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This page provides step-by-step instructions on how to create and complete mobility activities in Erasmus+ Key Action 1 granted projects in Beneficiary module. We are using a KA122-ADU call 2024 project as an example.
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Excerpt Include Mobility Activities in projects Mobility Activities in projects nopanel true
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The form content for a mobility activity will adapt based on your input and will provide feedback, such as warning or error messages, if information is missing or if eligibility rules are not observed. |
For specific explanations on each key action, please see the following pages:
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Steps
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Create the draft mobility activityThis is the first of the two steps in the process of adding mobility activities to your project. Access "Mobility Activities" in the Content menuIn your project, click on Mobility Activities in the Content menu, to display the Mobility activities screen. All the mobility activities that you add will be shown here. Initially, the list is empty.
Click on "Create"Click on the Create button above the List of mobility activities.
Mobility activity screen opensThe Mobility activity screen opens. The mobility activity status at this point is DRAFT (1), shown as an orange badge at the top right corner of the screen, and the Total mobility activity grant (1), also displayed in the top right corner, is initially 0,00 EUR. This value will update based on the information provided in the form. A notification message (2) is displayed, stating that You can save a draft of this mobility activity after filling in the participant's name and selecting the activity type, and informing you of the minimum details to fill before you can save the draft mobility activity. The Mobility activity ID (3) field is filled in by default.
Use the scrollbar in your browser to access all the information in the mobility activity details.
Mobility activity screen basic functionalitiesThe mobility activity 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 mandatory fields to create the draft mobility activity are marked with a red asterisk ( * ) and display Value missing (Draft field). The mandatory fields to complete the mobility activity are marked with a red asterisk ( * ) and display Value missing. The Save and Back buttons are located at the bottom right corner of the screen. The Save button will only become active after the minimum required details for the draft mobility activity are filled in. Use the Back button to return to the list of mobility activities.
Select the "Activity type" and provide the "Participant's first and last name" to create the draft mobility activityTo create the draft mobility activity, select the Activity type in the Mobility activity section. The options available depend on the Action type of the project. See the page Activity Types in projects for an overview per action type.
Fill in the Participant's first and last name in the Participant section of the mobility activity details screen. Click "Save"The Save button, displayed at the bottom of the screen, will become active after the Activity type and Participant's first and last name are available in the form. Click on it to save the mobility activity as draft.
Draft mobility activity createdOnce saved, the draft mobility activity is created and you are redirected to the mobility activity details screen, where you can now provide all the required details to complete the mobility activity. See below for the next steps. After saving the draft mobility details, the mobility activity can also be completed at a later stage. If you do not want to complete the mobility activity at this time, click on the Back button at the bottom of the screen to return to the list of mobility activities.
The recently added mobility activity is displayed in the List of mobility activities,in status Draft, and the basic details are displayed in the list.
Complete the mobility activityOnce the first draft is saved, you can fill in the remaining details in order to complete the mobility activity. This is the second step in the process of adding a mobility activity to your project and is done by editing the draft record. It is possible to edit and save the details in several stages, and a completed mobility activity can be updated as many times as necessary, as long as the final report has not been submitted. Click "Edit" in the list of mobility activitiesIn 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.
Complete the "Activity" and/or "Mobility Activity" section, as applicable
Here is the Mobility Activity section in our KA122-ADU, call 2024 project. In our example, we selected a Short-term learning mobility of adult learners when creating the draft mobility activity. We now have to provide information such as the participants' key competences that were improved during the mobility activity, and the topics, using the available drop-down lists. We also have to select a Funding source. A variety of flags are also available in the section, allowing you to mark the mobility activity as a specific participant type (Participant or Accompanying person), the mobility activity as blended and/or as force majeure. The available flags depend on the action type of the project and any input already provided in the form.
Complete the "Participant" sectionIn this section, you will view the previously entered personal details of the participant, and you can provide further details, as applicable. The section also includes a variety of flags that can indicate the participant's role in the mobility activity, whether the participant requires a linguistic grant or whether it is a participant with fewer opportunities. The flags you check may affect the grants received for the participant, as well as the remaining details to fill in. Here is the Participant section in our KA122-ADU, call 2024 example.
Complete the "Inclusion Support" section, if requiredIn this section, you can request Inclusion support for a mobility activity flagged as participant with fewer opportunities.
You must fill in the Fewer Opportunities section of your project for each participant with fewer opportunities. Inclusion support for participants and organisations
"Inclusion support for organisation not requested" flag
The "Participant Report" sectionInitially, the Participant Report section is empty.
Complete the "Recognition Certificates" section, if applicableIn this section, you will specify any certificates or credits that are awarded/recognised by the involved organisations.
Complete the "From-To" sectionIn this section, you will specify the travel details, such as the Sending and Receiving organisations, the Distance band and the Main means of transport. You will also specify the Real distance in kilometres between the sending and the receiving cities. This will be used purely for statistical purposes, to determine the carbon footprint of the activity. The Sustainable means of transport flag is automatically checked, and the funded travel duration can be increased from 2 to a maximum 6 days, if the selected Main means of transport is considered sustainable.
Select the "Sending organisation" and the "Receiving organisation"Here is an example for the options to select the Sending organisation and the Receiving organisation in the From-To section of a KA122-ADU mobility activity.
Distance travelled and distance band Main means of transport and "Sustainable means of transport (green travel)" flag "Travel Grant" and "Exceptional Costs"In our example, the subsections Travel Grant and Exceptional Costs are available in the From-To section and must be filled.
You can also Request exceptional cost for expensive travel, using the available flag.
In our example, you can also request Exceptional cost for visa other entry requirements.
Complete the "Duration" sectionIn this section, you will check and update the Start and End dates of the mobility activity, and provide any additional information about the duration of the mobility activity. For example Interruption duration (in days), as applicable. For mobility activities flagged as a blended mobility activity, additional fields for the virtual components of the activity are available and must be completed.
Here is the Duration section in our KA122-ADU example.
"Individual support grant"In the Individual support subsection, the Individual support grant is available, displaying the calculated value for this cost item, based on the information provided in the form. The field is read-only, except in cases of Force majeure.
Review the "Budget" sectionThe mobility activity budget consists of various grants that are calculated automatically based on the details you have provided throughout the mobility activity form. In the Budget section, you will view the grant amounts, as well as the total mobility activity grant. For certain key actions:
For specifics explanations for each key action, please see the following pages:
Here is the Budget section in our KA122-ADU example:
Provide "Mobility activity comments" (optional)
Click on "Save"When all mandatory information is correctly provided in the form, the mobility activity status will be Complete, now shown as a green badge at the top right corner of the screen, and the Total mobility activity grant, also displayed in the top right corner, will be updated with the calculated value. Click on the Save button to save the mobility activity.
Mobility activity in status "Complete"
When all mandatory information for the mobility activity was provided in the form, its Complete status will be displayed in the list.
In addition, you have the option to copy an existing mobility activity using the Duplicate (4) functionality. See Duplicate a Mobility activity for details.
The completed mobility activity is reflected in the Reported budget of your project.
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