Access "Mobility Activities"

Individual mobility activities are accessible in a separate tab when accessing Mobility activities via the Content menu in your project. It is from here that you can manage the individual mobility activities of the project. 

The tab Group activities, available for ADU and SCH projects, will allow you to manage these type of activities. See Group activities in KA121 and KA122 projects for details.

The tab Targets, available for VET, ADU and SCH projects, will allow you to manage these type of activities. See Targets in projects (KA121) for details.

EPALE in KA121-ADU and KA122-ADU

Activity types

In the Mobility activity screen, the activity types available for selection from the Activity type drop-down list differ slightly depending on the activity field and call year applicable to your project. Group activity types are not listed here, as they must be managed in the Group activities section of the project.

The fields to fill in throughout the mobility activity screen vary based on the selected activity type. 

"Mobility Activity" section

Mobility activity ID

"Participant" flag 

This flag is checked by default, when creating a mobility activity. A mobility activity flagged as Participant cannot be an Accompanying Person.

"Accompanying Person" flag

Take note of the following:

• If you check this flag, you must also select the Type of accompanying person from the relevant drop-down list.
  
• Accompanying persons must not fill in the participant report for individual mobility activities, and the Participant report section is not displayed.
• Linguistic Support is not available for accompanying persons. 
• In VET and ADU mobility projects, the minimum allowed duration for accompanying persons in individual mobility activities is one day.

"Blended mobility activity" flag

In KA121 and KA122 projects, you must provide details about the virtual component in the Duration section of the mobility activity screen.

"Force majeure" flag

If the Force majeure flag is set, the following duration and grant fields are affected: 

• Duration Calculated (days): The business rule checking the minimum and maximum duration will no longer apply in case of Force Majeure. Course fees grant (if applicable): The field becomes editable. If any values were already present they are preserved.
• Linguistic Support grant: The grant remains available even if the duration of the mobility activity is shortened to less than the minimum required duration, but the grant amount cannot be changed in cases of Force Majeure.
• Travel grant: The field becomes editable. If any values were already present they are preserved.
• Individual Support grant: 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 mobility activities 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). 
• Course fees grant: The field becomes editable. If any values were already present they are preserved.

"Participant" section

The flags available for participants vary according to the selected activity type. They may affect other fields in the participant and budget sections, as well as require additional data to be provided. Certain flags are mutually exclusive.

"Online language support (OLS)" flag

See the page Provide access to OLS for details. 

"Linguistic support" flag and Linguistic support grant

Where available, a Linguistic Support grant can be requested by checking the Linguistic Support flag in the Participant section of the mobility activity screen. The Linguistic support grant is calculated automatically and cannot be changed manually. 

If you request a Linguistic support grant you must provide an explanation in theJustification for Linguistic support grant requestfield.

Linguistic support is not available if/for: 

• OLS flag is selected,
• accompanying persons,
• participants involved in activities of type Invited experts and Hosting teachers and educators in training,
• participants involved in activities of type Courses and Training, Job shadowing, Teaching or training assignments with a duration of up to 30 days.

A tooltip is available for the Linguistic support flag, informing you of the specific rules for this cost item.

For participants in activities of type Long-term mobility of VET learners (ErasmusPro), Long-term learning mobility of pupils and participants flagged as Incoming international participant (under special conditions), an Additional Linguistic support grant for long-term activities is provided (calculated automatically). 

If you do not require the additional grant, check the flag for Additional Linguistic support - Grant not requested.

"Incoming international participant (under special conditions)" flag

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"Inclusion support" section

Inclusion support for Participants with fewer opportunities

Inclusion support for organisations covers costs related to the organisation of mobility activities for participants with fewer opportunities. It consists of a flat rate of 100 euros per participant, regardless of the duration of the mobility activity. This amount cannot be manually changed, except in cases of force majeure.

Take note of the following: 

• Invited experts cannot be flagged as participants with fewer opportunities.
• For each participant with fewer opportunities, the beneficiary organisation receives an Inclusion support grant. In addition you must fill in the Inclusion Support for participants in the mobility activity screen.
• For each participant with fewer opportunities, you must fill in the Fewer Opportunities section of your project.

"Request inclusion support for accompanying persons" flag

For mobility activities flagged as Accompanying person, it is also possible to request inclusion support. Tick the Request inclusion support for accompanying persons flag in the inclusion support section and provide the requested amount in the Inclusion support for participants field.

"Participant survey" section

Initially this section is empty.

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"Recognition Certificates" section

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"From-To" section

Sending and Receiving organisation

Select the Sending and Receiving organisation. 

Organisation role in mobility activity 

"Outer-most region (OCT)" flag

Accommodation type

For certain activities in school mobility projects, in addition to the details of the sending and receiving organisations, you must also specify the Accommodation type, by selecting it from the drop-down list.

In addition, for certain activities in VET mobility projects, also specify the Host environment.

Distance band and Main Means of Transport

"Sustainable means of transport" flag

"Request second travel grant for obligatory pre-departure training" flag (SCH projects only)

"International mobility activity" flag (KA121-VET projects only)

International mobility activities can only be implemented in KA121-VET projects, meaning the Receiving Country of the mobility activity screen can be a third country not associated to the Programme.

After selecting a Receiving organisation (1) located in a third country, the Receiving country (2) field will remain empty and the International mobility activity flag (3) is displayed. 

Tick the International mobility activity (1) flag to populate the Receiving country (2) field. 

The reported budget for international activities is displayed in a dedicated tab in the Budget summary section of the project and indicates the share of the international mobility budget to the project grant.

Grant beneficiaries may use up to 20% of the last awarded grant (from which the Inclusion support for participants and the Exceptional costs for expensive travel for international mobility activities have been deducted first) for outgoing mobility activities to the not associated countries listed in the Programme Guide for VET projects.

Travel Grant

In the Travel Grant section, the Travel days must be provided. As a general rule, you can indicate up to 2 travel days if using a non-sustainable means of transport, and up to 6 travel days if using a sustainable means of transport.

The Travel Grant is calculated automatically based on the selected activity type, distance band and means of transport. This amount cannot be manually changed, except in cases of force majeure.

The Travel grant is not available for activities of type Hosting teachers and educators in training.

"Travel support not required" flag

"Request exceptional cost for expensive travel" flag

Exceptional Costs

"Request exceptional costs" flag

"Request Exceptional cost for visa and other entry requirements" flag

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"Duration" section

1. The Duration (days) is calculated automatically based on the physical mobility activity start date and end date, and cannot be manually changed.
2. If the mobility activity was interrupted, check the Mobility activity included an interruption flag, then type the number of interruption days in the Interruption Duration (days) field.
3. The Duration of Mobility Activity Period (days) is calculated automatically based on the Duration Calculated (days) and the Interruption Duration (days). This field cannot be manually changed.
4. Travel days are taken from the information provided under Travel Grant and are taken into account in the Individual Support grant calculation. 
5. The Duration for Individual support (days) is calculated automatically based on the Duration of Mobility Activity Period (days) and the Travel days, but it can be changed as applicable.
6. For a blended mobility activity (the Blended mobility activity flag is checked in the Activity section of the screen), also fill in the Number of days in virtual mobility activity.
   • The virtual component duration is not taken into account in the Duration for Individual support (days).

"Request fewer days for individual support" flag

Course fees

This grant is only applicable to activities of type Courses and training.

If a grant is required, fill in the Course fees - number of days with the applicable number of days for this participant. The Course fees grant will be updated automatically based on the unit cost per day and the specified number of days. Additionally, fill in the Course title field.

If no such support is required for the mobility activity, check the Course fees - grant not requested flag. The Course fees grant fields will be set to 0 EUR. 

Individual Support

Where available, the Individual Support grant is calculated automatically based on the Duration for Individual support (days), which is explained in the Travel specifics section above. This amount cannot be manually changed, except in cases of force majeure.

Individual Support is not available for activities of type Hosting teachers and educators in training.

"Individual support - grant not requested" flag

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"Budget" section

Organisational Support

The Organisational Support grant is available for all participants except those flagged as Accompanying person. Information is displayed, informing you of the fact that the participant is entitled to this type of grant. The message displayed varies, depending on the activity type. 

If this type of support is not required, check the Organisation support grant not requested flag. The Organisational support will then be 0 EUR. 

Total Calculations

The Total mobility activity grant is calculated based on the information provided throughout the mobility activity screen. 

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