When implementing group mobility activities in your project, you can request different specific funding for different participants in the same group, for example different start dates or means of transport, participants with fewer opportunities, etc.

Each Group mobility activity between a sending organisation and a receiving organisation should be recorded only once in your project. For these reasons, to keep groups as homogeneous as possible in terms of funding, it is advisable to split a group into subgroups for each specific situation within that activity. If necessary, you can create a subgroup for a single person. 

Before the submission of the Final beneficiary report, group mobility activities in your project should be checked. All group mobility activities must be in status Complete before the report can be submitted. 

This page is relevant for:

• Erasmus+, call 2021 onward
  • KA121-​​​​​​​ADU -​​​​​​​ Mobility for staff of accredited organisations in adult education 
  • KA121-​​​​​​​SCH -​​​​​​​ Mobility for learners and staff of accredited organisations in school education
  • KA122-ADU -​​​​​​​ Mobility for staff in adult education
  • KA122-​​​​​​​SCH -​​​​​​​ Mobility for learners and staff in school education

Select the "Group mobility activities" tab from "Mobility activities"

Group mobility activities are accessible in a separate tab on the Mobility activities screen, accessible from the Content menu in your project.

From here, you can manage the group mobility activities of the project. You will see the List of group mobility activities, as you add them to the project. Initially, the list is empty.

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Click on "Create" to add a group mobility activity

Click on the Create button at the top of the group mobility activity list.

Group activity details screen opens

The Group activity details screen opens, allowing you to add the details of the group mobility activity and create subgroups of participants for each particular situation. Use the scrollbar in your browser to access all information on screen.

The group mobility activity status at this point is Draft (1), shown as an orange badge at the top right corner of the screen. 

The Group activity ID (2) field is filled in by default. The Group activity ID is created automatically when adding a group mobility activity in a project. It is a combination of the last digits of the project reference followed by MOBGRP and an incremental number, e.g. 19139-MOBGRP-07622. The Group activity ID can be changed, but it must be unique in the project.

Basic functionalities of the screen

Fill in the "Group Activities" section

Fill in the requested information. Please note:

1. Group activity ID - this code is assigned automatically, but it can be changed according to your preferences; however, it must be unique within the project.
2. Activity type - pre-selected, based on the key action of your project, and cannot be changed; in this case, the key action is KA121-ADU.
3. Description - text field to enter the presentation of the Group mobility activity.
4. Thematic areas (only for KA121-ADU and KA122-ADU projects) - drop-down list to choose up to five thematic areas for the Group mobility activity; where multiple options are possible, they will be displayed above the respective field, as you select them.
5. Level of education (only for calls 2023 and 2024) - drop-down list to choose the level of study/teaching of the field of education for the mobility activity (ISCED levels 1 to 9).
6. Language(s) - drop-down lists to select the main language and the other language(s) used during the Group mobility activity; where multiple options are possible, they will be displayed above the respective field, as you select them.
7. Key competences - drop-down list to select the key competences acquired by the participants during the Group mobility activity; where multiple options are possible, they will be displayed above the respective field, as you select them. You can add as many key competences as there are available in the list.
8. Topics - drop-down list to select the relevant topics corresponding to the content and participant profile, as well as the specific action type; where multiple options are possible, they will be displayed above the respective field, as you select them. You can add as many key competences as there are available in the list.
9. Force majeure flag - see below for details

Click on the relevant tab below to view examples of the Group activity section in different projects. 

"Force majeure" flag

The following fields and grants are affected at group level in case of force majeure: 

• Inclusion support for organisations in the Participants summary section: The field becomes editable, and you can provide a new amount. If any values were already present, they are preserved.
• Organisational support in the Participants summary section: The field becomes editable, it switches to zero, and you can provide a new amount.
• Total travel grant in the Travel details section (subgroup): The field becomes editable, it switches to zero, and you can provide a new amount.
• Total individual support grant in the Individual support section (subgroup): The field becomes editable, and you can provide a new amount. If any values were already present, they are preserved.
• The minimum and maximum Duration (Days) restrictions will no longer apply.
• The minimum and maximum Duration for individual support restrictions will no longer apply.

Fill in the "From / To" section

Sending and Receiving organisations

Select the Sending organisation and the Receiving organisation from the applicable drop-down lists. The Sending country and Sending city for each organisation are prefilled automatically with those registered in the Organisation Registration system (for organisations with an OID) or in the project (for organisations without an OID). These are the default locations, and can be changed manually in the project.

For call year 2024, the following rules will apply, for outgoing activities:

• Sending organisations:

  • For KA121, where Accreditation type = Accreditation for an individual organisation, and for KA122, for all the activity types (except "Invited Experts" or "Hosting teachers and educators in training"), the Sending organisation is read-only and equal to the Beneficiary organisation.

  • For KA121, for all the activity types (except "Invited Experts" or "Hosting teachers and educators in training") where Accreditation type = Accreditation for a mobility consortium coordinator, the Sending organisation selection will not display organisations with the role Other.

• Receiving organisations:
  • For KA121/122, for all the activity types (except "Invited Experts" or "Hosting teachers and educators in training") the Receiving organisation selection will display only organisations organisations with the role Other.
    

If the selected receiving organisation is flagged as Supporting organisation in the organisation details, a non-blocking warning message is displayed below the field, providing additional context. 

For all subgroups in a Group mobility activity, the sending country and the destination country will be the same.

"Supporting organisation" drop-down list (call 2024 only)

Multiple sending organisations (KA121, call 2024 only)

In KA121 projects, if the beneficiary organisation has the Accreditation for a mobility consortium coordinator, you can add multiple sending organisations to a group mobility activity, allowing you to configure group mobilities that involve multiple cities of departure.

Click on the Add Sending Organisation button, to add up to 10 organisations from the ones participating in the project. 

After pressing the button, a new line is displayed, allowing you to add information regarding the new sending organisation. Select one option from the drop-down list. The list will display the organisations available in your project. The Sending country and Sending city for the chosen organisation are prefilled automatically with those registered in the Participating Organisations screen, yet the Sending city field is editable.

After adding the 10th organisation, the Add Sending Organisation button will become unavailable. If needed, you can also delete any additional sending organisation, by clicking on the recycle bin button.

"Activity at a seat of an institution of the European Union" flag (call 2023, 2024 only)

Fill in the "Duration" section

1. Fill in the Start date and End date of the Group mobility activity. These dates must be within the project dates, indicated by the Project Duration bar at the top of the field.
2. The Group mobility activity Duration (days) is calculated automatically and it does not include the travel days (the duration must not exceed 30 days).
3. If the activity is a Blended mobility activity, check the applicable flag.
4. The Number of days in virtual mobility activity is displayed if the Blended mobility activity flag is ticked. Specify the applicable number of days allocated for the virtual activity. There are no duration constraints for the virtual component of the activity, and it is not taken into account in the Duration (days) or in any other budget calculations based on the physical duration of the activity.

"Blended mobility activity" flag

"Participants" section

In the Participants section, you will be able to create the subgroups of participants taking part in the Group mobility activity, with details for each subgroup. The list of Subgroups for budget calculation is displayed and is initially empty. 

See the chapter Add a subgroup in the "Participants" section below for details. 

Fill in the "Participants Summary" section

Certain fields in this section are read-only and they will be filled in based on the details provided for each subgroup in the Participants section of the screen, for example the Number of Participants and Number of participants with fewer opportunities.

Provide the required information in the following fields:

1. Average age - provide the calculated average age of the participants in the Group mobility activity.

2. Lead accompanying person details - provide the email, the last name and the first name of the lead person.

   Note
   The Lead accompanying person will be required to fill in the participant report for the entire group, even in case of Force majeure. Make sure the email address provided is correct, as this address will be used to send the invitation to the participant report.

3. Number of participants for organisational support - this field will be pre-filled if one or more subgroups have already been added to the Group mobility activity, but you can enter a lower value; the number of organisational support participants cannot exceed the total number of the participants in the subgroups. This field is not mandatory. 

The available fields for Inclusion support, such as Inclusion support for organisations, are read-only and show initially 0 values. They are updated and calculated automatically, based on the subgroup information for Participants with fewer opportunities you provide. The amount for Inclusion support for organisations cannot be changed manually, except in cases of force majeure. 

At the bottom of the section you can also view the Organisational Support grant. This grant will be calculated automatically, based on the subgroup information you provide. This amount cannot be changed manually, except in cases of force majeure.

"Incoming international participant (under special conditions)" flag

"Inclusion support for organisation not requested for all participants with fewer opportunities" flag

If applicable, you can use the Inclusion support for organisation not requested for all participants with fewer opportunities flag to request organisational inclusion support only for some of the participants with fewer opportunities in the Group mobility activity.

When the flag is ticked, the field Number of participants for inclusion support for organisation becomes available and it must be filled in. The calculated Inclusion support for organisations is updated based on your input. 

"Participant Report" section

In this section you will be able to monitor the status of the participant report and, if needed, resend the invitation to the Lead accompanying person to fill in the report. Initially, the section is empty.

For more details about the participant report and this section in the group activity details, see the page Manage Participant Reports in projects.

Review the "Budget" section

The Total group grant is displayed at the bottom of the activity screen, in the Budget section. It is calculated automatically, as the sum of all relevant grants calculated in the subsections above. This amount cannot be changed manually. To view the real grant value, you must fill in the subgroup information first. 

In the example below, after providing the required information for the Group mobility activity, it is 0 EUR, as participants have not yet been added for the Group mobility activity. 

Add "Comments" if applicable

Add any additional explanations you consider relevant concerning the group in the Comments field.

Click "Save"

Once all details are filled in, click on the Save button at the bottom of the screen, to save and create the Group mobility activity record.

The Group mobility activity in status "Draft" is added to the project

A success message is displayed and the activity is displayed in the Group mobility activities list.

As no participants have yet been added to the group, the Group mobility activity is in status Draft. You must add at least one group of participants to a Group mobility activity, for the status to change to Complete. Please also note that only group activities in status Complete are considered in your project's reported budget. 

You can further edit the Group mobility activity to add subgroups of participants.

Add a subgroup in the Group activity details "Participants" section 

Open the Group mobility activity in edit mode

From the list of Group mobility activities, click on the Edit icon to open the Group mobility activity in edit mode. 

Click on the "Create" button available in the "Participants" section

In the Group activities details screen, scroll down to the Participants section and click on the Create button. 

The subgroup details screen opens

The subgroup details screen opens in edit mode.

View the "Group details"

At the top of the screen you can view the key group details: 

• Group activity ID - cannot be changed at subgroup level.
• Destination - the city and country where the activity takes place; these cannot be changed at subgroup level.
• Duration - the start and end dates of the activity, excluding the travel days; cannot be changed at subgroup level.
• Force majeure - indicates whether the group has been flagged as a case of force majeure; this can be changed at subgroup level.

Fill in the "Participant details"

1. Each subgroup is automatically assigned an ID. You can change it according to your preferences, but it must be unique within the project.
2. Specify the number of female, male, or participants of other genders. The total Number of participants is calculated automatically and displayed.
3. If the subgroup includes Participant with fewer opportunities, type the Number of participants with fewer opportunities in the dedicated field, if the field is editable, and check the Request Inclusion support for participants flag, if such support is required. See below for the specifics applicable for the field (ADU, SCH) and call year of your project.
   • The Inclusion support for organisations field and the Inclusion support for organisations not requested flag may also become available. 
   • You may also consider creating one or more subgroups that include only participants with fewer opportunities, in accordance with their specificity.
   • Participants and the beneficiary organisation are entitled to inclusion support. When the Request inclusion support for participants flag is checked, you can fill in the desired amount in the Inclusion support for participants field.
4. See below for the specifics applicable for the field (ADU, SCH) and call year of your project.
5. Specify the Number of accompanying persons of each type, in the dedicated fields. The total number of these persons will be displayed in the Number of participants for organisational support field from the Group activities main screen.
6. The Force majeure flag can be ticked/unticked as relevant for the subgroup. If the flag is ticked, you must provide a justification. 

"Request Inclusion support for participants" flag and "Number of participants with fewer opportunities"

Use the Request Inclusion support for participants flag (1) to request this type of support for the participants in the subgroup. The field Inclusion support for participants (4) will display on screen. 

When the Number of participants with fewer opportunities (2) is higher than 0, the Inclusion support for organisations (3) field is displayed, prefilled with a calculated amount, based on the unit costs (read-only). Provide the desired support amount in the Inclusion support for participants (4) field. 

Click on the relevant tab below to view examples.

"Inclusion support for organisations not requested" flag

Check the Inclusion support for organisations not requested flag if this type of support grant is not required for all the participants with fewer opportunities in the subgroup. Once checked, the value in the field Inclusion support for organisations is set to 0 EUR.

Force majeure

Fill in the "Travel details"

Select the Distance band (1), provide the Real distance in kilometres (2) between the sending and the receiving cities and select the applicable Main means of transport (3) from the respective drop-down list. 

Enter the number of Travel Days (4). You can add up to 2 days for non-sustainable travel and up to 6 days for sustainable (green) travel. 

The Total travel grant (5) is calculated automatically based on the number of participants (including the accompanying persons) and the unit cost (5). This amount cannot be changed manually, except in cases of force majeure.

Main means of transport and "Sustainable

means of transport (green travel)" flag

"Travel grant not requested" flag 

The Travel grant not requested flag indicates that, for a Group mobility activity, this type of support grant is not required. Once the flag is ticked, the Travel unit cost and Total travel grant will be set to 0.

Fill in the "Exceptional costs for expensive travel" section, if applicable

Fill in the "Exceptional costs" section, if applicable

Fill in the "Exceptional costs for visa and other entry requirements" section, if applicable

Fill in the "Individual Support" section

Provide the number of days for which you require the individual support grant for the subgroup, in the Duration for individual support field.

Make sure that the number of funded days is in line with the participant grant agreement rules.

The Individual support for participants and the Individual support for accompanying persons are calculated automatically, based on the respective unit costs, and cannot be modified manually. The Total individual support grant is also calculated and displayed. This amount cannot be changed manually, except in cases of force majeure.

"Individual support - grant not requested" flag

If you do not require any individual support for the subgroup, tick the Individual support - grant not requested flag. The related budgetary values will be set to 0 EUR.

"Request fewer days for individual support" flag (Call 2023, 2024)

Review the "Budget" section

The Total grant for the subgroup is calculated automatically, based on the information you have provided, and is displayed at the bottom of the screen.

Add Comments, if applicable

Add any additional explanations you consider relevant concerning the subgroup in the Comments field.

Click "Save"

Once all the mandatory details are filled in, click on the Save button at the bottom of the screen to save and create the subgroup.

The subgroup is added to the Group mobility activity 

A success message appears, and the subgroup is now displayed in the list of Subgroups for budget calculation under the Participants section. 

Add as many subgroups to the Group mobility activity as required. 

Make further adjustments in the Group mobility activity details, as required

Review all the details in the Group mobility activity screen and make any other required changes, as applicable.

In our example, we will update the field Number of participants for organisational support in the Participants Summary section, as we would like to add Organisational Support for (some/all of) the participants in our Group mobility activity.

"Total group grant" updated

The Total group grant in the Budget section of the group mobility activity is updated, based on the information provided for the subgroups and details filled for the group mobility activity. 

Save the Group mobility activity 

As soon as one subgroup is added to the Group mobility activity and all mandatory fields for the Group mobility activity are filled in, the status badge in the Group activity details screen changes to Complete. Click on the Save button to save the Group mobility activity. 

Group mobility activity is in status "Complete"

A success message displays and you are redirected to the List of group mobility activities. It is now in status Complete.

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