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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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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. |
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This page is relevant for:
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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.
Click on the Create button in the mobility list screen.
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.
Click the Save button at the bottom of the Create draft mobility activity screen to save the basic details.
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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Mobility activity sectionsDepending on the KA and call year of the project, as well as depending on the Activity linked to a mobility activity, the sections to fill in for a mobility activity vary. Read the onscreen information carefully. The form content will adapt based on your input and will provide feedback, such as warning messages or error messages, in case there is missing information or if eligibility rules are not observed. "Activity" sectionClick on the Activity drop-down box and select an activity from the ones you have recorded in the Activities section of your project. The Country of destination field and the Is this activity itinerant? checkbox will be filled in automatically, in accordance with the details you have provided for the selected activity. In our example, we have selected a 'Youth participation mobility' activity, which we have previously defined as itinerant in the Activities part of the project. "Mobility Activity" sectionIn the Mobility Activity section, you can change the Mobility activity ID and/or can, for example, flag the mobility activity as Force majeure.
The available flags depend on the Activity Type. The Participant flag is checked by default, but it can be changed to a different value such as Accompanying person, if applicable. Here is an example of the Mobility Activity section in a KA152, call 2022, project for Activity type 'Youth exchanges - Member States and associated countries'. In this case, the field Participant Group is additionally available, and must be filled in. "Accompanying Person" flag
"Blended mobility activity" flag
"Force majeure" flag
In addition, if the force majeure flag is set, certain duration and grant fields are affected, as follows:
"Participant" sectionIn this section, you must provide personal information regarding the mobility activity, such as the Participant's date of birth, the Participant's gender or the Participant Nationality. The information required in the Participant section varies, according to the key action and activity type. Some details are already filled in, as they were provided in the first step of creating the mobility activity.
Here is the participant section in a KA152, call 2022, project for Activity type Youth exchanges - Member States and associated countries. Participant flagsThe Participant section includes a variety of flags that can indicate the participant's role in the mobility activity. The available flags vary, depending on the key action 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. "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. "Incoming international participant (under special conditions)" flag
"Participant is from the receiving organisation" flag (Preparatory visit only)
"Inclusion Support" section"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 Fewer Opportunities section of your project. "Inclusion support for participants"
You do not have provide a Description and justification for inclusion support for participants, the field is not available in KA1 Youth projects.
"Inclusion support for organisation not requested" flagThe Inclusion support for organisations is pre-filled and read-only, except in cases of Force majeure.
"Participant Report" section (conditionally available)
Initially, when the mobility activity is created, no information is available in this section.
"Recognition Certificates" section
"From-To" sectionThe details to provide in this section vary, depending on whether the selected activity is itinerant or not, and based on the activity type of the linked activity. The 'Individual support' budget item is also affected by the itinerant nature of the activity. Non-Itinerant activitySelect 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 kilometres (3) between the sending and the receiving cities. The Real Distance in kilometres 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. The field Funded duration including travel days (in days) (4) is prefilled with the calculated duration, as per the start and end dates provided upon creation of the draft mobility activity, and they can be updated, if required. The field Individual support (5) is calculated and updated automatically, as per the duration provided. It is read-only, except in case of Force majeure.
Itinerant activityIf you have 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 place of 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.
To remove an added itinerary, click on the blue Delete (bin) icon, available for each itinerary. If there is only one itinerary added, the Delete icon will be inactive. You also must select a Distance band and Main means of transport from the available drop-down list. 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 kilometres, by adding up the real distance for each itinerary. For each itinerary, the receiving city of the previous itinerary is considered as 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. 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. Where available and if applicable for the mobility activity, you can provide Comments on different location than sending/receiving organisations. "Activity taking place at seat of EU institution" flag (KA154)
Mobility activity linked to a Preparatory visitIn the case of the mobility activity being linked to a preparatory visit, only information regarding the Sending and Receiving organisation must be provided in the From-To section. "Travel Grant""Funded travel days" and "Travel Support"Under Travel Grant, you must provide the number of Funded travel days. The minimum and maximum allowed is displayed below the field. The Travel Support is calculated automatically and it is read-only, except in cases of Force majeure. "Travel Support - Grant not required" flag
"Request Exceptional costs for expensive travel" flag
This budget item is not available for mobility activities in Preparatory Visits. "Exceptional costs for visa and other entry requirements"
"Duration" sectionIn the Duration section, check and, if required, update the Start and End dates of the mobility activity. By default, the Start and End dates are prefilled with the dates of the linked activity. 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. 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. 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. The Funded travel days you have specified under Travel Grant are displayed and read-only. 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. 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'.
When the Duration section is complete, the budget section in the mobility activity is updated accordingly. Prefill Start date and End date from the linked activity or event flag (Call 2023, 2024)
"Budget" sectionThe Budget section is read-only and it contains the totals for the various budget items, such as Organisational Support, Individual Support or Inclusion support. All information is read-only and is calculated based on the information provided throughout the form. In cases of Force majeure, the Organisational Support field can be updated. The Mobility activity grant (calculated) provides the total of all costs for the mobility activity. Here is the example of the Budget section in a KA152 call 2022 project, where the participant is a 'Participant with fewer opportunities' and 'Inclusion support for participants' was requested.
"Mobility activity comments" section (optional)You can add Overall Comments for the mobility activity, if required.
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See the page Provide access to OLS for details.
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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.
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 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.
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.
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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In call 2023 projects, the Blended mobility activity flag is located in the Mobility Activity section of the screen.
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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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Here an example of the Mobility Activity section in a KA153, call 2023, project. |
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The current implementation does not include any specific conditions related to Covid-19 as a force majeure situation. |
In addition, if the force majeure flag is set, certain duration and grant fields are affected as follows:
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.
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.
Below are some of the most common participant flags explained.
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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In call 2023 projects, the Accompanying person flag is located in the Mobility Activity section of the screen. |
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.
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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.
title | Click here to view the Inclusion Support section in a KA153, call 2023, project. |
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In call 2023 projects, this flag is available for mobility activities for the following activity types: Youth exchanges - third countries not associated (KA151, KA152), Professional development activities - third countries not associated (KA151, KA153), Preparatory visits (KA151, KA152, KA153), Youth participation mobilities (KA154) and Youth participation events with mobilities (KA154). |
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:
Click on Create new.
Use the available drop-down lists to select the Certifying Organisation and the Certification Type.
Once you have selected the Certifying Organisation and Type, the Add button becomes available. Click the button.
The certification details are displayed in a new line, along with the Edit and Delete buttons.
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In call 2023 projects, the certifications can be added in the Recognition Certificates section.
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Initially, upon creation of a mobility activity, no information is available in this 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.
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.
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.
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If the organisation you want to select as sending or receiving organisation is not available for selection, it must be added to the project from the Participating organisations section. |
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.
title | Click here to expand for information regarding the Distance bands and Main means of transport. |
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title | Click here to expand for additional information regarding the Sustainable means of transport flag. |
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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.
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.
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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For Preparatory visits, only the Start Date, End Date and Duration Calculated (days) are displayed in the Duration section. |
When the Duration section is complete, the budget section in the mobility activity is updated accordingly.
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.
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.
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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In call 2023 projects, the field Duration (in days) in the Budget section is read-only. The Duration (in days) and Total Individual Support are calculated based on the relevant information provided in the From-To section of the mobility activity.
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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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In call 2023 projects, the Travel Grant information including the Travel support - grant not required flag and the option to Request exceptional cost for expensive travel, is available in the From-To section of the screen.
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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.
This budget item is not available for mobility activities in Preparatory Visits.
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In call 2023 projects, the Exceptional Costs for expansive travel can be requested in the From-To section, under Travel Grant, of the screen.
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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.
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In call 2023 projects, the Inclusion Support budget items are available in the Inclusion Support section of the screen and will display after the Participant with fewer opportunities flag was ticked.
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This budget item is only available for mobility activities in Preparatory Visits. This amount cannot be manually changed.
If the Preparatory Visit is flagged as Virtual activity, the Preparatory Visit Support is set to 0 EUR.
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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In call 2023 projects, the Exceptional Costs can be requested in the From-To section of the screen.
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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.
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.
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In cases of Force majeure, the Organisational Support field can be updated. |
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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Click on the Save button to save the mobility activity.
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.
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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