This page is relevant for:

• Erasmus+ Call 2021 onward
  • KA151-YOU - Mobility of young people for accredited organisations
  • KA152-​​​​​​​YOU -​​​​​​​ Mobility of young people
  • KA153-​​​​​​​YOU -​​​​​​​ Mobility of youth workers
  • KA154-​​​​​​​YOU -​​​​​​​ Youth participation activities

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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Mobility activity sections

Depending 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" section

Click 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. 

Fill in the Activity section

"Mobility Activity" section

In 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.

The Mobility Activity section in KA152, call 2022

Unique Erasmus+ Mobility ID

"Accompanying Person" flag

"Blended mobility activity" flag

"Force majeure" flag

Force majeure flag

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 grant: The field becomes editable. If any values are already present, they are preserved.
• Individual support: The field(s) becomes editable. If any values are already present, they are preserved.
• Organisational support: The field becomes editable. If any values are already present, they are preserved.
• Inclusion support for organisation: The field becomes editable. If any values are already present, they are preserved.
• Preparatory visit support (if available): The field becomes editable. If any values are 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 (for example cancelled mobility activities, for which the start and end date are the same).

"Participant" section

In 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 section in a KA152 call 2022 project

Participant flags

The 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 section

"Inclusion support for organisation not requested" flag

The 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" section

The 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 activity

Fill in the following details: 

• Select the Sending (1) and Receiving organisation (2) from the respective drop-down lists. The Sending country, City of sending organisation, Receiving country, City of receiving organisation and Venue of Activity (7) are automatically filled in based on your selection, but they can be changed. 
  • Sending country - The country which the participant in the mobility activity leaves from. 
  • City of sending organisation - The city which the participant in the mobility activity leaves from.
  • Receiving country - The country of the organisation receiving the participant.
  • City of receiving organisation - The city where the receiving organisation is officially located and where the mobility activity takes place. 
  • In call 2025 onwards, Sending city of the participant (6) is the city from which the participant in the mobility activity leaves. It can be edited and it is mandatory.
  • In call 2025 onwards, the field Venue of Activity (7) is prefilled with the value from City of receiving organisation, but it can be changed to a different city. It is mandatory. 

You also must select the Main means of transport and indicate the distance and, if applicable the Distance band (3), using the available drop-down list. Based on the Distance band, the budget values in the Budget section will be automatically updated with the correct travel grant for the activity type and distance band.

Type the Real Distance in kilometres/Air distance (according to distance calculator) (3) between the sending and the receiving cities. The Real Distance in kilometres/Air distance (according to distance calculator) 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. 

Form-To section in a non itinerant activity in a KA152 call 2025 project

If the City of sending organisation and Sending city of the participant are different, or values from City of receiving organisation and Venue of activity are different, the field Comments on different location than sending /receiving organisations or if the sending city of the participant and venue of activity are the same, but the travel distance according to the distance calculator exceeds 10 km becomesmandatory.

Option to provide Comments on different location than sending and receiving organisations

Itinerant activity

If 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.

1. For the first itinerary, select the Sending Organisation and the first Receiving Organisation from the available drop-down lists. 
2. Click on the Add itinerary button to add subsequent itineraries, as needed.
3. For each of the subsequent itineraries, select the following Receiving Organisation, one per itinerary. The Receiving country and City of receiving organisation are automatically filled in. The Sending Organisation stays the same for each of the subsequent itineraries added.
4. You must provide the Funded duration including travel days (in days)for each itinerary added. 
   • The field Individual support is calculated and updated automatically, as per the duration provided for each itinerary. It is read-only, except in case of Force majeure.

5. The field Total Duration (in days) is automatically updated, based on the information provided for each itinerary. 

Form - To section in an itinerant activity from a call 2022 project

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. 

Click on the blue delete (bin) button to remove an itinerary

You also must select the Main means of transport and indicate the distance and, if applicable the Distance band (3), using 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/Air distance (according to distance calculator), 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 the 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.

Based on the Distance band, the budget values in the Budget section will be automatically updated with the correct travel grant for the activity type and distance band.

Provide the distance band and related information

"Activity taking place at seat of EU institution" flag (KA154)

Mobility activity linked to a Preparatory visit

In 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. 

From - To section in mobility activity linked to a Preparatory Visit

"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 grant

"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.

Request Exceptional costs for expensive travel

"Exceptional costs for visa and other entry requirements"

"Duration" section

In 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.

Duration section

Prefill Start date and End date from the linked activity or event flag (Call 2023, 2024)

"Budget" section

The 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. 

Budget section in a KA152 call 2022 project

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"Mobility activity comments" section (optional)

You can add Overall Comments for the mobility activity, if required.

Provide comments, if required, and click on the Save button

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