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Prerequisites

The Applicable rates section is available for KA131 projects call 2025 onwards. 

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Fixed rates and variable rates

Fixed rates values are centrally configured based on several criteria and are applicable for all projects based on the action type and call year. The values cannot be modified for a single project (except a Force Majeure case) and are retrieved for each mobility and cost type needed.

Variable rates only have a specific range defined by the National Agency. It is up to the Beneficiary to define the rates applicable for a specific project.

If a National Agency is defined as having variable rates, it cannot change to fixed rates during the Call year, and vice versa. Variable rates are configured at the start of a call year.

Applicable rates in Beneficiary module 

The Applicable rates section can be used to configure rates at the project level and apply to all mobilities inside the project.

This section is only available if your National Agency has applied variable rates.

 

Applicable rates screen locked on saving

When saving the applicable rates, a confirmation message is displayed with the option to confirm or cancel the save operation. If you choose to save, then rates will be stored in the application and the screen is locked.

Only National Agency users can unlock the applicable rates configuration form. This may be done when there are changes of the National Agency ranges in the Central Calculator during the call year. The form will remain unlocked until new input is provided and saved again.

There are no restrictions on the number of times the section can be saved or unlocked.

The already entered rates will not be deleted once the page is unlocked. To lock the section again, Beneficiaries need to click the Save button. 

Available sections

The following subsections are available for Applicable rates: 

Country groups

Beneficiaries can consult the country groups here in order to properly configure and see the associated rates for each country.

  

Student mobility individual support

For Student mobilities, only Long-term mobilities have variable rates available.

The Applicable rates screen will show the section for Student mobility if there are values to be configured. Otherwise, this section will not be available.

In this section Beneficiaries can add in a centralised way the National Agency variable rates for the student mobilities individual support. 

Student mobility values range

Beneficiaries can enter in the Country group fields any integer value, as long as it is in the allowed range (minimum and maximum displayed under the Country group fields).

Besides, the values entered here are subject to a list of validations:

  • If the funding National Agency is in Country group 1, the amounts must be the same for Country group 2 and 3.
  • If the funding National Agency is in Country group 3, the amounts must be the same for Country group 1 and 2.
  • Student mobility individual support base amount difference - for country group 2, the values entered for the student mobility individual support base amount need to have a difference of at least 50 euro between the entered values. The difference of at least 50 euro is not only applicable to country group 2 but also applies for the other National agencies country groups.

If these conditions are not met, an error message appears and the rates cannot be saved.


Staff mobility individual support

In this section Beneficiaries can add in a centralised way the percentage and amounts for the staff mobilities individual support. 

The Applicable rates screen displays the section for Staff mobility if there are values to be configured. Otherwise, this section is not available.

Fill in the following information: 

  • Staff mobility - beneficiary percentage of the National Agency maximum - for staff mobilities, the variable rate must be entered by Beneficiaries in the form of a percentage representing the Beneficiary's percentage of the National Agency range maximum. The input will be a percentage number with one decimal point (e.g., 62.0). Only numbers are allowed (values and decimal point); if any other type of value is added, it will not be saved. The Beneficiary's percentage can range from 1 to 100. If the entered value is outside this range, an error message is displayed and the section cannot be saved. 

  • The individual support amount will be calculated using the input of the Beneficiary's percentage of the National Agency maximum and the maximum range values for each country group. 

    • The daily rate for days 15-66 represents 70% of the daily rate for 1- 14 days values. The daily amount for 1-14 days is rounded to the nearest integer, while the daily amount for 15-66 days is displayed with two decimal points (e.g., 103.60).

    • If the resulted value is below the minimum amount, then the minimum is used.

 

Staff mobility calculation and values 



From National Agency RatesCalculated in Beneficiary Module
Beneficiary's percentage 
of the National Agency maximum 
Input% = 62.0 %

Minimum of the National Agency range

1st - 14th day

Maximum of the National Agency range

1st - 14th day

Daily rate 1-14 daysDaily rate 15-66 days

ABC
if (input%*B)<A
then C = round (A)
else C = round (input%*B)		D
D = round (C*70%)
Country group 112019012084
Country group 210517010574
Country group 3901489264


For more information on the values see KA131 Staff mobility individual support - unit costs. 


Applicable rates revalidation

If a variable rate is changed by the Beneficiary from the Applicable rates screen, all the mobilities in that project version will be automatically revalidated and reported budget figures will be updated for the respective version, only if the project version is still open.

The status of the mobility will not be changed after the update of values and will remain as entered (Draft/Complete).


Importing applicable rates 

When importing variable rates from a file, the Individual support rates defined in the import file must match the rates defined in the Applicable rates screen. If the values in the import file differ or are missing, an error message is displayed and the import is not performed. See here more information on the import and import errors. 

The validation is performed on the two values that are configured in Applicable rates:

  • For staff: Staff daily grant (1 - 14 days) and Staff daily grant (15 - 60 days)
  • For students: Student monthly base amount.


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