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.
For a quick overview of Activities in Beneficiary module, please view the eLearning video.
For specific conditions regarding Ukraine, see the page Project handling specifics related to the Russian aggression on Ukraine.
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.
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:
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.
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.
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.
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 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.
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.
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.
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.
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 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.
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.
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:
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:
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.
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.
If you need to delete the an itinerary, click the red X next to it, then click Yes in the confirmation pop-up window.
When the Duration section is complete, the budget information is updated accordingly.
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.
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.
The Travel grant is calculated automatically based on the selected distance band. This amount cannot be manually changed, except in cases of force majeure.
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.
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.
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.
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.
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.
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.
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.
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.