Welcome

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 (individual) mobility activities carried out within projects under Erasmus+ KA121 -​​​​​​​ Mobility for learners and staff of accredited organisations and KA122- Short term projects mobility of learners and staff.

For general instructions on how to create and manage mobility activities in beneficiary projects via the Erasmus+ and European Solidarity Corps platform as well as an overview of the common elements of the mobility activity screen, please see the page Add mobility activities to projects.

For a quick overview of Activities in Beneficiary module, please view the eLearning video.

For mobility activities you can fill in the basic participant details, save the information as draft and continue to update the individual 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.

Information

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. The form 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:

  • Erasmus+ Call 2021 onward
    • KA121 -​​​​​​​ Mobility for learners and staff of accredited organisations, all fields
    • KA122 - Short term projects mobility of learners and staff, all fields

Important

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


Access "Mobility Activities"

Select the "Individual mobility activities" tab from "Mobility activities"

For KA121-SCH, KA121-ADU, KA122-SCH, KA122-ADU, 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 will allow you to manage these type of activities. See Add group activities in projects (KA121, KA122) for details.

Individual mobility activities tab in Mobility Activities

KA121-VET and KA122-VET: Access "Mobility activities"

Click on Mobility Activities in the Content menu to manage the mobility activities in your project.

Example of Mobility Activities screen in KA122-VET project


Activities

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 applicable to your project.

The group activities Group mobility of school pupils and Group mobility of adult learners 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 types per project field

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.

  • International mobility activity
    • this flag is only applicable to VET projects.
    • 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.

      The International Mobility activity flag is now available in the From-To section in the Mobility Activity details. The guide will be updated shortly. 

       

  • Blended mobility activity
    • check this flag if the mobility activity is carried out in a blended format (physical activity abroad combined with a virtual component).
    • if this flag is checked, you must also provide details about the virtual component in the Duration section of the mobility activity screen.
  • Force majeure - see the Force majeure section below.

Example of activity flags


Participating organisations

For call years 2021 and 2022 and for all activity types, sending organisations must be from Programme Countries, including their outermost territories (OCT). See here the list of eligible countries.

The organisations specified in the Grant Agreement are created automatically in the project when it becomes available to the beneficiary, and will be listed in the Organisations section. 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 organisationHost organisationSupporting organisation

For the organisations specified in the grant agreement, all the roles are already assigned to all organisations. For the Beneficiary, these roles cannot be changed. For other organisations, you will be able to change the roles as applicable, by unchecking the relevant tick boxes 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 each of the drop-down lists.

Organisation role in mobility activity
 

Participants

Participant flags

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. Certain flags are mutually exclusive.

Below are a few specifics to keep in mind:

  • Accompanying person
    • where applicable, 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
    • 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.
  • OLS
    • checking this flag indicates the participant is entitled to Online Language Support.
    • OLS is only available for participants involved in Long-term learning mobility of VET learners (ErasmusPro) and Short-term learning mobility of VET learners.
  • Linguistic support

Participant flags example for KA121-VET - Long term learning mobility of VET Learners - ErasmusPro

Participant flags example for KA122-SCH - Teaching or training assignments

Participant report

For more details about this section, see the page Manage participant reports in projects

If a participant report is not applicable for the selected activity type or the participant in question, the section is not displayed.

 

Recognition Certificates

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

Add recognition certificates

 

Travel specifics

"From-To" section

Remember

Only the organisations having the relevant mobility activity roles defined in the organisation details are available for selection as Sending Organisation 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.

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

Example of selecting Sending organisation in KA121

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

Organisation information updated in the form

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.

Accommodation types and Host environment types in VET projects

The Distance bands to choose from differ according to whether the selected Main Means of Transport is considered to be sustainable or not. Therefore, first select the Main Means of Transport, then select the applicable Distance Band from the respective drop-down lists.

Standard vs sustainable distance bands

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.

Sustainable means of transport (green travel) flag

Exceptional cost for visa and other entry requirements

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

To request a grant to cover Exceptional cost for visa and other entry requirements, t ick 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.

Request exceptional cost for visa and other entry requirements

 

"Duration" section

  1. The Duration Calculated (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 into account in the Individual Support grant calculation. As a general rule, you can indicate up to 2 travel days if using a non-sustainable means of transport, and up to travel days if using a sustainable means of transport.
    • Exceptions:
      • For long-term activities with a sustainable means of transport, you can indicate for up to 4 travel days.
      • For long-term activities with a non-sustainable means of transport, Individual Support is not granted for the travel duration (0 travel days).
  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).

Example of the Duration section for a blended long-term mobility activity

 

Grants

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.

Example of Individual Support grant

Linguistic Support

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 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.

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 to:

  • 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.

Linguistic support grant in Long-term mobility of VET learners (ErasmusPro)

 

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, in the Duration section of the screen. 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 ID and Course title fields.

Example of Course fees grant

Information

If the teacher has selected a course from the European School Education Platform, check the flag This is a course from the course catalogue in the European School Education Platform and fill in the Course title.

Please note that the integration with the European School Education Platform is not yet finalised. In the future, the Course Title and Course provider name in European School Education Platform will be automatically filled in based on the Course ID.

Course from the course catalogue in the European School Education Platform

Travel Grant

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.

Example of Travel grant

Exceptional costs for expensive travel

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.

Example of Exceptional Cost for Expensive Travel Grant

 

Inclusion support

Inclusion support is only available if you involve participants with fewer opportunities in your projects, 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/participant, regardless of the duration of the mobility activity. This amount cannot be manually changed, except in cases of force majeure.

Inclusion support for organisations

Inclusion support for participants cover 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, type the eligible costs in the Inclusion Support for Participant field, in the Budget section of the screen.

Example of Inclusion Support for Participants

 

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.

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.