The illustrations in the provided Wiki pages are for consultation purpose only and may not always reflect the latest implementation.
This page outlines the specifics for mobility activities carried out within projects under Erasmus+ KA131-HED - Mobility of higher education students and staff supported by internal policy funds.
For general instructions on how to create and manage mobility activities in beneficiary projects via the Erasmus+ and European Solidarity Corps platform, please see the page Add mobility activities to projects.
In the Mobility activities section you can fill in the basic participant and other details, save the information as draft and continue to update the mobility activity either immediately or at a later stage. 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.
For a quick overview of Activities in Beneficiary module, please view the eLearning video.
Questions and fields vary in accordance with the selected activity type. Please read the onscreen information carefully when filling in the fields. The form content will adapt based on your input and will provide feedback such as warning messages or error messages in case there is missing information or eligibility rules are not observed.
This page is relevant for:
For specific conditions regarding Ukraine, see the page Project handling specifics related to the Russian aggression on Ukraine.
The following activity types can be implemented and are available for selection from the Activity type drop-down list in the Mobility activity section. The remaining fields to fill in throughout the form will vary based on the selected activity type.
Various flags are displayed in accordance with the selected activity type. Certain flags are checked automatically, others can be checked manually, depending on the information you provide in the form and the specific circumstances of each mobility activity. The flags may also influence the type of details you are required to fill in.
Here are a few examples:
For call years 2021 and 2022 and for all activity types, sending organisations must be from Programme Countries, including their outermost regions and associated Overseas Countries and Territories (OCT). See here the list of eligible countries.
Depending on the nature of the activities, the project can involve only higher education institutions (HEIs) or can also include other types of organisations.
The Erasmus Charter for Higher Education (ECHE) is required for all higher education institutions from Programme Countries acting as sending and/or receiving organisations.
The ECHE accreditation is not required in the following cases:
You have the option to select the Sending and/or Receiving organisation in the From-To section.
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.
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).
The flags 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.
Below are a few specifics to keep in mind:
Students taking part in Student mobility for studies and Student mobility for traineeships who have replied No to the question Is the recognition process for your mobility period finalised? in the participant report are also invited to fill in a Report on Recognition in EU Survey. The invitation is sent automatically, 45 days after the reference date.
The beneficiary can resend a manual invitation as well as download the report filled in by the participant, in the Recognition report section of the mobility activity details screen. See the page Manage participant reports in projects for additional information.
Students involved in study or traineeship mobility activities can have their credits acquired during their mobility activity recognised by the sending higher education institution. The sending HEI will specify the number of credits (ECTS credits or any other comparable system) it recognised in the Certifications section of the screen.
You must check the Zero grant flag if the mobility activity is not covered by Erasmus+ funding. In such cases, all grant fields are set to zero.
Similarly, the Zero grant flag is checked automatically if all budget items for the mobility activity have a 0 (zero) amount, either because the automated calculations for those budget items resulted in the amount of 0 (zero) or because you have indicated that you do not require such grants.
In both cases, the total Mobility activity grant (calculated) will be zero.
It is not possible to set the Zero grant flag if the mobility activity involves a participant with fewer opportunities.
The individual support grant is calculated automatically based on the daily grant or monthly base grant (according to the type of mobility activity) summed with any applicable top-ups.
Staff daily grants and Student monthly base grants vary based on the National Agency and the duration of the mobility activity. For most National Agencies, the amount is retrieved automatically and cannot be changed by the beneficiary. For other National Agencies, this amount must be specified by the user, within the allowed range which is displayed on the screen.
Top-ups are additional amounts granted by the National Agencies or automatically applied to support students in specific circumstances:
The travel support amount depends on the activity type, on whether or not the mobility activity is international, whether it involves a participant with fewer opportunities and other specific criteria. The travel support grant is calculated automatically based on the other details you provide, such as Distance Band.
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.
Inclusion support for participants is only available to participants with fewer opportunities in your projects, therefore the flag Participant with Fewer Opportunities must be checked if you request this grant. In Higher Education projects this grant item is in particular for participants with physical, mental and health related conditions.
If the mobility activity is supported via a non-Erasmus+ grant from the EU budget, the amount must be specified in the dedicated field. This field is located under Total calculations, at the bottom of the Budget section of the mobility activity screen.
If funding from other, non-EU, programmes has been used to support a mobility activity, the total amount from such sources must be declared in the dedicated field. This field is located under Total calculations, at the bottom of the Budget section of the mobility activity screen.
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.
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:
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 non-associated country as defined in the Programme Guide.
In such cases, the following fields are impacted:
Blended intensive programmes are short, intensive programmes that use innovative ways of learning, teaching and training for students and staff including the use of online cooperation. They are developed and implemented by at least three higher education institutions (HEIs) coming from at least three EU Member States and third countries associated to the Programme.
During blended intensive programmes, groups of students or staff will undertake a short-term physical mobility abroad combined with a compulsory virtual component facilitating collaborative online learning exchange and teamwork. The duration of the physical component is between 5 and 30 days, but there is no limitation on the duration of the virtual component.
For full eligibility criteria please refer to the Erasmus+ Programme Guide.
Within each Blended intensive programme partnership there must be one coordinating HEI and receiving HEI, and in total two partner HEIs. A coordinating HEI can be a sending or receiving organisation in a mobility. Blended intensive programmes can be open to students and staff from higher education institutions outside the partnership, but the receiving HEI must be one of the partnership organisations. The receiving HEI must hold a valid ECHE.
The following activity types can be organised in the format of an intensive blended programme:
In your project, you will see all the blended intensive programmes defined in the grant agreement and transferred automatically from the National Agency project management system. It is not possible to manually add more blended intensive programmes directly in your project.
If your organisation/consortium has not been awarded organisational support for carrying out blended intensive programmes, this section will not be available in your online project. You can still send participants to blended intensive programmes implemented by other HEIs, regardless of whether your organisation is a partner in the blended intensive programme partnership, provided that both projects are ongoing (final beneficiary report has not been submitted for any of them) and the physical period of the programme is within the physical period of the participant's mobility activity.
To indicate a mobility activity as being part of a blended intensive programme, you must take the following steps in the mobility activity screen ( Mobility Activities section of the project) for the selected participant:
If the mobility activity is linked to a Draft blended intensive programme (i.e. the mandatory blended intensive programme details have not been filled in in the beneficiary project), the mobility activity cannot be completed and will also keep the Draft status, even if all other mandatory information has been filled in. The blended intensive programme status must be Complete for the mobility activity to be Complete.
Once the status of the mobility activity is Complete, it will be displayed in the participants list for the selected blended intensive programme in the beneficiary project. Complete learner mobility activities are taken into account in the reported number of participants and the reported organisational support for the selected blended intensive programme in the beneficiary project. These amounts can be viewed both in the blended intensive programme details and in a dedicated section in the budget overview.
Learners from the country of the receiving HEI may enrol in the blended intensive programme but do not count toward the number of reported participants, nor is any organisational support granted for these participants.
Sending organisations can have an overview of their participants enrolled in blended intensive programmes by exporting the mobility activity list. Those participants are counted in the reported number of mobility activities in the budget overview of the sending organisation project.
As a result, in the Blended intensive programmes section of the project, the mobility activity will be taken into account in the number of reported participants for the selected blended intensive programme and will be listed in the programme details, at the bottom of the screen.
For further details on how to manage blended intensive programmes, see the page Blended Intensive Programmes in Higher Education projects (KA131-HED).