This page explains how to add, modify and delete mobility activities in granted KA1 youth projects. 

In the Mobility activities section you can fill in the basic participant details, save the information as draft and continue to update the mobility activity later. Where applicable, you can also manage and monitor participant reports.

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. It is also possible to complete all mobility activities using the import and export of mobility activities function. 

The instructions below are based on an example project for KA154​​​​​​​-YOU -​​​​​​​ Mobility of youth workers, Call 2022 Round 1.

outlines the specifics for mobility activities carried out within projects under Erasmus+ KA1 youth projects, using a KA153 call 2023 project as an example. For general instructions on how to create and manage mobility activities in beneficiary projects in the Beneficiary module, please see the page Add mobility activities to projects.

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Prerequisites

• Only the contact persons of the beneficiary, co-beneficiary and partner organisations with edit rights on the project are able to perform these actions.
• A grant agreement has been signed for the project, and it is visible in Beneficiary module.
• To update the project it must have the status Project Ongoing.
• You must add activities in the Activities section first, in order to be able to associate the mobility activity to the relevant activity. See Activities in KA1 Youth mobility projects for details. 
• Organisations to be selected as Sending or Receiving organisation for a mobility activity must be available in the Participating Organisation section of your project. See Participating organisations in projects for details.

Steps

Access "Mobility Activities" in the Content menu

In your project, click on Mobility Activities in the Content menu.

The Mobility activities screen is displayed. All the mobility activities that you add will be shown here. Initially the list is empty. 

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"Create" the Draft mobility activity

Click on "Create" and fill in the details

Click on the Create button in the mobility list screen.

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Fill in the mandatory fields to create the draft mobility 

The Create a Draft Mobility activity screen opens. This is the first of two parts of the form and requires you to provide basic information on the mobility activity, including the participant's name. All fields are mandatory, which is indicated by a red asterisk (*).

Note the following:

In order to complete the draft mobility activity registration you must fill in all the mandatory fields, marked with a red asterisk (*). After saving the draft (7) mobility details, the mobility activity can be completed at a later stage. It is advised to save your changes regularly when completing a mobility activity.

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Click "Save"

Click the Save button at the bottom of the Create draft mobility activity screen to save the basic details.

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Draft mobility activity added to List of mobility activities

Once saved, you will automatically return to the Mobility activities list, where you can view and start editing each draft mobility activity to complete it, as described in the following sections.

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"Provide access to OLS button" in Mobility activities list (Call 2022) 

Steps

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See the page Provide access to OLS for details.

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Complete ("Edit") the mobility activity

Click "Edit" in the mobility activities list

In the list of mobility activities, click the Edit icon next to the one you want to complete. The mobility activity screen will open in edit mode, and you can fill in the remaining information.

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Mobility activity screen - general functionality

Sections

The screen consists of several sections. You can expand and collapse each section for easier navigation, by clicking on the section title or the arrow (>) on the right side of each section.

The sections available depend on the call year and action type of your project.

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The mobility activity card (Call 2021, 2022)

The mobility activity card is displayed at the top of the mobility activity screen. It displays the participant's name, as well as the mobility activity card with basic details about the mobility activity: Mobility ID, State, date of creation, and date of update. 

Clicking on the Export mobility activity button in the card allows you to export the form to a PDF file which contains a list of all fields and the information you provided in each field.

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The "Save" and "Back" buttons

The Save and Back buttons are located in the bottom right corner of the screen. Click the Save button regularly to save the information as you fill in the form. Click on the Back button to return to the list of mobility activities. 

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Fill in the "Activity" section

Click on the Activity drop-down box and select an activity from the ones you had recorded in the Activities section of your project. The Country of destination field and the Is this activity itinerant? check box will be filled in automatically, in accordance with the details you had provided for the selected activity.

In our example, we have selected a Youth participation mobility activity, which we had previously defined in the Activities part of the project as itinerant. 

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"Blended mobility activity" flag

The "Mobility Activity" section

In the Mobility Activity section you can change the Mobility activity ID and/or flag the mobility activity as Force majeure. 

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"Force majeure" flag

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In addition, if the force majeure flag is set, certain duration and grant fields are affected as follows: 

• Duration Calculated (days): The business rule checking the minimum and maximum duration will no longer apply in case of Force Majeure.
• Duration of the Mobility activity Period (days): The business rule checking the minimum duration will no longer apply in case of Force Majeure.
• Travel Support: The field becomes editable. If any values were already present they are preserved.
• Individual Support: The field(s) becomes editable. If any values were already present they are preserved.
• Organisational Support: The field becomes editable. If any values were already present they are preserved.
• Inclusion support for organisation: The field becomes editable. If any values were already present they are preserved.
• Participant report: Participant reports are not required for mobilities 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). 

Fill in the "Participant" section

The information required in the Participant section varies per action and activity type. Some details are already filled in as they were provided in the first step of creating the mobility activity.

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Participant Flags

The available flags vary, depending on the action type and activity type. They may affect other fields in the participant and budget sections, as well as require additional data to be provided at project level 

Check the appropriate flags. 

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Below are some of the most common participant flags explained. 

"Online language support (OLS)" flag

This flag is not available for participants involved in preparatory visits nor for participants flagged as Group Leader, Accompanying Person, Trainer/Facilitator or Decision Maker. 

See the page Provide access to OLS for details.

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"Accompanying person" flag

"Participant with fewer opportunities" flag

A participant flagged as having fewer opportunities cannot be an accompanying person, group leader, trainer/facilitator or a decision maker, etc. For each participant with fewer opportunities you must fill in the Inclusion Support information in the Budgets section of the mobility activity form as well as the Fewer Opportunities section of your project.

In call 2023 projects, the Participant with fewer opportunities flag is located in the Inclusion Support section of the mobility activity. Once the flag is checked, the related fields become available in this section and can be completed. 

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"Incoming international participant (under special conditions)" flag

Certifications

In the Certifications section you can add up to three certifications to be offered to the participant. Certificates cannot be offered to participants flagged as Accompanying Person, Group Leader, Trainer/Facilitator, Decision Maker nor for participants involved in Preparatory visits. Initially, no certifications are available. To add a certification:

1. Click on Create new.

2. Use the available drop-down lists to select the Certifying Organisation and the Certification Type.
   

3. Once you have selected the Certifying Organisation and Type, the Add button becomes available. Click the button.

4. The certification details are displayed in a new line, along with the Edit and Delete buttons.

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"Participant survey" section

A participant indicated as an Accompanying person, Trainer/Facilitator or Decision Maker will not have to complete the participant report and the Participant survey section is not displayed.

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Fill in the "From-To" section

The details to provide in this section vary slightly, depending on whether the selected activity is itinerant or not. The Individual support budget item is also affected by the itinerant nature of the activity. 

Non-Itinerant activity

Select the Sending (1) and Receiving Organisation (2) from the respective drop-down lists. The Sending Country, Sending City, Receiving Country and Receiving City are automatically filled in based on your selection, but they can be changed. 

You also must select a Distance band and Main means of transport (3), using the available drop-down list. The selected Distance band will automatically update the budget values with the correct travel grant for the activity type and distance band in the Budget section. 

Type the Real Distance in KM (3) between the sending and the receiving cities. The Real Distance in KM provided must be within the selected Distance band. This information will be used purely for statistical purposes to determine the carbon footprint of the activity.

If the Main means of transport is considered sustainable, the Sustainable means of transport flag will be set. 

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Itinerant activity

If you had flagged the main activity as being itinerant, you have to fill in the travel details for each itinerary in the mobility activity, i.e. the distance between the place of departure and the destination. In this case, you can add up to 10 organisations involved in the mobility activity, therefore up to 9 receiving organisations and 9 itineraries.

1. For the first itinerary, select the Sending Organisation and the first Receiving Organisation, using the available drop-down list lists. 
2. Click on the Add itinerary button to add subsequent itineraries, as needed.
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3. For each of the subsequent itineraries, you must select the following Receiving Organisation, one per itinerary. The receiving country and city are automatically filled in. The Sending Organisation stays the same for each of the subsequent itineraries added.
4. The Distance band you select must cover the entire distance between the sending city and the final receiving city. Calculate and type the Real Distance in KM by adding up the real distance for each itinerary. For each itinerary, the receiving city of the previous itinerary is considered the point of departure for calculating the real distance toward the next receiving organisation/city. The rules for Main means of transport and Sustainable Means of Transport remain the same as for non-itinerant activities. The duration in Funded travel Days is considered for the entire activity travel, not per itinerary.
5. To delete an Itinerary, click on the red X button. 

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Call 2023 specifics

In call 2023 projects, when completing the From-To section, you must also provide the Duration (in days) for each itinerary added. The Individual support field is also displayed for each itinerary and read-only, with the exception in the case of Force majeure. 

Here an example of the From-To section in a KA153, call 2023, mobility activity linked to a Non-Itinerant activity. 

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Here an example of the From-To section in a KA153, call 2023, mobility activity linked to an itinerant activity. For each added itinerary, the Duration (in days) must be filled in. The Individual support for each available itinerary is also visible. 

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"Activity taking place at seat of EU institution" flag (Call 2023)

Fill in the "Duration" section

1. Check and update the Start and End dates of the mobility activity.
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 specify are also added to the funded duration and are taken into account for the total duration of the mobility activity.
   Remember: Itinerant mobility activities benefit from a maximum of 6 funded travel days.
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.
8. The field Number of days in virtual mobility is only displayed for mobility activities flagged as Blended mobility activity.

When the Duration section is complete, the budget section in the mobility activity is updated accordingly.

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Prefill Start date and End date from the linked activity or event flag (Call 2023)

Fill in/review the "Budget" section

Organisational Support

Organisational Support is available for all activity types, except for Preparatory Visits and KA154 Youth participation mobilities.

It is a flat rate of 100 EUR/participant regardless of the activity or event duration. This amount cannot be manually changed, except in cases of Force majeure.

If the mobility activity is flagged as Trainer/Facilitator, Group Leader or Accompanying person, the Organisational Support is set to 0 EUR.

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Individual Support

This budget item is not available for mobility activities in Preparatory Visits.

If the activity is not itinerant, fill in the Duration (days) for which you require the individual support grant for the participant. The Individual Support grant value is calculated automatically. This amount cannot be manually changed, except in cases of force majeure.

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If the activity is itinerant, you must fill in the number of days for each itinerary. The Individual Support per itinerary is calculated automatically and cannot be changed, expect in cases of of Force majeure.

The Total Individual Support is only available for the itinerant activities and is calculated automatically as the sum of all individual support grants for each itinerary. The total individual support cannot be changed manually.
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Travel grant 

The Travel grant is calculated automatically based on the selected distance band. This amount cannot be manually changed, except in cases of Force majeure.

This budget item is not available for mobility activities in Preparatory Visits.

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Travel Support - Grant not required

If you do not require a travel grant for this mobility activity, tick the Travel Support - Grant not required check box, and the Travel Support field will be reset to zero.

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Exceptional costs for expensive travel

This budget item is not available for mobility activities in Preparatory Visits.

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Inclusion Support

Inclusion support is only available if you involve participants with fewer opportunities in your projects. The flag Participant with Fewer Opportunities must be checked for this section to be displayed.

1. The Inclusion Support for Organisation is a flat rate of 100 EUR per participant, regardless of the duration of the mobility activity. This amount cannot be manually changed, except in cases of force majeure. This budget item is not available for mobility activities in Preparatory Visits.
2. In the Inclusion Support for Participant field you can add the amount you wish to request. This budget item is not available for mobility activities in Preparatory Visits. 

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Preparatory Visit Support

This budget item is only available for mobility activities in Preparatory Visits. This amount cannot be manually changed.

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If the Preparatory Visit is flagged as Virtual activity, the Preparatory Visit Support is set to 0 EUR. 

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Exceptional Costs

Under Total Calculations you can request Exceptional Costs. Type the desired amount in the relevant field, then provide additional explanations to justify your request, in the Exceptional Costs Description and Justification field.

This budget item is not available for mobility activities in Preparatory Visits.

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Mobility Activity Grant (calculated)

The Mobility Activity Grant (calculated) is the sum of all relevant mobility costs and is displayed at the bottom of the screen. This amount cannot be changed manually.

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Budget section (Call 2023)

The Budget section in a call 2023 project is read-only and contains the totals for the various budget items such as Organisational Support, Individual Support or Inclusion support. All information is read-only and calculated based on the information provided throughout the form. 

Here the example of the Budget section in a KA153, call 2023 project, where the participant is a Participant with fewer opportunities.

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Save the mobility activity

Click on the Save button to save the mobility activity. 

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Mobility activity status "Complete"

Once all sections have been updated and all mandatory fields are filled in, the mobility activity status changes from Draft to Complete. It is still possible to edit the mobility activity details at any stage, as long as the beneficiary report has not been submitted.

Before submitting the Beneficiary report, you will need to re-check all mobility activities, to make sure they still comply with all validation rules.

The mobility activity now displays in status Complete in the List of mobility activities.

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Where available, you may have the option to Duplicate a mobility activity from the list of mobility activities, using the dedicated functionality. See Duplicate a Mobility activity for details.

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Expected Outcome

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