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Click the "Mobilities" tab

In your project, click the Mobilities tab.

Click the "+ Create" button

When the project is created in Mobility Tool+ the Mobilities list is empty.

To add the first mobility, click on the "+Create" button. This button is only available if the project has the status follow-up or processing. 

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Fill in the "Create Mobility" section 

The Create Mobility screen opens. This is the first of two sections you must fill in to register the mobility.

In this section you have to provide basic information on the mobility, including the participant's name. 

Note the following:

1. The Mobility ID field is automatically created by using the last 6 digits of the project reference followed by MOB and then an incremental number. This number can be changed, but it must be unique in the project.
2. The Activity Type drop-down values differ according to the action type of your project.
   Note: Once you start filling in the mobility details, it is still possible to change the activity type but you may lose certain activity-specific information.
3. All mandatory fields are marked with the orange value required label. This label will disappear when the respective fields are filled in. 
4. The activity dates displayed under Start Date and End Date are prefilled. The dates can be adjusted, but they must remain within the project duration, which is indicated by the blue timeline. 

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Before clicking on "Save", select an "after save" option

Once all the mandatory information is provided the Save button becomes available.  

Select one of the following options before clicking on Save:

• create new  - allows you to save this basic information as a draft mobility and create the next mobility, without having to return to the mobility list.
• continue updating - allows you to proceed to the next section and complete the details for the current mobility. This is the default selection.
• back to the list - allows you to save this basic information as a draft mobility and return to the mobility list.

In our example we select continue updating and click the Save button to proceed with the current mobility.  

Fill in the "Participant" details 

Access the Participant section either by scrolling down or by clicking on the Participant tab in the navigation menu. The information required here varies per action and activity type. Some details are already filled as they were provided in the first step of creating the mobility.

In our example, we only have to provide the Date of Birth and Nationality of the mobility. In the Participant ID you can provide an alpha-numeric identification code for the participant. It must be unique for the project but it is not mandatory.

For details on how to fill in this section for Youth EVS (European Voluntary Service - Programme Countries) mobilities flagged as long term, please see MT+ Volunteer from European Solidarity Corps . 

Individual Participant Flags

The Participant section also displays a variety of flags such as Accompanying Person or Participant with Special Needs. These check boxes vary depending on the key action, action type and activity type.

They may also affect the budget fields, additional participant tabs in the mobility screen and/or require additional fields to be filled in.

For example:

• A participant indicated as an accompanying person will not have to complete the participant report and  the tab for the participant report in the Participant section will not appear.
• If you flag a mobility as Participant with Special Needs in a KA105 project, the EU Special Needs Support section under the Budget section requires to be filled in. 

Check the appropriate flags for the mobility. 

Participant Report, Certification and Recognition tabs

For further details about the Participant Reports, please see MT+ Manage KA1 participant report .

The Certifications tab is available for all actions, except for KA103 and KA107. Here you have the option to provide information on certifications the participant might receive. To do so:

1. Click the Certifications tab.

2. Click +create new.

3. Select from the available drop-downs the Certifying Organisation and Certification Type.

4. Click Add.

5. The certification displays, including Edit and Delete buttons.

The Recognition tab will only appear for HE projects (KA103 and KA107). The page MT+ How to manage Survey on Recognition provides details.

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Fill in the "From/To" details 

Select the Sending and Receiving Organisation from the respective drop-downs. The Sending Country, Sending City, Receiving Country and Receiving City are automatically filled in based on your selection. 

To confirm the correct Distance Band, use the Link to the distance calculator. Select the calculated distance from the available drop-down. The distance band will automatically update the budget values with the correct travel grant for that activity type and distance band in the budget section. When the  From/To section is complete and the mobility saved, the budget section is updated accordingly.

Note: If the sending or receiving organisation has not yet been added to the project, for certain action types you can add it at this point via the create button at the top of each drop-down box.

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Fill in the "Duration" details

Check and update the start and end dates of the mobility. The minimum and maximum duration in days applicable for the selected activity type is highlighted above the Duration Calculated (days) field. If these limits are exceeded, a warning message displays.

If there is a break in the mobility, the Interruption Duration (days) field has to be filled in. This duration is subtracted from the total duration of the mobility.

Any Travel days (max. 2) you enter are also added to the total duration.

When the duration section is complete, the budget information is updated again.

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Check the "Budget" details

The EU Travel Grant  is based on the selected distance band. Additional costs are calculated automatically or can be added here, depending on the action and activity type selected for the mobility.

In the example below the organisational support is indicated as 38.00 € per day. This means that the organisational support amount is automatically calculated based on the Funded Duration (days), as calculated in the Duration section, multiplied by the Organisational Support Grant/Day. 

For further details about the Exceptional costs for expensive travel check box, please see MT+ Exceptional costs for expensive travel . 

The EU Mobility Total Grant (calculated) is the sum of all relevant mobility costs.

Add "Mobility Comments" (optional)

If you wish to provide any additional explanations regarding the mobility, you can do so in the Mobility Comments field at the bottom of the mobility screen. 

Please make sure you do not reveal any sensitive information, especially related to participants' racial or ethnic origin, political opinions, religious or philosophical beliefs, trade-union membership, and information concerning health or sex life, in compliance with the EU General Data Protection Regulation.

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Click on "Save"

Click on Save.

Click the "back to list" button

To go back to the list of mobilities, click the back to list button at the top left of the screen. Here you also have the option to Export the mobility information as a PDF file.

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The mobility in the list of mobilities

The mobility in the different list tabs

The added mobility now appears in the list of mobilities, under the All tab. Since the mobility has been completed it also appears under the Complete tab.

Any draft mobilities will be visible under the All and the Draft tab. Such mobilities have to be completed, via the Edit functionality.

The Overview tab is available in the list of mobilities for certain action types. See MT+ Mobility list view - Overview tab (KA101, KA102, KA104, KA105 and KA116 only)  for details. 

Additional information on the general list functionalities in Mobility Tool+ is available under MT+ List functionality . 

"Copy" mobility functionality

The Copy function allows you to copy most details from an already existing mobility to create a new mobility. In the newly opened draft mobility screen you will only have to provide the missing information as indicated in the Invalid Fields section and save. 

See MT+ Copy mobility details  for more details and step-by-step instructions.

View a mobility

To view the details of a mobility, click the view icon. The details screen opens, but no information can be edited. If you would need to edit the viewed mobility from here, click the Edit icon in the right hand top corner of the screen.

Edit a mobility 

To edit details for a mobility, click the Edit (pencil) icon. The mobility details screen opens and you can make the required adjustments.

If there are any invalid fields, they are listed. Clicking on an available item brings you directly to the respective field in the mobility screen. 

Delete a mobility 

To delete a mobility, click the Delete (bin) icon. Confirm the deletion in the pop-up dialog.

Depending on the mobility you are deleting, additional warning messages may display. Read them carefully before you confirm the deletion.

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Costs for Covid Tests

As COVID testing has become more and more a pre-requisite for physical mobilities abroad, the costs related to such tests are also eligible for funding under the exceptional costs category. The reimbursement rate is set at 100% of the eligible costs actually incurred.

In KA1 and KA3 projects, costs related to Covid tests, if applicable, have to be provided as Exceptional Costs for Services and Equipment in the Budget screen, and not as part of a mobility, with the exception of KA107 - Higher education student and staff mobility between Programme and Partner Countries projects. For these projects, the Exceptional Costs for Services and Equipment is available in the mobility screen. See MT+ Exceptional costs for services and equipment  for details.