Mobility activities in KA171-HED projects

"Mobility activity" section

Activity types

The following activity types can be implemented and are available for selection from the Activity type drop-down list in the Mobility Activity section. The remaining fields to fill in throughout the form will vary based on the selected activity type.

Activity Types for KA171 mobility activities

Mobility activity ID

Also, take note of the 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.

Unique Erasmus+ Mobility ID

The Unique Erasmus+ Mobility ID field is available in call year 2024 individual mobility activities (KA121, KA122, KA182) and group mobility activities (KA121, KA122). The field is read-only and contains an automatically generated code. This code is generated after you have selected the Activity type.

The code is a combination of the following:

• call year
• activity type 5-letter code
• incremental 4-digit number
  The activity counter is linked to activity type (not the project), for example: LONGT-0001, SHORT-0001, SHORT-0002, LONGT-002, LONGT-0003, SHORT-0003
• the last 20 characters of the project code.

Example: 

The 12th long-term mobility of pupils in project 2024-1-FR01-KA121-SCH-000005151 would have the following automatically generated Unique Erasmus+ Mobility ID: 2024-LONGT-0012-KA121-SCH-000005151 ([Call year]- [Activity type 5-letter code]- [Incremental integer with 4 digits]- [Last 20 characters of Project code])

Click on the relevant tab below to view examples of the Unique Erasmus+ Mobility ID field.

Activity flags

Depending on the selected Activity type (1), a variety of activity flags (2) are available.

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 flags may also influence the type of details you are required to fill in.

Click on the relevant tab below to view examples of the Activity flags in the Mobility activity section for different Activity types.

"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. 

Blended mobility activity flag

"Combined study and traineeship mobility activity" flag

Located in the Mobility Activity section of the mobility activity details in KA131 and KA171 projects in the Beneficiary module, the Combined study and traineeship mobility activity flag indicates that the study mobility activity is combined with a traineeship abroad, as an overall study mobility activity for the same student.

The flag is only available for mobility activities of type Student mobility for studies. 

Combined study and traineeship mobility activity flag

"Combined teaching and training mobility activity" flag

Located in the Mobility Activity section of the mobility activity details in KA131 and KA171 projects in the Beneficiary module, the Combined teaching and training mobility activity flag indicates that the teaching mobility activity is combined with training activities, as an overall teaching mobility activity for the same teaching staff member.

The flag is only available for mobility activities of type Staff mobility for teaching. 

Indicate if the activity includes combined teaching and training

"Doctoral mobility activity" flag

Located in the Mobility Activity section of the mobility activity details in KA131 and KA171 projects in the Beneficiary module, this flag indicates 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.

Doctoral mobility activity flag

"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.

Field to provide more information regarding the claimed force majeure

When this flag is checked, the minimum duration for Duration (days) and the validation on the minimum Number of Teaching Hours in section Duration will not apply. The fields Travel grant and Individual support grant become editable.

Force majeure flag

"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
• 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

Digital skills drop-down

"Participant" section

In the Participant section of the mobility activity, you must provide the personal details of the participant, such as their First and Last name, email or Date of birth. 

The various flags available for participants vary according to selected activity type. They may affect other fields in the participant and budget sections, as well as require additional data to be provided. Certain flags are mutually exclusive.

"Recent graduate" flag 

In KA131, KA171, KA121-VET and KA122-VET beneficiary projects, the Recent graduate flag may be available in the Participant section of the mobility activity details, depending on the activity type of the mobility activity. The flag can be checked to indicate that the participant is a recent graduate.

Recent graduate flag in a KA122 VET project

In KA121-VET and KA122-VET projects, a tooltip is displayed for the flag, providing the definition of the recent graduate in the context of these projects. Hover over the to view the details. 

"Online language support (OLS)" flag

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}

OLS flag

"Invited staff from enterprise" flag

In KA131 and KA171 beneficiary projects, the Invited staff from enterprise flag is available in the Participant section for mobility activities of Activity type Staff mobility for teaching.

Checking this flag indicates the participant was invited by an institution from an enterprise or any other organisation not holding an ECHE in the case of higher education.

Invited staff from enterprise flag

"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.

_{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

Inclusion support for participants

Inclusion support for participants: Additional costs directly related to participants with fewer opportunities. In particular these costs aim at covering the extra financial support required for participants with physical, mental or health related conditions to allow their participation in the mobility as well as in preparatory visits and for accompanying persons (including costs related to travel and subsistence, if justified and as long as it is not covered through budget categories "travel support" and "individual support" for these participants). 

Financing mechanism: real costs. Rule of allocation: the request must be justified by the applicant and approved by the National Agency. 

In case of accompanying persons, the rates for staff as well as exceptional costs for expensive travel may apply. In exceptional cases, where the accompanying person needs to stay abroad for more than 60 days, extra subsistence costs beyond the 60th day will be supported under the budget heading "inclusion support". 

_{Source: Erasmus+ Programme Guide, 2024, page 68}

In the Inclusion support section of the mobility activity details screen in Beneficiary module you can request additional costs directly linked to participants with fewer opportunities and their accompanying persons. For details, consult the Erasmus+ Programme Guide.

If the flag is checked, the flag Participant With a Top-Up Amount For Fewer Opportunities may become available under Individual Support in the Duration section. For each participant with fewer opportunities you must also fill in the Fewer Opportunities section of your project. 

"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. 

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.

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

"Certifications" section

The Certifications section in mobility activities from KA131 and KA171 projects in the Beneficiary Module allows you to enter the number of recognised ECTS credits and, if applicable, to specify the certificates to be offered to the participant, from the listed ones.

Depending on the selected option, you may have to provide additional explanations. Note that certificates cannot be offered to participants flagged as Accompanying Person.

Click on the tabs below to see screenshots of the section in KA131 and KA171 projects.

"Report On Recognition" section

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. 

See the page Manage Report On Recognition for additional information.

"From-To" section

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

Sending and Receiving organisation

If the sending organisation is from a Third country not associated with the programme then the receiving organisation must be from the country of the National Agency or vice versa. See here the list of eligible countries.

A sending/receiving organisation must have an OID, except in the case of:

• Staff mobility for teaching where the mobility activity is flagged as Invited staff from enterprise
  • If the Sending organisation is an organisation without an OID, the receiving organisation must be a HEI
• Staff mobility for training where the mobility activity is flagged as Invited staff from enterprise
  • If the Sending organisation is a HEI, the Receiving organisation can be an non-OID organisation
  • In outgoing mobility activities, the non-OID Receiving organisation cannot be from a Partner Country
• Student mobility for traineeships: 
  • If the Sending organisation is a HEI, the Receiving organisation can be an non-OID organisation, for incoming and outgoing mobility activities

Select the Sending (1) and Receiving (2) organisation in the From-To section, using the available Select buttons. If an organisation is not available for selection, check that it is added in your project by accessing the Participating organisations in your project. The Erasmus Charter for Higher Education (ECHE) is displayed once an organisation is selected for organisations in EU Member States or third countries associated to the Programme.

If organisations were selected that do not fulfil any of the above rules, an error message displays below the respective fields. Such errors must be corrected. 

If the activity was flagged as Blended mobility activity flag, you must also provide the required information regarding the virtual component in the fields Virtual component description (3) and Virtual component timing (4).

In the case of a participation in a blended intensive programme, the content for this field will be taken from the field of the same name of the linked blended intensive programme and can remain empty if you plane to link the mobility activity to a Blended Intensive Programme. This can be done in the Duration section of the screen. See below for details.

Select the Sending and Receiving organisation

"Outer-most region" flag

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).

Air distance and distance band (until 2023)

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. 

Air distance and distance band (2024 onwards)

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).

Example of non-sustainable means of transport

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}

Example of sustainable means of transport

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).

Example of other sustainable transportation and mandatory description field

Travel Grant

In this part of the form you must fill in the Funded travel days. The Travel support is calculated automatically, based on the information provided in the form.

Funded travel days

Request exceptional cost (Call 2022)

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:

1. Tick the Request exceptional costs flag.
2. 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.
3. 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%.

Request exceptional costs in a KA121 call 2021 project

"Duration" section

In this section you will specify the mobility activity duration details. 

1. 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.
2. 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.
3. 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.
4. 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. 
5. 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.
6. 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.
7. 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.

Example of Duration section for long term mobility activity flagged as blended

"Long-term mobility activity" flag

"Blended intensive programme" flag and "Blended intensive programme ID" 

"Zero grant extension" flag

In KA171 project mobility activities, the Zero grant extension flag (1) is available in the Duration section of the mobility activity screen. This flag, once checked, indicates that the mobility activity was extended to a certain date and the extension period is not funded.

When the flag is ticked, the fields Extended Duration of Mobility Period (days), Extension duration (days) and Extension end date (2) become available.

Provide the Extension end date (3) as applicable. The Extended Duration of Mobility Period (days) and Extension duration (days) will be updated accordingly. There is no impact on the Duration calculated (days) or other Duration specific fields. 

Zero grant extension flag in KA171 mobility activities

Number of teaching hours - Staff mobility for teaching 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. 

Number of teaching hours field in the Duration section if Staff mobility for teaching

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."

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.

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.

Here is an example of the Individual Support section in a Student mobility for studies. The available fields are calculated automatically and read-only.

Individual Support section in a Student mobility for studies

"Participant with a top-up amount for fewer opportunities" flag

The Participant with a top-up amount for fewer opportunities flag indicates if the participant qualifies as a person with fewer opportunities, according to the national criteria defined by the National Agency, and it triggers the payment of the related top-up amount.

This flag may be displayed in KA131 and KA171 mobility activities, under Individual support, if:

• the flag Participant with fewer opportunities is selected in the Inclusion support section
• the selected Activity type is:
  • Student mobility for studies
  • Student mobility for traineeships

Other conditions may apply. 

Depending on the action type of your project and other conditions, the flag may be selected by default. If the flag is selected, related fields such as Participants with fewer opportunities top-up amount will become available, with a pre-filled value, which cannot be changed. 

Deselect the flag if this cost item is not required for the mobility activity. 

Click on the relevant tab below to view examples of the flag.

"Individual support - grant not required" flag

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. 

Example of the Individual support grant not required flag

"Budget" section

The Total mobility activity grant is calculated automatically as per information provided throughout the form and read-only. 

Budget section in mobility activity

"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.

Zero Grant flag in mobility activity

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.

"OS Covered by Erasmus + EU funds" flag

In KA171 project mobility activities, the OS Covered by Erasmus + EU funds flag becomes available in the Budget section of the mobility activity screen, if the mobility activity is flagged as Zero grant.

This flag indicates that the mobility activity, even though flagged as Zero grant, is to be considered for funding by the project's EU Organisational Support funds.

OS Covered by Erasmus EU funds flag in mobility activity flagged as Zero grant

"Additional non-EU grant"

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.

Example of the Additional non-EU grant in the Budget section of a KA131 mobility activity

Blended intensive programme

Blended intensive programmes 

... are short, intensive programmes that use innovative ways of learning and teaching, including the use of online cooperation. The programmes may include challenge based learning where transnational and transdisciplinary teams work together to tackle challenges for example those linked to the United Nations’ sustainable development goals or other societal challenges identified by regions, cities or companies. The intensive programme should have added value compared to existing courses or trainings offered by the participating HEIs and can be multiannual. By enabling new and more flexible mobility formats that combine physical mobility with a virtual part, blended intensive programmes aim at reaching all types of students from all backgrounds, study fields and cycles. 

Groups of higher education institutions will have the opportunity to organise short blended intensive programmes of learning, teaching and training for students and staff. During these blended intensive programmes, groups of students or staff as learners will undertake a short-term physical mobility abroad combined with a compulsory virtual component facilitating collaborative online learning exchange and teamwork. The virtual component must bring the learners together online to work collectively and simultaneously on specific assignments that are integrated in the blended intensive programme and count towards the overall learning outcomes. ... 

Source: Erasmus+ Programme Guide 2025; page 48

Blended intensive programmes are developed and implemented by at least three higher education institutions (HEIs) coming from at least three EU Member States and third countries associated to the Programme (called a blended intensive programme partnership).

In KA171-HED projects you have the option to link a mobility activity to a Blended intensive programme conducted under KA131-HED. The option to link an mobility activity to a Blended intensive programme is available for: 

• Student mobility for studies,
• Staff mobility for teaching, and
• Staff mobility for training

if the mobility activity was flagged as Blended intensive programme.

Link a mobility activity to a Blended Intensive Programme

See the page Link a mobility activity in a KA131 or KA171 project to a Blended intensive programme for step-by-step instructions.