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In the Project Details section of the application form you are asked to provide information on the foreseen activities for your project, including the amount of EU grant that you are requesting to implement them.

At project details level you will first define activities(staff mobility activity or other activity). In the activity details, in general you define the destination country/location of event, start and end date. Each activity may contain one or more flows, detailing the planned activities, including number and type of participantspersons, country of origin and country of destination, travel distance and time, and the planned costs. The Budget Summary for each activityprovides an overview of the planned costs and the requested amount of EU grant.

Astaff mobility activityinProfessional Development activities involves one or more activities of group(s) of youth workers to take place in one or more member states and/or third countries.

It is also possible to plan Preparatory visits to the location(s) of the planned activities as well as System development and outreach activities.

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For further details please refer to the steps description below.

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Note

title	Take note

A minimum of one Professional Development activity must be added to your project. The maximum number of activities for the selected type of project may be limited.

Expand

title	Relevant For...

This page is relevant for:

Erasmus+ Call year 2023 round 32024 Round 2
- KA153-YOU - Mobility of youth workers

Before you start

You must have completed sections Context and Project Rationale in the application form.
You must have completed the Participating Organisations section,adding the organisations involved in the project. The associated Country of Origin or Country of Destination will be used for one or several activities in the Project Details section.

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Steps

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Open "Project Details"

Click on Project Details in the Content menu. The Project Details screen opens, displaying an empty activity.

The Content menu displays a subsection for the first Activity. The red dot indicates that the activity details are not complete.

For each further activity you add, a set of subsections will be listed in the Content menu.

Info

title	Information

The number of activities you want to specify for the selected project depends on your organisation's needs and expectations. At least one activity must be added to your application.

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Add activities

Activity types available for selection

In KA153-YOU application forms, four different activity types are available:

Staff mobility
- Professional Development activities - Member States and associated countries
- Professional Development activities - Third countries not associated
Other activities
- Preparatory visits: only in combination with Professional Development activities
- System development and outreach activities: only in combination with Professional Development activities

Note

title	Take note

A Preparatory visit must be linked to one or more Professional Development activities. You must fill in the details for Professional Development activities in your project before you can fill in details for a related preliminary visit.

The Budget for System development and outreach activities is limited to a percentage of the grant for Professional Development activities.

Provide basic information for the first activity

From In Project Details, fill in the available empty row. Select the Activity type from the available drop-down list and provide a unique Activity title.

The Content menu will update and display the activity and the given activity title in brackets. The subsection is at this point marked with a red dot, indicating mandatory information is missing. Depending on the activity type added, additional subsections for the activity become available in the Content menu.

Create first activity

Add additional activities

If you plan more than one activity in your project, click on the Add activity icon. A new empty row is added for each new activity. Select the Activity type from the available drop-down list in the newly displayed row and provide an Activity title.

A preparatory visit activity must be linked to one or more professional development activities.

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The Content menu will update to display all activities and the given activity titles in brackets in specific subsections. Depending on the activity types added, additional subsections for an activity become available in the Content menu. Here is an example where one activity for each type has been added. Warning messages may be displayed.

Activities and subsections in Content menu

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If applicable, provide required If applicable, provide required information for "Professional Development activities"

Note

title	Take note

Depending on the selected activity the details of some of the sections may vary.

Fill in the activity details for each activity

Access the Professional Development activity subsection from the Content menu, alternatively click the Edit (pen) icon in the Activities list for the activity to complete from the Content menu.

Complete all mandatory fields under Description of the activity, including:

Question on whether the activity is itinerant: drop-down list, select Yes if if you expect the activity to take place in multiple locationscountries, otherwise select No.
Country of destination: select the country from drop-down list. The list only includes the countries of the participating organisations previously added in the application, under Participating organisations.
Start date: of the activity; default with the Project start date; Change the date, if needed, according to your needs and the programme guide rules
End date: of activity; default with the Project end date; Change the dates, if needed, according to your needs and the programme guide rules

Duration Excluding Travel (days) is automatically calculated based on the provided Start and End Date.
A number of other fields will be automatically filled when the related information is added in the Flow Details section for the activity as described below.

Provide details for an activity

A number oftext fields is available for you to provide additional information on the planned activity. Complete all mandatory fields.

Click on "Flows and Budget Summary" for the selected activity and provide flow details

Select Flows and Budget summary in the Content menu for the activity you want to complete, to open the flow details screen.
Take note of the following:

Each activity must include at least one flow.

Flows are displayed as cards, with the key details displayed in the card header once you have filled in the required information. Each flow card can be individually collapsed or expanded using the dedicated up/down arrow.

At the top of the section is an Activity header providing totals and general functions.
The Total Activity grant and Total No. of persons for all flows in the selected activity will be calculated automatically and displayed in the Activity header.
Each activity must include at least one flow. Each flow contains a Header, Flow Summary and a Flow Budget with a number of subsections. The first flow

The first flow
card is already available and can be filled in straight away.
For each additional flow, click on the Add new flow button to add additional flow cards.
The Flow ID is generated automatically and assigned incrementally.
The Total No. of participants (including accompanying persons, participants with fewer opportunities and facilitators) for all flows in the selected activity will be calculated automatically and displayed at the bottom of the flow list.
A flow can be deleted by clicking the
All flow details for the activity can be collapsed or expanded by clicking the collapse /expand icon on the Activity header
Additional flow cards can be added to the activity if needed by clicking the add icon (blue +) in the Activity header.
Flows are displayed as cards, with the key details displayed in the card header once you have filled in the required information.
Each card (flow, flow summary or budget item) can be individually collapsed or expanded using the dedicated up/down arrow.
A card (flow, flow summary or budget item) can be opened for editing by clicking the pen icon in the card header.
A flow can be deleted by clicking the delete icon (red x) and confirm.
A vertical bar to the left of the flow
is
, as well as for each subsection is showing the progress status. If red, mandatory information is still missing in one or more flows, if green, the flow details are complete. A dot in the content menu
also
visualises the completion status of all flows in the activity.
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Warning
title Important
When filling in the flows for each activity, keep in mind the maximum allowed number of participants persons at project level. If this number is exceeded, an error message will be displayed in the activity list screen (Project Details) and you will not be able to complete the Project Details section.
Each flow is divided into a number of subsections, where you will specify flow details and budget information. Each subsection is displayed as a card, which can be individually collapsed or expanded using the Edit icon or the dedicated up/down arrow.
Open each card in sequence and fill in the details. The form will adapt based on the information you provide, and you may need to fill in additional subsections or correct errors based on messages displayed on the screen.
Mandatory fields are marked with a red asterisk (*). Each card is initially preceded by a red line and displays the status Incomplete if there is missing mandatory information, either in that subsection or in another subsection that depends on it. Once you have correctly filled in all the necessary information, the line turns green, and the status is now displayed as Complete. Once all subsections are complete, the flow card is also marked as complete, with a green line.
Fill in the
flow
Flow Summary
details
information
Initially the Flow Summary subsection shows an empty card for Flow 1 (mandatory) in the selected activity.
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. If the card is collapsed, expand it by clicking the Edit (pen) icon or the expand arrow to the right.
In the Summary section for the flow you are completing, a Professional Development flow you have to specify:
Flow with trainers/facilitators only: checkbox to indicate if that all persons in the flow only has are facilitators and/or trainers as participants (optional); ;
In an activity you cannot have flows must have at least one flow which is not only for trainers/facilitators.
Total N^o of Participants, including accompanying persons, participants with fewer opportunities and facilitators;
N^o of Accompanying persons, out of total participants, specify 0 if none;
Out of which No. of Participants with Fewer Opportunities, specify 0 if none;
N° of Trainers/facilitators, specify 0 if none;
If a flow has trainers/facilitators only, you must add at least one additional flow including regular participants.
City of Venue: provide the name of the city in the country of destination
No. of Trainers/facilitators: for flows that do not include only trainers/facilitators, specify their number out of total No. of persons; type 0 (zero) if none
Total No. of Persons, including accompanying persons, participants with fewer opportunities and facilitators
No. of Accompanying persons, out of total No of persons, type 0 (zero) if none
Out of which No. of Participants with Fewer Opportunities: specify the number of participants with fewer opportunities;type 0 (zero) if none
Country of Origin: select the Country of Origin: select the country from drop-down list. The list only includes the countries of the participating organisations previously added in the application, under Participating organisations.
Country of destination defaults from the activity details;
City of Venue: provide the name of the city in the country of destination;
Start and End Date for the flow: defaults to display project start and end date. Change the dates, if needed, according to your needs. It These dates must be within the duration of the activity and in accordance with the Programme Guide;
Green travel: checkbox; check it if you plan to use green travel options;
Number of travel days: add the number of travel days; days
The number of green travel days cannot be higher than 6
The number of standard travel days cannot be higher than 2
The Country of destination is provided from the activity details;
The Duration excluding and including travel days, is automatically calculated.
Note
title Take note
If you selected an activity with Third countries not associated to the Programme, please ensure that there are organisations from "third countries not associated to the Programme" involved in the project.
Complete the "List of countries for Itinerant", if applicable
If you selected the activity to be itinerant when completing the Activity details, the List of countries for Itinerant section becomes available and must be completed.
Select
the
the first Country of Destination
from
from the available drop-down list
. Enter
, then enter the Duration including Travel (days).
Click on the Add a new country destination to add additional destination countries, if required
.
, and repeat Step 1.
Note
title Take note
The sum of the duration needs to be equal to the duration including travel of the flow. That means if you add more than one country destination, the total duration for all added destinations must be equal to the duration including travel days of the flow. Each country can only be added once.
In our example, we have added two countries of destination. The sum of the duration is in our example 19, as was required per the warning message displayed initially on screen.
Fill in details for the flow "Budget"
A number of subsections are available to complete the Flow Budget.
Individual Support
The Individual support budget information is read-only and automatically updated when the number of participants persons are added/updated for in the activityflow.
Travel
To calculate the Travel grant for the flow, select the travel distance for the group in the available Distance Band drop-down list.
if the activity is itinerant with multiple countries, the travel distance is the combined travel distance to all destinations.
The Grant per Participant Person (EUR) and Total Travel Grant (EUR) for the flow are calculated based on the distance band selection made. This field is mandatory.
If exceptional costs for expensive travel are required, you must tick the related checkbox, then specify the expected costs in the Exceptional costs section as described below.
When exceptional costs for expensive travel are requested, the standard Travel grant is reset to zero.
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Organisational Support
The Organisational Support budget information is read-only. The calculations are based on the provided details of the flow and automatically calculated.
Inclusion support for participants
When a Number of participants for inclusion support higher than 0 was specified in the flow section, the fields Inclusion support for participants (EUR) and Description and justification of expenses become available and must be completed.
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Inclusion support for organisations
The Inclusion support for organisation is calculated based on the provided number of participants with fewer opportunitiesfor inclusion support.

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ExCo
ExCo
Exceptional Costs
If any participants require coverage of exceptional costs, such costs can be specified in this subsection.
Note
title Take note
If in the Travel section you have specified that your group requires exceptional costs for expensive travel, by ticking the Exceptional costs for expensive travel checkbox, you must add an exceptional cost for the expected amount.
To do so:
Click on the Add exceptional cost button. A new empty line is added.
Select the Exceptional cost type from the drop-down list and fill in the remaining fields.
The Requested grant (EUR) is calculated automatically and displayed.
You can select between the following cost types and each cost type can be added more than once using the Add exceptional cost button:
Exceptional costs for expensive travel (only applicable if this is selected in the section for Travel above)
Exceptional costs for visa and other entry requirements
In our example below, we have requested Exceptional costs for expensive travel.
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Flow(s) completed
When all subsections for the activity is complete and correct, the flows summary section is marked complete in the content menu and the flows banner is now green.
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Review the "Budget summary" of the activity
The Budget summary displays the calculated grant of the budget items of the activity. It is automatically updated with the details provided for the individual flows of the activity. for the activity is displayed at the bottom of the Flows and Budget Summary screen.It shows the cumulated calculated grant per budget items for all flows in the activity. It is automatically updated with the details provided for the individual flows of the activity.
This section provides a breakdown of the calculated grant of the budget items requested for the selected activity. All information displayed here is read-only, as all grants are calculated automatically based on the information provided in the flows. If changes are required, update the relevant information in the individual flows.
The Budget summary subsection is already marked as complete, even if the activity Total Grant (EUR) is 0 (zero).
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If applicable, provide required information for "Preparatory Visit" activities
Select the Preparatory Visit activity in the Content menu
Access the activity subsection for the Preparatory Visit activity to complete from the Content menu.

Provide details for preparatory visits under "Activity"
Complete all mandatory fields in the Activity section. Select the
Related to activity: select it from the available drop-down list. The drop-down list displays all activities of type
Professional Development activities
Youth Exchange you added under Project Details. It is possible to
add
select more than one related activity to a
single Select the
preparatory visit
. You may remove a related activity by clicking the x in the blue pill.
, if required.
Organiser of the preparatory meeting: select one organisation from the drop-down list.
Venue of the activity
from the available drop-down.
: prefilled automatically with the country of the selected Organiser.
Start date and End date of the preparatory visit: select them using the date picker (calendar icon).
Complete the description fields at the bottom.
The Number of persons, No. of trainers/facilitators and
Provide the required information in the available description fields.
The Number of Participants and Total Grant amount will be automatically updated here when the flow details for the activity are completed.

Click on "Flows and budget summary" for the preparatory visit
Click on Flows and Budget summary in the Content menu. By default, an empty flow card is displayed, as it is mandatory to add at least one flow for the activity.
If your require more than one flow in this activity, click on the Add a new flow button (blue +) icon for each additional flow.

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Complete the Flow details for a preparatory visit
Click the Edit (pen) icon in the Flow Summary subsection to open the details for the flow Summary (if not already open).
For flows in preparatory visit activities you have to provide information on theNumber of participants, No of Trainers facilitators and City of Venue.
A checkbox to indicate if the flow only has facilitators and/or trainers as participants is also available.
the following details:
Flow with trainers/facilitators only: checkbox to indicate that all participants in the flow are trainers and/or facilitators;
In an activity you cannot have flows only for trainers/facilitators. If a flow has trainers and/or facilitators only, you must add at least one additional flow including regular participants.
City of Venue: provide the name of the city
No. of Trainers/facilitators: out of total of participants, for flows that do not include only trainers/facilitators
Number of persons: including accompanying persons, group leaders, trainers and facilitators
Sending Organisation: select one organisation from the drop-down list
Country of Origin: prefilled automatically with the country of the selected sending organisation
Start and End Date for the flow: both prefilled with the dates selected in the Activity details screen. Change the dates according to your needs. It must be within the duration of the Activity and in accordance with the Programme Guide.
Note
title Take note
In a preparatory activity you cannot have flows only for must have at least one flow that does not include only trainers/facilitators.
You can have maximum two participants in a preparatory visitThere can be maximum 2 persons per sending organisation, plus 1 trainer/facilitator in a preparatory visit. The grant is awarded for maximum 3 persons per preparatory activity.
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Check the flow
"Budget"
budget for a preparatory visit
In Preparatory visit Grant the Number of participantsperson, Grant per Participant and person and Total Grant (EUR) is displayed. All information is read-only.
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Add additional flows to the preparatory visits activity, if required
From the Flows summary, click on the Add a new flow button to add additional flows to the preparatory visit if required. Provide the required information as just explained.
) is displayed. All information is read-only.
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Review the "Budget summary" of the activity
The Budget summary is listed after the flows in Flows and Budget Summary subsection, at the bottom of the page, and can be easily reached by collapsing all the Flow details in an activity by clicking the down arrow on the Activity card.
It displays Budget summary displays the calculated grant of all applicable budget items of the activity. It is automatically updated with the details provided in the individual flows of the activity.
In the navigation tree, all sections Content menu, the subsections for the Activity are marked as complete, when all mandatory information has been correctly entered.

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If applicable, provide required information for "System development and outreach activities"
Access the Activity details from the Content menu
Access the activity subsection for the System development and outreach activity to complete from the Content menu.
Provide the required details under "Description of the activity"
Complete all mandatory description fields in the Activity section.
The Total grant (EUR) will be automatically calculated when the related information is added for the activity.
Provide "Direct costs (EUR)" and "Indirect costs (EUR)"
Provide the costs in Euro in the respective fields for Direct and Indirect costs under System and outreach development activities Grant.
Note
title Take note
Indirect costs can be a maximum of 7% of the Direct costs. It is possible to add decimal numbers, if needed. The Grant (EUR) field is updated automatically with the calculated cost.
The total of this grant can be a maximum of 10% of the total project costs of the application.
Review the "Budget summary" of the activity
The Budget summary displays the calculated grant of all budget items of the activity. It is automatically updated with the details provided in the individual flows of the activity.
In the Content menu all sections for the activity are marked as complete, when all mandatory information has been correctly entered.
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There is a limit to the amount of the Direct costs and Indirect costs you can request. If these are exceeded, warning messages appear.

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Update an activity or flow
To update the Activity type or Activity title of an activity, access the Project Details section and make the changes as required.
To update additional Activity details, such as duration or number of participantspersons, select the relevant activity from the Content menu and make the necessary changes. Alternatively, from the Project Details screen, click on the Edit (pencil) icon for the activity to access the activity details to make the changes.
Note
title Take note
Changes to an activity may result in previously completed subsections of the same activity being marked as incomplete. In such case, you have to check the marked subsection(s) and update accordingly.
For example, changing the Country of Destination of an already completed activity has an impact on the flows belonging to the activity. The flow(s) for the activity must then also be checked and updated.
To update a flow in an activity, from the Flows and Budget summary of the relevant activity, click on the Edit (pencil) icon and make the required changes.
Delete an activity or flow
To delete an activity from the list access the Project Details screen.
Click on the Delete (X) icon for the activity to remove. Confirm the deletion by clicking on Delete in the pop-up window.
Note
title Take note
Deleting an activity will remove all entered data for the selected activity in all subsections. If you remove an activity that is linked to a Preparatory Visit, the Preparatory Visit activity will be marked with a red X. You will have to update or, if no longer needed, delete the related activity accordingly.
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To remove a flow from an activity, open the Flow summary of the activity, click on the Delete (X) icon and confirm the deletion by clicking on Yes in the confirmation pop-up window.
Example of a completed "Project Details" section
Once you have correctly completed all sections and subsections, they are marked with the green check.
Note: The number of activities under Project Details is displayed and for each activity the number of flows is indicated.

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