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The illustrations in the provided Wiki pages are for consultation purpose only and may not always reflect the latest implementation. 

This page explains how to add, modify and delete mobility activities in granted youth projects. 

In the Mobility activities section you can fill in the basic participant details, save the information as draft and continue to update the mobility activity later. Where applicable, you can also manage and monitor participant reports.

Draft mobility activities must be completed or removed before attempting to submit the beneficiary report, as they will not be considered in the budget summary. It is also possible to complete all mobility activities using the import and export of mobility activities function. 

The instructions below are based on an example project for KA153​​​​​​​-YOU -​​​​​​​ Mobility of youth workers, Call 2021 Round 1.

Important

For specific conditions regarding Ukraine, see the page Project handling specifics related to the Russian aggression on Ukraine.

 

Prerequisites

  • Only the contact persons of the beneficiary, co-beneficiary and partner organisations with edit rights on the project are able to perform these actions.
  • A grant agreement has been signed for the project, and it is visible in My projects.
  • To update the project it must have the status Project Ongoing.
  • You must have add activities in the Activities section in order to be able to associate the mobility activity to the relevant activity.

Steps

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.

 

2. Part 1 - 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.

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. The Mobility activity ID is created automatically. It is a combination of the last 6 digits of the project reference followed by MOB and then an incremental number, e.g. 005041-MOB-1. 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.
    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.

In order to complete the mobility activity registration you must fill in all the mandatory fields. However, it is possible to Save the details of a draft mobility activity and complete it at a later stage. It is advised to save your changes regularly. 

2.2. Click "Save"

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

Once saved, you will automatically return to the mobility activity list, where you can view and start editing each draft mobility activity to complete it, as described in the following section.

The mobility activity just added is displayed in the list of All draft mobilities.


3. Part 2 - Complete (Edit") the mobility activity

3.1. Click "Edit" in the "mobility activities" list

In the list of mobility activities click Edit 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.

3.2.2. The mobility activity card

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.

3.2.3. "Export mobility activity" button

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.

3.2.4. The "Save" button

The Save button is located in the bottom right corner of the screen. Click the button regularly to save the information as you fill in the form. 

3.3. 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 Itinerant checkbox will be filled in automatically, in accordance with the details you had provided for the selected activity.

In our example, we have selected a Professional development activity - Programme countries, which we had previously defined in the Activities part of the project as itinerant.

3.4. Fill in the "Participant" section

The information required in the Participant section varies per action and activity type. Some details are already filled as they were provided in the first step of creating the mobility activity.

The Participant ID  is generated automatically but you can change it. It is not mandatory, but if you provide it, it must be unique within the project.

3.4.1. Participant Flags

The Participant section includes a variety of flags that can indicate the participant's role in the mobility activity flow, whether the participant requires a linguistic grant or whether it is a participant with fewer opportunities. The availability of these flags depends on the action type and activity type.

Check the appropriate flags. In our example we have checked the Participant with Fewer Opportunities flag.

The 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 

For example:

  • A participant indicated as an Accompanying person, Trainer/Facilitator or Decision Maker will not have to complete the participant report and the Participant report section is not displayed.
  • A participant flagged as having fewer opportunities cannot be a group leader, trainer/facilitator or a decision maker, etc. For each participant with fewer opportunities, you must fill in the Inclusion Support budget item in the mobility activity form as well as the Fewer Opportunities section of your project.
  • OLS: check this flag if the participant is entitled to Online Linguistic 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. 

Remember

For compliance with the EU General Data Protection Regulation, please do not include any sensitive information about the participant's personal situation related to special needs, racial or ethnic origin, political opinions, religious or philosophical beliefs, trade-union membership, health or sexuality.

3.4.2. Force Majeure

The force majeure flag indicates that the mobility activity is considered as a case of force majeure in accordance with Article 2 of Annex II of the grant agreement with the participant. A termination of the agreement by the participant can be considered a case of force majeure. 

If you check this flag, you must fill in the additional Force majeure explanations field, describing the facts that prove the mobility activity should be accepted as a case of force majeure.

Take note

The current implementation does not include any specific conditions related to Covid-19 as a force majeure situation.

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 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 reportParticipant 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). 
3.4.3. Certifications

In the Certifications section you can add up to three certifications to be offered to the participant.

Note that certificates cannot be offered to participants flagged as Accompanying Person, Group Leader, Trainer/Facilitator, Decision Maker nor for participants involved in Preparatory visits.

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.

3.5. 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. 

3.5.1. Non-Itinerant activity
  1. Select the Sending and Receiving Organisation 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. 
  2. To confirm the correct Distance Band, use the Link to the distance calculator. Select the calculated distance from the available drop-down list. The distance band will automatically update the budget values with the correct travel grant for the activity type and distance band in the Budget section. 
  3. Type the real distance in KM between the sending and the receiving cities. This will be used purely for statistical purposes to determine the carbon footprint of the activity.
  4. Select the Main Means of Transport from the drop-down list.
  5. The Sustainable Means of Transport flag will be automatically checked depending on your selection. The following means are considered sustainable: bike, bus, carpooling, train, other sustainable transportation.
    • Note that if you have selected a sustainable means, the travel duration (Funded Travel Days) can be increased from maximum 2 to maximum 6 days. 

3.5.2. 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 will only select the following Receiving Organisations, 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.
  5. 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.
  6. 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.

If you need to delete the an itinerary, click the red X next to it, then click Yes in the confirmation pop-up window.

3.6. Fill in the "Duration" section

  1. Check and update the start and end dates of the mobility 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.
  2. 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. Note that the interruption duration cannot exceed to total calculated duration in days.
  3. The Funded Travel Days (max. 2 in the case of unsustainable travel means, max. 6 for sustainable travel means) you specify 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.
  4. 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.
  5. The Funded Duration (days) is automatically calculated based on the information provided in the previous fields.

    Note: For Preparatory visits, only the Start Date, End Date and Duration Calculated (days) are displayed.

When the Duration section is complete, the budget information is updated accordingly.

3.7. Fill in/review the "Budget" section

3.7.1. Organisational Support

The Organisational Support for youth activities is a flat rate of 100 euros/participant regardless of the activity or event (KA154-YOU) duration. This amount cannot be manually changed, except in cases of force majeure.

3.7.2. Individual Support

If the activity is not itinerant, fill in the number of 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.

3.7.3. 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.

f 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.

If you want to Request Exceptional Costs for Expensive Travel, tick the relevant check box and provide the Real Travel Cost as well as the Exceptional Cost for Expensive Travel EU Grant. In addition, provide an explanation to justify your request, in the Exceptional Cost for Expensive Travel Description and Justification field.

If you request exceptional costs for expensive travel, the Travel Support grant is reset to zero.

3.7.4. 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 euros/participant, regardless of the duration of the mobility activity. This amount cannot be manually changed, except in cases of force majeure.
  2. In the Inclusion Support for Participant field, the default amount is set to 100 euros, but you can replace this value by typing the amount you wish to request.

3.7.5. 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.

3.7.6. 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.


4. Mobility activity status: "COMPLETE"

Once all sections have been updated, 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. 
However, before submitting the Beneficiary report, you will need to re-validate all complete mobility activities, to make sure they still comply with all validation rules.

The completed mobility activity is now displayed in the list of All complete mobilities.


5. View a mobility activity

To view the details of a mobility, click the View icon. The details screen will open in read-only mode and no information can be edited. If you need to edit the mobility activity, click the Edit icon in the mobility activity list.

In the Edit an Activity screen make the desired changes. Note that if you change the activity type, you may need to reenter some of the already provided information.

Only some details are modifiable. In our example we have changed the activity title.


6. Delete a mobility activity

In the mobility activity list click the Delete icon next to the activity you want to delete. The activity is immediately deleted (no confirmation required) and a success message is displayed.


Expected Outcome

  • The mobility activity is filled in and marked as complete in the mobility activity list.