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.

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. 

Activity flags

Activity flags are displayed in accordance with the selected activity type. The flags may also influence grant calculations or the type of details you are required to fill in.

Blended mobility activity

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.

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

Force majeure

See the Force majeure section below.

Participant flags

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.

Participant

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

Accompanying person

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. 

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 adult mobility projects, the minimum allowed duration for accompanying persons in individual mobility activities is one day.

Participant with fewer opportunities

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. 

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.

Inclusion support

Inclusion support is only available if you involve participants with fewer opportunities in your project, therefore the flag Participant with Fewer Opportunities must be checked for this section to be displayed.

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.

Inclusion support for participants covers additional costs directly linked to participants with fewer opportunities and their accompanying persons, including group leaders and facilitators. Inclusion support can cover justified costs related to travel and subsistence if a grant for these participants is not requested through the budget categories Travel and Individual support.

To request this grant, insert the eligible costs in the Inclusion Support for Participant field, displayed in the Participant section of the screen after the flag Participant with Fewer Opportunities was selected.

"Online language support (OLS)" flag

OLS is only available for participants involved in Long-term learning mobility of VET learners (ErasmusPro) and Short-term learning mobility of VET learners.

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}

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. 

For activities where OLS is an option, if you request a Linguistic support grant without requesting OLS (OLS flag is not checked), provide an explanation in the Justification for Linguistic support grant request field.

Linguistic support is not available for: 

• 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.

For participants in activities of type Long-term mobility of VET learners (ErasmusPro) and Long-term learning mobility of pupils, 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

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.

"Participant survey" section

If a participant report is not applicable for the selected activity type or the participant in question, the section is not displayed. Initially, upon creation of a mobility activity, no information is available in this section. 

For detailed information, see the page Manage participant reports in projects.

"Recognition Certificates" section

In the Recognition Certificates section you can specify up to three from the listed certificates to be offered to the participant. Depending on the selected option, you may have to provide additional explanations. Certificates cannot be offered to participants flagged as the Accompanying Person.

To add a certificate, click on Create new, then select the Certifying organisation and the Certification type from the available drop-down lists, and click Save.

Once the certificate is added, the Edit and Delete icons are available.

"From-To" section

Sending and Receiving organisation

Select the Sending and Receiving organisation. 

You have the Select (1) button available to choose the respective organisation from. Clicking on it opens the organisation selection pop-up window, in our example for Sending Organisation, displaying the organisations available in your project. If an organisation you want to select is not available, check the Participating organisations section in your project and add it, if possible.

Click on the organisation you want to choose (2), it will be highlighted in blue, and click on the Select (3) button. 

The organisation information in the From-To section is updated as per selected organisation (4). 

Participating organisations

The organisations specified in the Grant Agreement and/or manually added in the project are available in the Organisations section in your project. In the Role in mobility activity section of the organisation details screen you can view and/or choose the mobility activity roles applicable to each organisation involved in the project: Sending organisation, Host organisation, Supporting organisation. 

For the organisations specified in the grant agreement, all the roles are already assigned to all organisations. For the Beneficiary organisation, these roles cannot be changed. For other organisations, you will be able to change the roles as applicable, by de-selecting the relevant tick box(es) for each organisation, in the organisation details screen.

It is possible to add further organisations to the project either with or without an Organisation ID. For such organisations, the mobility activity roles can be changed as applicable. 

In the mobility activity screen, when adding the sending and receiving organisation, respectively, only the organisations having the relevant mobility activity roles are available in each of the drop-down lists.

If you select an organisation as sending or receiving organisation that does not have the required role defined in their organisation details, a warning message will display below the Sending or Receiving organisation field in the mobility activity screen after it was selected. 

"Outer-most region (OCT)" flag

In Beneficiary projects, when adding mobility activities, if a Sending country has an outer-most region (Denmark, France, Spain, Portugal and the Netherlands), the Outer-most region flag can be checked to indicate if the mobility activity participant is coming from an outer-most region (OCT). 

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 Hosting environment.

Distance band and Main Means of Transport

In, for example, activities or mobility activities, the Distance Band indicates the distance between the place of origin and the venue of the activity the participant(s) has to travel. Main Means of Transport refers to the primary mode of transportation used by participants to travel to and from their host country. The Real distance in kilometres is the real distance between the place of origin and the venue of the activity. 

When completing, for example, a mobility activity, the Distance band (1) and Main means of Transport (2) must be selected from the available drop-down lists. In the field Real distance in kilometers (3) the real distance must be filled and the value provided must be within the range selected for the Distance band. 

The available distance bands to select depend on the key action of the project. 

A link to the official Erasmus+ Distance Calculator to calculate the distance is also available. 

"Sustainable means of transport" flag

Sustainable means of transport (green travel) is defined as the travel that uses low-emissions means of transport for the main part of the travel, such as bus, train or car-pooling.
_{Source: Erasmus+ Programme Guide, Glossary}

Selecting a means of transport considered sustainable when updating mobility activities, events, participations or similar in your project, results in the Sustainable Means of Transport flag being automatically checked and the funded travel duration can be increased from maximum 2 to maximum 6 days.

"International mobility activity" flag - VET projects only

The flag is checked automatically if the mobility activity takes part between a Programme Country and a third country not associated to the Programme (formerly known as Partner Country). See further details in the International mobility activities section below.

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

If no travel support is required, check the Travel support not required flag. The Travel grant will be set to 0 EUR. 

"Request exceptional cost for expensive travel" flag

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.

Exceptional Costs

"Request exceptional costs" flag

This cost item may be available in both individual mobility activities (From/To section) and group activities (Participants section), depending on the action type and/or call year of the project. For details on the covered exceptional costs, please consult the Erasmus+ Programme Guide.

To request a grant to cover Exceptional costs:

1. Tick the Request exceptional costs flag.
2. Type the Real cost in the relevant field. The Exceptional costs - grant is calculated automatically. The Support rate, for example 80% or 100% of the real costs provided, is displayed under the field Real cost for your reference and depends on the action type and/or call year of the project.
3. Fill in the additional field Exceptional costs description and justification, which becomes available as soon as the real cost provided is higher than 0 EUR.

Here is an example of the exceptional costs request in a KA121, call 2021, project with a support rate of 80%.

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

This cost item is applicable to Erasmus+ KA121/KA122 (call 2022 onward) and KA182 (call 2023 onward) projects, in both individual mobility activities (From/To section) and/or group activities (Participants section), as applicable.

To request a grant to cover Exceptional cost for visa and other entry requirements, tick the relevant box (1). Then type the Real cost (2) in the relevant field. The Exceptional cost for visa and other entry requirements - grant is calculated automatically as 100% of the real cost.

You must also fill in the additional field Exceptional cost for visa and other entry requirements - description and justification (3), which becomes available as soon as the real cost provided is higher than 0.

"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).

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.

If this grant is not required, select the Individual support - grant not requested flag. The Individual Support grant will be set to 0 EUR. 

"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. 

Force majeure

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.

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). 

International mobility activities

International mobility activities can only be implemented in VET projects. For projects carried out under call years 2021 and 2022, the International mobility activity flag is checked automatically if the Receiving Country you specify in the From-To section of the mobility activity screen is a third country not associated to the Programme.

The budget used (reported) 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.