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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 is relevant for:

  • Erasmus+, Call 2022 
    • KA155-YOU - DiscoverEU Inclusion Action


This page outlines the specifics for mobility activities carried out within projects under Erasmus+ KA155-YOU.

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 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

Important

For specific conditions regarding Ukraine, see the page Project handling specifics related to the Russian aggression on Ukraine.

 

"Activity" section

In this section you must select the Activity from the available drop-down list. The list will display the Activities available in the project. The Activity duration (days) will be filled in as per information available for the selected Activity and is read-only. 

Activity section in KA155 Mobility activity


"Mobility Activity" section

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.

Mobility activity ID

"Participant" flag

In KA155 projects, when creating a mobility activity, the Participant flag is checked by default. 

Participant flag

"Accompanying Person" flag

An Accompanying Person is

A person who accompanies participants (learners, staff, young people or youth workers) in a mobility activity in order to ensure their safety, provide support and assistance, as well as assist with the participant’s effective learning during the mobility experience. In individual activities, an accompanying person may accompany participants with fewer opportunities or minors and youngsters with little experience outside their own country. In case of group activities in the field of education and training, qualified education staff must accompany the group to facilitate the learning process.

Source: Erasmus+ Programme Guide Online, Glossary

In Beneficiary projects, check the Accompanying Person flag to indicate that a participant in an activity (i.e. mobility activity, group activity, participations, events, etc.) is considered an accompanying person. 

A participant flagged as Accompanying person cannot be a participant with fewer opportunities at the same time. 

Accompanying Person flag

"Force majeure" flag

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.

The minimum requirement of one day for Duration (days) will not apply in case of Force majeure. In mobility activities flagged as Force majeure, the Individual support grant field will become editable. 

Force majeure flag


"Participant" section

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. 

Participant ID field

Participant's date of birth

A mobility activity flagged as Participant must be 18 years old to participate in a KA155 project. When you fill in the Participant's date of birth an error message displays if this condition is not fulfilled. 

For mobility activities flagged as Accompanying Person this restriction does not apply. 

Participant 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.

Source: Erasmus+ Programme Guide Online, Glossary

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. 

Participant with fewer opportunities flag

In KA155 projects, this flag is checked by default if the mobility activity is flagged as Participant and can not be de-selected. It is not displayed for participants of type Accompanying Person.

The field Inclusion support for participants is displayed. 

For each participant with fewer opportunities, you must fill in the Fewer Opportunities section of your project.

Participant with fewer opportunities flag

"Inclusion support for participants"

The Inclusion support for participants is displayed if the participant is flagged as Participant with fewer opportunities. Here you can request additional costs directly linked to participants with fewer opportunities and their accompanying persons.

You must fill in the Description and justification for inclusion support for participants if the provided value for Inclusion support for participants is higher than 0 EUR.

Inclusion support for participants

"Incoming international participant (under special conditions)" flag

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 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.

Information

The flag is not applicable for participants of type Accompanying Person.

Incoming international participant (under special conditions) flag


"Participant Report" section

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.

Example of Participant Survey section where the initial email notification is ready to be sent

See the page Manage participant reports in projects for detailed information. 


"Recognition Certificates" section

In Beneficiary module, in thRecognition Certificates section in Mobility activities you can specify up to three certificates to be offered to the participant, from the listed ones. Depending on the selected option, you may have to provide additional explanations. Certificates cannot be offered to participants flagged as Accompanying Person.

To add a certificate, click on Create new (1), then select the Certifying organisation and the Certification type (2) from the available drop-down lists, and click Save

Once the certificate is added (3), the Edit and Delete icons are available.

Example of Recognition Certificates section in mobility activity


"From - To" section

Sending Organisation 

Any participating organisation from the project can be selected as Sending organisation. For an organisation to be available for selection, it must be added to the project first. See the page Participating Organisations in projects for details. 

After the organisation is selected, Sending country, Sending organisation Erasmus Code, if applicable for the organisation, and Sending city are filled in automatically. The Sending country and Sending city can be edited. 

Sending Organisation

You have the Select  (1) button available to choose the respective organisation from. Clicking on it opens the organisation selection pop-up window, in our example for Sending Organisation.

Click on the organisation you want to choose (2), it will be highlighted in blue, and click on the Select  (3) button. 

Example of selecting Sending organisation in KA121

The organisation information in the From-To section is updated as per selected organisation (4). 

Organisation information updated in the form

Receiving city/country - Itinerary

To provide the details for the Receiving countries and cities for the mobility activity, click on the Add Itinerary button.

At least one itinerary must be added for a mobility activity. 

Add Itinerary

Select the Receiving country from the drop-down list. Fill in the Receiving city and provide the Duration (in days)

You can add a maximum of ten itineraries. Once an itinerary is added, it can be deleted by clicking on the bin icon. If there is only one itinerary, it cannot be deleted. 

Fill in the Receiving city and provide the Duration (in days)

"Travel grant for remote traveler" flag

Check this flag to indicate if the Travel grant for remote traveler is required. Selecting this option will result in the field Travel grant for remote traveler becoming available in the Duration section. 

If this flag is checked, the Distance Band and Main means of transport fields become available and must be completed. 

Travel grant for remote traveler flag

"Distance Band", "Real distance in km" and "Main means of transport"

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. 

Distance bands available depend on Main means of transport selected

The Real distance in km must also be filled in. The Real distance in km must be within the range of the selected Distance Band. 

In KA155 projects, the Distance Band, Real distance in km and Main means of transport fields become available only if the Travel grant for remote traveler flag is checked. 

"Sustainable Means of Transport" flag

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.

Sustainable Means of Transport flag

Comments on different location than Sending organisation

If applicable for the mobility activity, provide an explanation on why a location/city is different from the ones of the sending/receiving organisations.

Comments on different location than Sending organisation

"Travel pass grant", "Travel grant for remote traveler" and "Travel days"

Under Travel Grant, the Travel pass grant displays the applicable rate and cannot be changed. If the Travel grant for remote traveler flag in section From - To was checked, the field Travel grant for remote traveler is additionally displayed, containing the relevant rate and is also read-only. 

It is also here that you can provide the Travel days. The minimum and maximum allowed is displayed below the field. 

Travel pass grant, Travel grant for remote traveler and Travel days

"Request 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 the Exceptional costs for expensive travel grant, you must also fill in the additional field Exceptional cost for expensive travel description and justification.

In KA155 projects, when checking the flag, a confirmation pop-up window displays, asking you to confirm. 

Request Exceptional costs for expensive travel flag

Provide the information for the Exceptional costs for expensive travel

Visa and Visa-related costs, vaccinations, medical certificates and other miscellaneous costs

Where required, you can request Visa and Visa-related costs, vaccinations, medical certificates and other miscellaneous costs. 

Provide the value in field Visa-related eligible costs. This cost item is supported with 100% funding.

If the Visa-related eligible costs is higher than 0 EUR, you must provide the Visa-related costs - description and justification

Visa related costs


"Duration" section

Here the Start and End date of the mobility activity can be adjusted in order to calculate the Duration (days). The activity days should include both the days when participants have actually taken part in learning activities and the travel days. The travel days for remote travelers should be considered only if they are outside of the range of the activity.

  • Travel (days) - filled with value provided earlier; read-only
  • Funded duration (days) - automatically calculated

    For mobility activities flagged as Participant, the mobility activity Duration (days) is from minimum 1 day to a maximum of 30 days. The maximum for the Funded duration (days) is 21. 

    For participants flagged as Accompanying Person, there is no maximum duration restriction. 

    Duration

Individual Support

Here you must provide the Duration for individual support (days). The minimum and maximum values allowed are displayed below the field. The Individual support grant is then automatically updated with the calculated value and read-only. 

In mobility activities flagged as Force majeure, the Individual support grant field is editable. 

Individual Support

Reservation Costs

If needed, Reservation costs can also be requested. Reservation eligible costs have a Support rate of 80%

Provide the value in field Reservation eligible costs. If the Reservation eligible costs is higher than 0 EUR, you must provide the Reservation costs - description and justification

 Reservation Costs


"Budget" section

The Total mobility activity grant is displayed at the bottom of the screen. The total grant is calculated automatically, as per information provided in the various sections of the mobility activity. 

Total mobility activity grant displayed in the Budget section


Mobility Activity Comments

If needed, you can provide additional information in the Mobility Activity Comments field which is considered important to explain any relevant aspect related to the mobility activity.

For compliance with the EU General Data Protection Regulation, please do not include any sensitive information about the participant's personal situation related to special needs, racial or ethnic origin, political opinions, religious or philosophical beliefs, trade-union membership, health or sexuality.

Mobility Activity Comments

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