, please view the eLearning video. 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. Mobility activities can only be managed by project contacts with edit rights in the project if the project status is Project ongoing.
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 are not observed.
Important
For specific conditions regarding Ukraine, see the page Project handling specifics related to the Russian aggression on Ukraine.
Activity types
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.
"Mobility Activity" section
In this section, you must provide general information regarding the mobility activity.
"Mobility activity ID"
The Mobility activity ID is created automatically when adding a mobility activity in a project. 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.
New fields
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.
"Blended mobility activity" flag
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 a Mobility activity/Group mobility activity is carried out in a blended format (physical activity abroad combined with a virtual component). The availability of the flag depends on the action type of your project.
If this flag is checked, you may also have to provide details about the virtual components in other sections of the (group) mobility activity screen, depending on the action type of the project.
Depending on the action type of your project and the activity type of the mobility activity, the flag may be checked by default and read-only.
The flag is selected automatically in the case of a mobility activity flagged as Mobility to a Blended Intensive Programme and is read-only.
"Digital skills" drop-down
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:
- Advanced digital skills - select when one or more of the following activities are practised by the participant:
- Student mobility for traineeships:
- digital marketing (e.g. social media management, web analytics)
- digital graphical, mechanical or architectural design
- development of apps, software, scripts, or websites
- installation, maintenance and management of IT systems and networks
- cybersecurity
- data analytics, mining and visualisation
- programming and training of robots and artificial intelligence applications
- Staff mobility for training:
- job shadowing on European Student Card Initiative (ESCI) tools, digital education tools/software, programming, specialised IT software and systems for the HEI administration
- participation in training courses on ESCI, digital education tools/software, programming, specialised IT software and systems for the HEI administration
- Student mobility for traineeships:
- Not applicable - select this option if not applicable or if it only involves the following basic tasks:
- generic customer support order fulfilment
- data entry
- office tasks using general IT tools
"Force majeure" flag
Force majeure is:
Any situation or event that prevents organisations and individuals from fulfilling their obligations in the implementation of the project activities.
This situation or event has to be unforeseeable, exceptional situation and beyond the parties’ control. The force majeure cannot be due to error or negligence of the organisations or other participants involved in the action, and proves to be inevitable in spite of exercising all due diligence.
Source: Erasmus+/European Solidarity Corps programme guides 2025, 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.
Take note
Please note that this additional text field is not displayed if you are not allowed to have access to special categories of personal data. Also, a warning message is shown and you will not be able to complete and save the project activity.
If the Force Majeure flag is set, the following duration and grant fields are affected:
- Duration of the Mobility activity Period (days) - the business rule checking the minimum duration will no longer apply in the case of Force Majeure.
- Number of Teaching Hours (Staff mobility for teaching only) - the business rule checking the minimum of 8 hours per week will no longer apply in the case of Force Majeure.
- Travel support - the field becomes editable. If any values were already present, they are preserved.
- Individual support - the field becomes editable. If any values were already present, they are preserved.
- Inclusion support for participants - the field becomes editable. If any values were already present, they are preserved.
- Participant report - participant reports are not required for mobility activities flagged as force majeure and having a duration of 1 day (i.e., cancelled mobility activities, for which the start and end date are the same).
Other flags
Depending on the Activity type, other flags may be available for selection.
For student mobilities:
- Digital learning agreement - This flag indicates mobilities where students have used an online learning agreement. This flag is only applicable for projects from call 2022 and activity type Student mobility for studies taking place in EU Member States or third countries associated to the Programme.
- Combined study and traineeship mobility activity - A flag indicating that the study Mobility activity is combined with a traineeship abroad as an overall study Mobility activity for the same student. This flag plays no role in terms of additional top-ups eligibility.
- Doctoral mobility activity - Flag indicating that the Mobility activity is taking place at doctoral level (EQF level 8) or that the participant is a doctoral candidate or a post-doc.
- If the Activity Type is a student mobility and the selected Level of Study/Teaching is ISCED-8, then the flag is automatically set to Yes.
For staff mobilities:
- Doctoral mobility activity - Flag indicating that the Mobility activity is taking place at doctoral level (EQF level 8) or that the participant is a doctoral candidate or a post-doc. It can be freely selected.
- Combined teaching and training mobility activity - A flag indicating that the teaching Mobility activity is combined with training activities as an overall teaching Mobility activity for the same teaching staff member. Staff mobility for teaching only.
Examples
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.
"Participant" section
In this section you must provide personal information regarding the mobility activity such as Participant's date of birth, gender, email or 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.
Participant ID
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.
"Invited staff from enterprise" flag
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.
Online language support (OLS)
In beneficiary projects, when providing information for participants in, for example, individual mobility activities or participations, the OLS flag (checkbox) 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.
As the lack of language skills remains one of the main barriers to the participation in European education, training and youth mobility opportunities, OLS makes language support accessible in a flexible and easy way. It also contributes to a specific objective of the Erasmus+ programme, which is to promote language learning and linguistic diversity.
Source: https://erasmus-plus.ec.europa.eu/resources-and-tools/online-language-support
Take note
The OLS flag is not available for KA131 call 2025 projects onwards.
"Incoming international participant (under special conditions)" flag
In beneficiary projects, the Incoming international participant (under special conditions) flag available in, i.e. mobility activities, participations, etc. indicates that the mobility activity involves a participant who is fleeing Ukraine as a result of the Russian aggression, and has carried out or is carrying out an activity, i.e. in an eligible participating country.
This flag may change the standard conditions regarding the sending and receiving countries, as well as certain grant calculations, depending on the action type of your project.
If this flag is checked, the Participant with fewer opportunities flag will be checked automatically and made read-only.
Information
The flag is not available for participants of the type Accompanying Person.
Important
For specific conditions regarding Ukraine, see the page Project handling specifics related to the Russian aggression on Ukraine.
"Inclusion Support" section
"Participant with fewer opportunities" flag
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.
The Participant With Fewer Opportunities flag and Zero grant flag are mutually exclusive.
"Participant Report" section
In Beneficiary module, when adding, updating or viewing, for example, mobility activities or participations, the Participant Report section may be available, depending on the action type of the project and the activity type.
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, under certain conditions, to send reminders to participants to complete the report. After a participant report was submitted, it will be possible to download the report from here.
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 Report section initially empty.
The participant report request email will not be sent out if the mobility activity, participation etc. is in Draft status, meaning not completed, in your project.
When viewing the participant report information for a specific mobility activity/participant/participation, the following information will be available:
- Request ID - system generated unique ID
- Current status - the status of the report, e.g. Participant report request sent, Participant report submitted. See Participant Report statuses for details.
- Time - the date and time of the various stages the participant report went through.
Click on the tabs below to view examples for either Erasmus+ KA1 mobility projects, or ESC51 projects.
For better view, you can collapse the other sections, by clicking on the section title or the arrow on the right. You may need to use the vertical scroll bar(s) in your browser to access all available information.
Example of Participant Report section in mobility activity details, where the report was submitted.
Example of Participant Report section in participation details, where the report was not yet submitted and a manual reminder was sent.
"From-To" section
Sending and Receiving organisations
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 it 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. You can download the latest list of higher education institutions holding an ECHE.
The ECHE accreditation is not required in the following cases:
- Student mobility for traineeships: the receiving organisation does not need to hold a valid ECHE, unless it is a higher education institution
- Staff mobility for training: the receiving organisation does not need to hold a valid ECHE, unless it is a higher education institution
- Staff mobility for teaching: for Invited Staff from Enterprises, the sending organisation does not need to hold a valid ECHE
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.
Use the Select (1) button to choose the respective organisation. Clicking on it opens a pop-up window where you can select the organisation. The example shows a list displaying the Sending organisations available in your project. If an organisation you want to select is not available, check the Participating organisations section in your project and add it, if possible.
Click on the organisation you want to choose (2). It will be highlighted in the list. Click on the Select (3) button.
The organisation information in the From-To section is updated with the details of the selected organisation (4).
"Outer-most region" flag
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).
"International Mobility activity" flag
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.
Distance travelled and distance band
The Distance band field displays intervals, in km, used for the calculation of the travel grant. The options available for selection from the drop-down are from zero up to 8 000 km or more.
The Real distance in kilometres is the actual distance traveled between the participant's place of origin and the venue of the activity (in a straight line, determined using the Erasmus+ Distance Calculator) (field applicable only to call years between 2021 to 2023).
Take note
If the distance band, selected from the list, and the manually entered actual distance (in kilometres) do not match, the error 'Real distance is out of range' will be shown.
Starting with call year 2024, for all KA1 projects, the Distance band will be automatically updated, based on the actual distance manually entered in the field, which is now labelled Air distance (according to distance calculator).
A link to the official Erasmus+ Distance Calculator to determine the distance between two travel points is also available.
Take note
Please note that, with the implementation of the air distance field, the mobility activities in the affected ongoing KA1 call 2024 project will automatically be revalidated. For information on revalidation, see the page Revalidate Mobilities in Beneficiary module.
You must select the Distance band, provide the Real distance in kilometres and select a Main means of transport.
Please note that, in KA131 mobility activities, the option to select the Distance band is available:
- For all Staff mobilities
- For Student mobilities, the Distance band can only be selected, if:
- The Outer-most region flag is selected and the receiving country is a EU Member State or third country associated to the Programme or a Third country not associated to the Programme of Region 13 or 14, or
- The Sending country is Cyprus, Iceland or Malta and the receiving country is a EU Member State or third country associated to the Programme or a Third country not associated to the Programme of Region 13 or 14, or
- The International mobility activity flag is selected and the receiving country is not from Regions 13 and 14, or
- The Participants with fewer opportunities flag is selected and the mobility activity is not flagged as a long-term activity.
Take note
- For KA131 Student mobilities, call year 2024, the Distance band can only be selected, if:
- The NA of the beneficiary has NOT opted out of student travel support, or,
- The NA of the beneficiary has opted out of student travel support (BE01, CZ01, DE01 and IT02), and any of the following conditions are met:
- The Outer-most region flag is selected and the receiving country is a EU Member State or third country associated to the Programme or a Third country not associated to the Programme of Region 13 or 14, or
- The International mobility activity flag is selected and the receiving country is not from Regions 13 and 14, or
- The mobility activity is not flagged as a long-term activity
For the eligible countries and countries per region see https://erasmus-plus.ec.europa.eu/programme-guide/part-a/eligible-countries.
Here is an example of a mobility activity for a student mobility without the option to select a Distance band.
Main means of transport and "Sustainable means of transport (green travel)" flag
From the Main means of transport drop-down, select the transportation mainly used during the mobility activity. The list proposes both sustainable (non- or less polluting), and non-sustainable modes of transport (e.g., plane).
When your selection is considered as sustainable, then the Sustainable means of transport (green travel) flag is automatically checked and the funded travel duration can be increased from a maximum of 2 to a maximum 6 days.
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 bike, bus, train, car-pooling, or other sustainable transportation.
Source: Erasmus+ Programme Guide, Glossary
The flag is also automatically checked when you select Other sustainable transportation from the list. Plus, starting from call year 2024, the additional field Please describe the mode of transport used becomes available and must be filled in (maximum 300 characters).
When the Sustainable means of transport flag is selected, 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.
Travel grant
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.
"Travel support - Grant not required" flag
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.
"Exceptional costs for expensive travel" flag
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 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
- a distance band has been selected, and
- the Travel Support - Grant Not Required flag is not selected.
"Request Exceptional costs" flag (Call 2021, 2022 only)
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:
- Tick the Request exceptional costs flag.
- Type the Real cost in the relevant field. The Exceptional costs - grant is calculated automatically. The Support rate, for example 80% or 100% of the real costs provided, is displayed under the field Real cost for your reference and depends on the action type and/or call year of the project.
- Fill in the additional field Exceptional costs description and justification, which becomes available as soon as the real cost provided is higher than 0 EUR.
Here is an example of the exceptional costs request in a KA121, call 2021, project with a support rate of 80%.
Here is an example of the exceptional costs request in a KA131, call 2021, project with a support rate of 100%.
"Duration" section
Indicate the Start and End date of the mobility activity, for the system to calculate the Duration calculated (days). By default, the dates as provided when creating the draft mobility are filled in.
- Check and update the Start and End dates of the mobility activity.
- For mobility activities flagged as Blended mobility activity, you must also provide the End date virtual component.
- The Duration calculated (days) is calculated automatically and displayed. If the duration limits are not met, a warning message is displayed. The Duration Calculated (days) cannot be manually changed, except in cases of Force majeure.
- If there is a break in the mobility activity, fill in the Interruption duration (days) with the number of days of interruption. This duration is subtracted from the total duration of the mobility activity. The interruption duration cannot exceed the total calculated duration in days.
- The Duration of mobility activity period (days) indicates the duration in days of the mobility activity after having removed any interruption days. The days are calculated automatically.
- The Funded travel days (max. 2 in the case of unsustainable travel means, max. 6 for sustainable travel means) you specified in the Travel Grant part of the form are also added to the funded duration and are taken into account for the total duration of the mobility activity.
- If part of the mobility activity duration is not funded via the Erasmus+ programme, specify the Non-funded duration (days). These days will be subtracted from the total duration.
- The Funded duration (days) is automatically calculated based on the information provided in the previous fields.
- The field Number of days in virtual mobility is only displayed for mobility activities flagged as Blended mobility activity and can be 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). See below for details regarding the calculated duration 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.
Duration Calculated (days)
When completing mobility activities in KA131-HED - Mobility of higher education students and staff supported by internal policy funds projects, the Duration Calculated (days) field is available in the Duration section of the mobility activity details screen and automatically calculated using the start and end date of the mobility activity provided. The technical calculations applied depend on the activity type of the mobility activity and if the Long-term mobility activity flag, if available, is checked.
For Student Mobility Activities (Studies and Traineeships) - Long-Term Activity:
- The number of days is calculated using the assumption that each month has 30 days, and a year consists of 360 days. The technical formula applied is as follows:
- Duration in Days=(YEAR(ENDDATE) - YEAR(STARTDATE)) * 360 + (MONTH(ENDDATE) - MONTH(STARTDATE)) * 30 + (IF(DAY(ENDDATE) = 31, 30, DAY(ENDDATE)) - IF(DAY(STARTDATE) = 31, 30, DAY(STARTDATE))) + 1
- In this scenario, February is considered to have 30 days.
For Student Mobility Activities (Studies and Traineeships) - Non-Long-Term Activity:
- The duration in days of the mobility activity is calculated simply as ENDDATE - STARTDATE+1.
- In this case, February is considered to have 28 days.
For Staff Mobility Activities (Teaching and Training):
- The duration in days of the mobility activity is also calculated as ENDDATE - STARTDATE+1.
- Similar to student activities, February is considered to have 28 days in this scenario.
Take note
For the month of February, there are 2 scenarios:
- For a normal year, if the end date is February 28th or later, then the duration considered for February will be 30 days
- For a leap year:
- if the end date is February 29th or later, then the duration considered for February will be 30 days
- if the end date is February 28th, then the duration considered for February will be 28 days
Number of teaching hours (Staff 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.
"Long-term mobility activity" flag
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.
"Mobility to a Blended Intensive Programme" flag
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.
Glossary page needs changing (new screenshot), to include the Blended intensive programme ID selection
Individual Support
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.
Daily grants, Monthly base grants and 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.
- Traineeship Monthly Top-up Amount - for students involved in long-term traineeships to Programme Countries and Partner Countries of Regions 5 and 14 (call 2021) / 13 and 14 (call 2022).
- Green Travel Support Top-up - for students and recent graduates taking part in mobility activities for studies/traineeships using sustainable means of transport, but who do not benefit from a specific travel grant (who receive a contribution to travel costs as part of the individual support grant). The green travel support top-up cannot be granted if the Travel Support - Grant Not Required flag is checked.
- The field is displayed in student mobilities if the Sustainable means of transport flag is checked and the Distance Band is 0.
- Participants with Fewer Opportunities Short-term Mobility Top-up Amounts or Participants with Fewer Opportunities Monthly Top-up Amount - for students taking part in short-term or long-term mobility activities for studies/traineeships and who qualify as participants with fewer opportunities according to the national criteria set by the National Agency.
- In such cases, you must first check the flag Participant with Fewer Opportunities in the Inclusion section of the mobility activity screen, and make sure the Participant with a Top-Up Amount for Fewer Opportunities flag is also checked in the Individual Support section.
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.
"Individual support - grant not required" flag
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:
- students or recent graduates from outermost region HEIs, meaning flagged as Outer-most Region;
- students or recent graduates flagged as participants with fewer opportunities;
- students or recent graduates receiving Inclusion support for participants (amount higher than 0).
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.
"Budget" section
"Zero Grant" flag
In KA131-HED and KA171-HED beneficiary projects, check the Zero grant flag, available in the Budget section of the mobility activity details screen, 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 another 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.
The Zero grant flag and the Participant With Fewer Opportunities flag, where available, are mutually exclusive. That means, a participant flagged as participant with fewer opportunities can not be flagged as zero grant. If you choose to mark a mobility activity with the Participant With Fewer Opportunities flag, any prior selection of the Zero grant flag for that mobility activity will be automatically revoked.
Depending on the action type and call year of your project, other fields may be affected when the mobility activity is flagged as Zero grant.
For example, in KA171 call 2022 projects, in case of a Zero grant mobility activity, fields such as the Funded duration (days) or Funded Travel days are also set to 0 and the Distance band is hidden.
If a Mobility activity is flagged both as Force Majeure and Zero grant, the relevant grants/costs fields will be set to 0 amounts and cannot be edited.
Fields related to the duration of the mobility activity (such as Duration Calculated (days), Duration of the Mobility activity Period (days),...) will behave as applicable for mobility activities flagged as Force majeure.
Other EU-grant
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.
Additional non-EU grants
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.
International mobility activities supported by internal policy funds
In KA131 mobility activities in Beneficiary module, 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 Ukraine. See https://erasmus-plus.ec.europa.eu/programme-guide/part-a/eligible-countries for the list of countries and countries per region.
If the flag is checked, the following fields are impacted:
- In the From-To section, you must select the applicable travel Distance Band.
- The Individual Support grant is calculated automatically based on the applicable rates for international mobility activities.
- The Travel Support for International Mobility activity flag in the Travel Grant subsection is checked automatically and is read-only.
- If the Travel Support for International Mobility activity is not required for the mobility activity, check the Travel Grant not required flag. The Travel Grant field will be set to 0 EUR.
- The budget used (reported) for international activities is displayed in the Budget of the project and indicates the share of the reported international mobility budget in relation to the awarded project grant. See Budget in projects (KA131-HED).
- Grant beneficiaries may use up to 20% of the last awarded grant (from which the inclusion support for participants and the exceptional costs for expensive travel have been deducted first) for outgoing mobility activities to non-associated countries all over the world (Regions 1-14).
Select the appropriate activity type
In the Activity type field, available in the Mobility Activity section, select the activity type that will allow you to link the mobility to a blended intensive programme:
- for KA131 projects:
- Student mobility for studies
- Staff mobility for training
- Staff mobility for teaching
- for KA171 projects:
- Staff mobility for teaching
For an overview of the activity types available, see Activity Types in KA131 projects and Activity Types in KA171 projects.
Select the "Mobility to a Blended Intensive Programme" (KA131)/"Blended intensive programme" (KA171) flag
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 of the mobility activity details. For details, see:
See below examples of the flags to select to link the mobility to a blended intensive programme, in KA131 and KA171 projects.
In the "From-To" section, select the "Sending organisation"
Only organisations available in the Participating organisations section of your project can be selected.
Select the Sending organisation for the mobility activity by clicking on the available Select button.
A pop-up window will open, displaying the participating organisations in your project available for selection. After the sending organisation was selected, the relevant organisation information is displayed. The fields Sending country and Sending city remain editable. Step-by-step instructions are available below.
Use the Select (1) button to choose the respective organisation. Clicking on it opens a pop-up window where you can select the organisation. The example shows a list displaying the Sending organisations available in your project. If an organisation you want to select is not available, check the Participating organisations section in your project and add it, if possible.
Click on the organisation you want to choose (2). It will be highlighted in the list. Click on the Select (3) button.
The organisation information in the From-To section is updated with the details of the selected organisation (4).
Click on the "Select" button below the "Blended intensive programme ID" field
In the From-To section of the mobility activity, click on the Select button below the Blended intensive programme ID field to link the mobility activity to a Blended Intensive programme.
Choose the Blended Intensive Programme from the list and click on "Select"
A pop-up window displays, listing the Blended intensive programmes (1) to choose from. You can Search (2) the list by typing in a (partial) Blended Intensive Programme ID or Title. See below for details.
Blended intensive programmes will be available for selection, if the following conditions are fulfilled:
- Blended intensive programmes in status Complete from your KA131 project, and/or
- Blended intensive programmes in status Complete from other ongoing KA131 projects, where the beneficiary organisation of your project is added as a partner organisation.
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, provided that the start and end dates of the physical period of the blended intensive programme overlap with the dates of the participant's mobility activity physical period.
Error messages are displayed under the Blended Intensive Programme ID field will appear if a condition is not met and will provide further guidance.
Click on the chosen Blended Intensive Programme (1) to link to. It will be highlighted. Then click on the Select (2) button to confirm.
The blended intensive programme is linked to the mobility activity
The Blended Intensive Programme ID (1) field in the From-To section will be updated based on your selection. The information for the Receiving organisation (2) is updated automatically based on the information provided in the linked Blended intensive programme. Nevertheless, the fields Receiving country and Receiving city remain editable.
Once the mobility activity is in status complete, it will be displayed in the appropriate list of participants from the linked Blended intensive programme. See Blended Intensive Programmes in KA131 Higher Education projects for details. For details regarding the mobility activity details, see:
A warning message will display, if a condition regarding the Blended Intensive Programme is not met. Such errors must be corrected. In this example, the dates for the mobility activity do not overlap with the dates of the selected programme. Make the required changes in the duration section of the mobility activity.
Search the list of Blended intensive programmes
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.
The Search field displayed on top of the table allows you to filter the list by providing, even partial:
- a Blended intensive programme ID,
- the Title of the Blended intensive programme,
- the OID or the Erasmus Code (ECHE) of a partner organisation in the Blended Intensive Programme.
Provide your search criterion and click on the Search button. The list is updated accordingly.
The More filters button, even though displayed, is not active.
See examples of searches below:
The Erasmus code will not be visible in the search results, yet all the blended intensive programmes linked to that participating organisation will be displayed in the search results.
The OID will not be visible in the search results, yet all the blended intensive programmes linked to that participating organisation will be displayed in the search results.
For details on how to manage blended intensive programmes, see the page Blended Intensive Programmes in KA131 Higher Education projects.
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