1. Access "Mobility Activities" in the Content menu

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. 

Once items are added to the list, the following icons become available under the Actions column:

1. Delete - click on this icon in line with the item you wish to delete, and follow the onscreen instructions.
2. View - click on this icon to open the details of the selected item in read-only mode. All fields are greyed out and you will not be able to change any details.
3. Edit - open the details of the selected item in edit mode. Make the desired changes, then click on the Save button at the bottom of the screen to save the updated information. 

2. "Create" the Draft mobility activity

2.1. Click on "Create" and fill in the details

Click on the Create button in the mobility list screen.

2.2. Fill in the mandatory fields to create the draft mobility 

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:

1. The mobility activity status at his point is DRAFT and is shown in orange at the top right corner of the screen. 
2. Mobility activity ID - The Mobility activity ID is created automatically when adding a mobility activity in a project. It is a combination of the last digits of the project reference followed by MOB and an incremental number, e.g. 005041-MOB-00001. The Mobility activity ID can be changed, but it must be unique in the project.
3. The Activity Type drop-down values differ according to the action type of your project. See Activity Types in projects for additional information.
   Note: Once you start filling in the mobility activity details, it is still possible to change the activity type but you may lose certain activity-specific information.
4. Please ensure you provide the correct participant email address, as the notifications to fill in the participant report will be sent to this address.
5. The mobility activity Start date and End date must be within the project dates and the mobility activity duration must comply with the rules for the associated activity type. Once you fill in the dates, the mobility activity duration is highlighted by an orange timeline within the project duration, which is indicated by a blue timeline.
6. Update the Receiving country, if required, and provide the Main instruction language, using the available drop-down list.

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.

2.3. Click "Save"

Click the Save button at the bottom of the Create draft mobility activity screen to save the basic details.

2.4. Draft mobility activity added to List of mobility activities

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.

The mobility activity just added is displayed in the list of List of mobility activities, in status Draft.

2.5. "Provide access to OLS button" in Mobility activities list (Call 2022) 

In KA151, KA152, KA153, and KA154 projects, in the list of individual mobility activities, the button Provide access to OLS is available. The button displays if the logged in user is a contact of the beneficiary or participating organisation with edit access in the project, and is flagged as OLS Administrator within the project. It allows you to provide access to OLS in the EU Academy for multiple mobility activities at once. 

See the page Provide access to OLS for details.

3. Complete ("Edit") the mobility activity

3.1. Click "Edit" in the mobility activities list

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.

3.2. Mobility activity screen - general functionality

3.2.1. Sections

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.

3.2.2. The mobility activity card (Call 2021, 2022)

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.

3.2.3. The "Save" and "Back" buttons

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. 

4. Fill in the "Activity" section

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. 

4.1. "Blended mobility activity" flag

Blended mobility activity refers to an activity combining a physical mobility activity with a virtual mobility component. 

In Beneficiary projects, the Blended mobility activity flag can be checked to indicate that the mobility activity is carried out in a blended format (physical activity abroad combined with a virtual component). If this flag is checked, you may also have provide details about the virtual components in other sections of the mobility activity screen, depending on the action type of the project.

5. The "Mobility Activity" section

In the Mobility Activity section you can change the Mobility activity ID and/or flag the mobility activity as Force majeure. 

The Mobility activity ID is created automatically when adding a mobility activity in a project. It is a combination of the last digits of the project reference followed by MOB and an incremental number, e.g. 005041-MOB-00001. The Mobility activity ID can be changed, but it must be unique in the project.

5.1. "Force majeure" flag

Force majeure is:

An unforeseeable exceptional situation or event beyond the participant's control and not attributable to error or negligence on their part.

_{Source: Erasmus+/European Solidarity Corps programme guides 2024, Glossary}

Force majeure situations can arise anywhere and at any time, and include factors such as sudden disease, accidents, death, earthquakes and other causes.

In a project, check the Force majeure flag to indicate that a project activity (i.e. mobility activity, group activity, participations, events, transnational project meetings, etc.) is considered as a case of force majeure.

When you check this flag (tick box), certain fields and grants for the activity may be affected and must be checked and/or updated.

In addition, you must fill in the additional Force majeure explanations field, describing the facts that prove the activity should be accepted as a case of force majeure.

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: The field becomes editable. If any values were already present they are preserved.
• Individual Support: The field(s) becomes editable. If any values were already present they are preserved.
• Organisational Support: 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 mobilities 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). 

6. Fill in the "Participant" section

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 Participant ID field is available in mobility activities in Beneficiary module, allowing you to provide a unique alphanumeric participant identification. The Participant ID field is not mandatory. 

If a Participant ID is provided, it must be unique for the participant in the project. 

6.1. Participant Flags

The Participant section includes a variety of flags that can indicate the participant's role in the mobility activity, whether the participant requires a language grant or whether it is a participant with fewer opportunities.

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. 

6.1.1. "Online language support (OLS)" flag

In beneficiary projects, when providing information for participants in, for example, individual mobility activities or participations, the OLS flag (checkbox) may be available. Checking this flag will indicate the person is entitled for the Online Language Support.

The Online Language Support (OLS) is designed to help Erasmus+ and European Solidarity Corps participants improve their knowledge of the language in which they will work, study or volunteer abroad so that they can make the most out of this experience.

As the lack of language skills remains one of the main barriers to the participation in European education, training and youth mobility opportunities, OLS makes language support accessible in a flexible and easy way. It also contributes to a specific objective of the Erasmus+ programme, which is to promote language learning and linguistic diversity.

_{Source: https://erasmus-plus.ec.europa.eu/resources-and-tools/online-language-support}

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.

6.1.2. "Accompanying person" flag

An Accompanying Person is

A person who accompanies participants (learners, staff, young people or youth workers) in a mobility activity in order to ensure their safety, provide support and assistance, as well as assist with the participant’s effective learning during the mobility experience. In individual activities, an accompanying person may accompany participants with fewer opportunities or minors and youngsters with little experience outside their own country. In case of group activities in the field of education and training, qualified education staff must accompany the group to facilitate the learning process.

_{Source: Erasmus+ Programme Guide Online, Glossary}

In Beneficiary projects, check the Accompanying Person flag to indicate that a participant in an activity (i.e. mobility activity, group activity, participations, events, etc.) is considered an accompanying person. 

6.1.3. "Participant with fewer opportunities" flag

A Participant with fewer opportunities is 

People with fewer opportunities means people who, for economic, social, cultural, geographical or health reasons, a migrant background, or for reasons such as disability and educational difficulties or for any other reasons, including those that can give rise to discrimination under article 21 of the Charter of Fundamental rights of the European Union, face obstacles that prevent them from having effective access to opportunities under the programme.

_{Source: Erasmus+ Programme Guide Online, Glossary}

In Beneficiary projects, check the Participant with fewer opportunities flag to indicate that a participant in an activity (i.e. mobility activity, group activity, participations, events, etc.) is considered a participant with fewer opportunities. 

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.

6.1.4. "Incoming international participant (under special conditions)" flag

In beneficiary projects, the Incoming international participant (under special conditions) flag available in, i.e. mobility activities, physical events, participations, etc. indicates that the mobility activity involves a participant that has left Ukraine due to the war and has carried out or is carrying out an activity, i.e. in an eligible participating country. This flag may change the standard conditions regarding the sending and receiving countries, as well as certain grant calculations, depending on the action type of your project.

6.2. Certifications

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:

1. Click on Create new.

2. Use the available drop-down lists to select the Certifying Organisation and the Certification Type.
   

3. Once you have selected the Certifying Organisation and Type, the Add button becomes available. Click the button.

4. The certification details are displayed in a new line, along with the Edit and Delete buttons.

7. "Participant survey" section

Participants in Erasmus+ and European Solidarity Corps projects may be asked to provide feedback on their experience by filling in a Participant report. 

Automatic e-mails are sent to participants with an invitation to fill in and submit this report in EU Survey, to share their feedback on the experience as a participant in a Mobility activity for Erasmus+ or European Solidarity Corps programmes.

The participant receives an e-mail with a dedicated link to the individual participant report which needs to be done online, in EU Survey, and is available in various languages. The link received by the participant will not expire. 

The participant can save the report and submit it. After submission, the participant may download a PDF version of their feedback, but they cannot edit the form again.

In Beneficiary module, when adding, updating or viewing, for example, mobility activities or participations, the Participant Report section may be available.

From here it is possible to monitor an individual participant report and check the relevant information from the moment the initial invitation to complete the report was sent to the participant. It is also possible to send reminders to participants to complete the report. 

See the page Manage participant reports in projects for detailed information. 

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.

8. Fill in the "From-To" section

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. 

8.1. Non-Itinerant 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. 

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. 

8.2. Itinerant activity

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.

1. For the first itinerary, select the Sending Organisation and the first Receiving Organisation, using the available drop-down list lists. 
2. Click on the Add itinerary button to add subsequent itineraries, as needed.
   
3. For each of the subsequent itineraries, you must select the following Receiving Organisation, one per itinerary. The receiving country and city are automatically filled in. The Sending Organisation stays the same for each of the subsequent itineraries added.
4. 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 KM by adding up the real distance for each itinerary. For each itinerary, the receiving city of the previous itinerary is considered 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.
5. To delete an Itinerary, click on the red X button. 

8.3. Call 2023 specifics

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. 

8.3.1. "Activity taking place at seat of EU institution" flag (Call 2023)

The Activity taking place at seat of EU institution flag is available in the From-To section of the mobility activity details screen for itinerant activities in KA154 projects for each itinerary added. 

This flag indicates that the mobility activity takes place at the seat of an Institution of the European Union, even if in the project there are no participating organisations from the country that hosts the institution. Seats of the Institutions of the European Union are Brussels (Belgium), Frankfurt (Germany), Luxembourg (Luxembourg), Strasbourg (France), and The Hague (The Netherlands). 

Selecting this flag will result in the Receiving organisation field being empty and not editable. The drop-down list available for selecting the Receiving country will only display the countries where seats of EU institutions are located. You must select one of the available options, as per your needs. 

9. Fill in the "Duration" section

1. Check and update the Start and End dates of the mobility activity.
2. 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.
3. 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.
4. 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. 
5. The Funded travel days you specify (max. 2 in the case of unsustainable travel means, max. 6 for sustainable travel means) are also added to the funded duration and are taken into account for the total duration of the mobility activity.
   Remember: Itinerant mobility activities benefit from a maximum of 6 funded travel days.
6. 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.
7. The Funded duration (days) is automatically calculated based on the information provided in the previous fields.
8. The field Number of days in virtual mobility is only displayed for mobility activities flagged as Blended mobility activity.

When the Duration section is complete, the budget section in the mobility activity is updated accordingly.

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

The Prefill Start date and End date from the linked activity or event flag is available in the Duration section of the mobility activity details screen, when creating or updating a mobility activity in a KA1 Youth project from call 2023 onward. 

When the flag is ticked, the Start date and End date fields become read-only, containing the dates as defined in the linked activity or event. 

10. Fill in/review the "Budget" section

10.1. Organisational Support

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.

10.2. Individual Support

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.

10.3. Travel grant 

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.

10.3.1. Travel Support - Grant not required

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.

10.3.2. Exceptional costs for expensive travel

If the standard Travel Grant does not cover at least 70% of the eligible travel cost of the participant, you are entitled to request a grant to cover Exceptional costs for expensive travel instead of the standard travel grant.

Tick the relevant box for Request Exceptional Costs for Expensive Travel. Then type the Real Travel Cost in the relevant field. The Exceptional Cost for Expensive Travel Grant is calculated automatically as 80% of the Real Travel Cost. If you request the Exceptional costs for expensive travel grant, you must also fill in the additional field Exceptional cost for expensive travel description and justification.

This budget item is not available for mobility activities in Preparatory Visits.

10.4. Inclusion Support

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.

1. The Inclusion Support for Organisation is a flat rate of 100 EUR per participant, regardless of the duration of the mobility activity. This amount cannot be manually changed, except in cases of force majeure. This budget item is not available for mobility activities in Preparatory Visits.
2. In the Inclusion Support for Participant field you can add the amount you wish to request. This budget item is not available for mobility activities in Preparatory Visits. 

10.5. Preparatory Visit Support

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. 

10.6. Exceptional Costs

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.

10.7. Mobility Activity Grant (calculated)

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.

10.8. Budget section (Call 2023)

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. 

Here the example of the Budget section in a KA153, call 2023 project, where the participant is a Participant with fewer opportunities.

11. Save the mobility activity

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

Click on the Save button to save the mobility activity. 

12. Mobility activity status "Complete"

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.

Once items are added to the list, the following icons become available under the Actions column:

1. Delete - click on this icon in line with the item you wish to delete, and follow the onscreen instructions.
2. View - click on this icon to open the details of the selected item in read-only mode. All fields are greyed out and you will not be able to change any details.
3. Edit - open the details of the selected item in edit mode. Make the desired changes, then click on the Save button at the bottom of the screen to save the updated information. 

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.