Welcome

This page explains how to add and manage the details for Transnational Project Meetings in Beneficiary module. Transnational project meetings are events organised by one of the project's participating organisations with the purpose of project implementation and coordination.

The Transnational Project Meeting screen in your project allows you to view the transnational project meetings, including the number of participants per meeting and its associated costs.


This page is relevant for:

  • Erasmus+, Call 2021
    • KA220 - Cooperation partnerships in adult education, higher education, school education, vocational education and training and youth

Information

Fields may vary depending on the action type of you project. Please read the onscreen information carefully to complete the relevant fields.

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

 

Prerequisites

  • Only the contact persons of the beneficiary and partner organisations with edit rights to the project are able to perform these actions.
  • A grant agreement has been signed for the project, and it is visible in Beneficiary module.
  • To update the project, it must have the status Project Ongoing.

Steps


1. The "Transnational Project Meetings" section

The Transnational Project Meeting section of your project can be accessed from the Content Menu. The Transnational Project Meeting screen contains a list of Transnational Project Meetings (1), if any are available, as initially the list is empty.

Below the list you find information about the Total (Calculated) and Awarded Budget (2). The Total calculated will be updated when meetings have been added and can exceed the Awarded Budget.

Access Transnational Project Meeting from Content menu


2. Click on the "Create" button to add a Transnational Project Meeting

Adding a new Transnational Project Meeting to a project is a two step process:

  1. Create the Transnational Project Meeting and provide the details
  2. Add the meeting Participants

To start providing information for a Transnational Project Meeting, click on the Create button. 

Click on the Create button


3. Provide the required information

The Transnational Project Meetings screen opens, consisting of the Transnational Project Meeting details section (1) and the Participants section (2)

Take note

The Participants section can only be completed once the Transnational Project Meeting details are provided and have been saved.

Transnational Project Meeting details screen

In the Transnational Project Meeting details section, provide the required information. Mandatory fields are marked with a red asterisk. 

  • Meeting ID - drop-down list to select from pre-defined values ranging from TPM1 to TPM999; Meeting ID must be unique inside the project
  • Meeting Title - free text field to add a short title description of the meeting obje ctives
  • Description of the meeting - free text field to provide a detailed description of the Transnational Project Meeting
  • Start and End date - use the calendar picker to add the start and end date of the meeting; dates must be within the project duration
  • Receiving Organisation Legal Name - drop-down list to select the organisation hosting the meeting
  • Receiving Country - filled in automatically after the Receiving organisation is selected, but can be changed using the drop-down list to select the country where the meeting is hosted; the drop-down list contains the list of countries of the participating organisations plus the countries of a seat of an EU institution (Belgium, Germany, Luxembourg, France and The Netherlands)
  • Receiving City - filled in automatically after the Receiving organisation is selected, but can be adjusted to replace the city where the meeting takes place

Provide the required information


4. "Save" the Transnational Project Meeting

Click on the Save button to save the Transnational Project Meeting information.

Save

A success message displays. 

Success message displays


5. Add the meeting "Participants"

After the Transnational Project Meeting details have been saved, the Participants section of the screen displays a table, initially empty. It is here where you must add the group(s) of participants for the Transnational Project Meeting. 

If you want to add participants to an existing Transnational Project Meeting, you must open it from the list using the Edit icon. 

Participants section

5.1. Click on the "Create" button

Click on the Create button. 

Click on the Create button

5.2. Provide the required information

5.2.1. Basics

Provide the required information. Mandatory fields are marked with a red asterisk. 

  • Number of Participants - add the number of participants
  • Sending Organisation Legal Name - drop-down list to select the organisation from the project's participating organisations 

  • Sending Country - filled in automatically after the Sending organisation is selected, but can be changed using the drop-down list to select the country from where the group of participants are coming from
  • Sending City - filled in automatically after the Sending organisation is selected, but can be adjusted by overwriting the city
  • Distance Band - select the Distance Band from the drop-down list
  • Grant per Participant - pre-filled and read-only
  • Total (Calculated) - automatically calculated and read-only

Additionally, three tick boxes (or flags) are available:

Provide the required information

5.2.2. Grant not required

Tick this box if no grant is required for the group of participants. The fields Grant per Participant and Total (Calculated) are updated automatically and will be set to 0. 

Grant not Required flag 

5.2.3. Force Majeure

Force majeure is:

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

Source: Erasmus+/European Solidarity Corps programme guides 2022, 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.

For Participants in Transnational Project Meetings flagged as Force majeure, the field Total (Calculated) becomes editable and you can provide the total as per your needs. 

Force Majeure flag

5.2.4. Covid-19 affected

Transnational Project Meetings having an end date within 2021 or later, the Force Majeure flag checked, and for which the provided Force Majeure Explanations contain keywords such as "corona" or "covid" will automatically have the COVID-19 affected flag set. It is not possible to tick the Covid-19 affected box manually. Hovering over the COVID-19 affected flag will display a tool tip, informing you of this fact. 

The field Total (Calculated) becomes editable and you can provide the total as per your needs. 

Covid-19 affected flag

5.3. Click on "Save"

Once all information regarding the participants has been added, click on the Save button. 

Save

5.4. List of participants updated in Transnational Project Meeting

The Transnational Project Meeting details screen opens. The  Participants  section now displays the information you provided in the list. The Total (Calculated) below the list is updated.

Follow the instructions above to add more participants to the Transnational Project Meeting, if required.

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

  1. Delete - click on this icon for the desired item and follow the onscreen instructions to delete it.
  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 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.
 

See the page List functionality in projects for additional information on the list functionalities, such as Search, Filters and the Bulk Actions.

Participants list updated

5.5. Click on the "Return to list" button

When all group of participants have been added to the Transnational Project Meeting, click on the Return to list button.

Return to list


6. Transnational Project Meeting available in the list

The newly added meeting is displayed in the list. Follow the instructions above to add more Transnational Project Meetings to your project, if required .

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

  1. Delete - click on this icon for the desired item and follow the onscreen instructions to delete it.
  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 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.
 

See the page List functionality in projects for additional information on the list functionalities, such as Search, Filters and the Bulk Actions.

Transnational Project Meeting available in the list


Expected Outcome

  • Transnational Project Meeting(s) including participants added to the project