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.
In the Mobility Activities section of your project in Beneficiary module you can fill in basic participant information and other details, save the information as a 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. As you must provide information regarding the Sending and Receiving organisation for a mobility activity, all organisations participating in your project must be available in the Organisations of your project. Depending on the action type of your project, you may also have to add the related activities in your project before adding the mobility activities, as they may have to be linked to an activity. For general instructions on how to create and manage mobility activities in beneficiary projects in Beneficiary module, please see the page Add mobility activities to projects. For a quick overview of Mobility Activities in Beneficiary module, please view the eLearning video. It is also possible to complete all mobility activities using the import and export of mobility activities function, depending on the action type of the project. For a quick overview of import and export of mobility activities in Beneficiary module, please view the eLearning video. 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. Mobility activities can only be managed by project contacts with edit rights in the project if the project status is Project ongoing.
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 also provide feedback such as warning messages or error messages in case there is missing information or eligibility rules are not observed.
Important
For specific conditions regarding Ukraine, see the page Project handling specifics related to the Russian aggression on Ukraine.
Access "Mobility Activities"
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, available for ADU and SCH projects, will allow you to manage these type of activities. See Group activities in KA121 and KA122 projects for details.
The tab Targets, available for VET, ADU and SCH projects, will allow you to manage these type of activities. See Targets in projects (KA121) for details.
EPALE in KA121-ADU and KA122-ADU
EPALE is a European, multilingual, open membership community of adult learning professionals, including adult educators and trainers, guidance and support staff, researchers and academics, and policymakers. EPALE is funded by the Erasmus+ programme. It is part of the European Union’s strategy to promote more and better learning opportunities for all adults.
EPALE provides a partner-finding tool for Erasmus+, allowing organisations participating in Erasmus+ projects, specifically under KA121- Accredited projects for mobility of learners and staff in Adult Education and KA122 - Short-term projects for mobility of learners and staff in Adult Education, to register, post a partner finding announcement describing your plans and interests, as well as to search for existing partner finding announcements. Use the EPALE Partner Search to find organisations who are interested in collaborating.
In a granted KA121-ADU or KA122-ADU project, available under My projects after signing in to the Erasmus+ and European Solidarity Corps platform, when accessing, for example, the Organisations, Mobility Activities or Group Activities, a notification is displayed, informing you of the EPALE Partner Search including a link to the website.
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 and call year applicable to your project. Group activity types 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.
"Mobility Activity" section
Mobility activity ID
The Mobility activity ID is created automatically when adding a mobility activity in a project. It is a combination of the last digits of the project reference followed by MOB and an incremental number, e.g. 005041-MOB-00001. The Mobility activity ID can be changed, but it must be unique in the project.
"Participant" flag
This flag is checked by default, when creating a mobility activity. A mobility activity flagged as Participant cannot be an Accompanying Person.
"Accompanying Person" flag
An Accompanying Person is
A person who accompanies participants (learners, staff, young people or youth workers) in a mobility activity in order to ensure their safety, provide support and assistance, as well as assist with the participant’s effective learning during the mobility experience. In individual activities, an accompanying person may accompany participants with fewer opportunities or minors and youngsters with little experience outside their own country. In case of group activities in the field of education and training, qualified education staff must accompany the group to facilitate the learning process.
In Beneficiary projects, check the Accompanying Person flag to indicate that a participant in an activity (i.e. mobility activity, group activity, participations, events, etc.) is considered an accompanying person.
A participant flagged as Accompanying person cannot be a participant with fewer opportunities at the same time.
Take note of the following:
- 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 ADU mobility projects, the minimum allowed duration for accompanying persons in individual mobility activities is one day.
"Blended mobility activity" flag
Blended mobility activity refers to an activity combining a physical mobility activity with a virtual mobility component.
In Beneficiary projects, the Blended mobility activity flag can be checked to indicate that the mobility activity is carried out in a blended format (physical activity abroad combined with a virtual component). If this flag is checked, you may also have provide details about the virtual components in other sections of the mobility activity screen, depending on the action type of the project.
In KA121 and KA122 projects, you must provide details about the virtual component in the Duration section of the mobility activity screen.
"Force majeure" flag
Force majeure is:
An unforeseeable exceptional situation or event beyond the participant's control and not attributable to error or negligence on their part.
Source: Erasmus+/European Solidarity Corps programme guides 2024, 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).
- Course fees grant: The field becomes editable. If any values were already present they are preserved.
"Participant" section
The flags available for participants 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.
"Online language support (OLS)" flag
In beneficiary projects, when providing information for participants in, for example, individual mobility activities or participations, the OLS flag (checkbox) may be available. Checking this flag will indicate the person is entitled for the Online Language Support.
The Online Language Support (OLS) is designed to help Erasmus+ and European Solidarity Corps participants improve their knowledge of the language in which they will work, study or volunteer abroad so that they can make the most out of this experience.
As the lack of language skills remains one of the main barriers to the participation in European education, training and youth mobility opportunities, OLS makes language support accessible in a flexible and easy way. It also contributes to a specific objective of the Erasmus+ programme, which is to promote language learning and linguistic diversity.
Source: https://erasmus-plus.ec.europa.eu/resources-and-tools/online-language-support
In KA121 and KA121 projects, the OLS flag is not available for mobility activities of type Invited experts, Group mobility of school pupils and Group mobility of adult learners.
"Linguistic support" flag and Linguistic support grant
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.
The Online language support (OLS) and Linguistic support flags are mutually exclusive.
If you request a Linguistic support grant you must provide an explanation in the Justification for Linguistic support grant request field.
Linguistic support is not available if/for:
- OLS flag is selected,
- 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.
A tooltip is available for the Linguistic support flag, informing you of the specific rules for this cost item.
For participants in activities of type Long-term mobility of VET learners (ErasmusPro), Long-term learning mobility of pupils and participants flagged as Incoming international participant (under special conditions), 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.
"Incoming international participant (under special conditions)" flag
In beneficiary projects, the Incoming international participant (under special conditions) flag available in, i.e. mobility activities, physical events, participations, etc. indicates that the mobility activity involves a participant that has left Ukraine due to the war and has carried out or is carrying out an activity, i.e. in an eligible participating country. This flag may change the standard conditions regarding the sending and receiving countries, as well as certain grant calculations, depending on the action type of your project.
Information
The flag is not applicable for participants of type Accompanying Person.
Important
For specific conditions regarding Ukraine, see the page Project handling specifics related to the Russian aggression on Ukraine.
Here an example of the flags available for a Long-term learning mobility activity of VET learners (ErasmusPro).
Here an example of the flags available for a Teaching or training assignment activity in a KA121-VET project.
"Inclusion support" section
Inclusion support for Participants with fewer opportunities
In the Inclusion support section of the mobility activity details screen in Beneficiary module you can request additional costs directly linked to participants with fewer opportunities and their accompanying persons. For details, consult the Erasmus+ Programme Guide.
The availability of this type of support depends on the action type and/or call year of your project. Where applicable, the Inclusion support for participants field is displayed if the participant is flagged as Participant with fewer opportunities and initially displays a value of 0 EUR. You can update the field as per your needs.
You may be required to fill in the Description and justification for inclusion support for participants if the provided value for Inclusion support for participants is higher than 0 EUR. The availability of this field depends on the action type and/or call year of your project.
Example of Inclusion support for participants in a KA131, call 2021, project without the field Description and justification for inclusion support for participants.
Example of Inclusion support for participants in a KA155 project with the field Description and justification for inclusion support for participants available.
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 per participant, regardless of the duration of the mobility activity. This amount cannot be manually changed, except in cases of force majeure.
Take note of the following:
- 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.
"Request inclusion support for accompanying persons" flag
For mobility activities flagged as Accompanying person, it is also possible to request inclusion support. Tick the Request inclusion support for accompanying persons flag in the inclusion support section and provide the requested amount in the Inclusion support for participants field.
"Participant survey" section
Initially this section is empty.
Participants in Erasmus+ and European Solidarity Corps projects may be asked to provide feedback on their experience by completing a Participant Report.
Automatic e-mails are sent to participants with an invitation to complete this report in EU Survey to share their feedback on the experience participating in a Mobility activity for Erasmus+ or European Solidarity Corps programmes.
The participant receives an e-mail with a dedicated link to the participant report. This link will not expire. The individual participant report is completed online in EU Survey and is offered in various languages.
The participant can save the survey as draft and submit it. After submission, the participant may download a PDF version of their feedback but they can not edit the form again.
In Beneficiary module, when adding, updating or viewing, for example, mobility activities or participations, the Participant Report section may be available.
From here it is possible to monitor an individual participant report and check the relevant information from the moment the initial invitation to complete the report was sent to the participant. It is also possible to send reminders to participants to complete the report.
As the invitation e-mail for the participant report is sent only at specific dates in relation to the mobility activity, you will find the Participant Report section initially empty. The participant report request will not be sent out if the mobility activity is in Draft status, meaning not completed, in your project.
See the page Manage participant reports in projects for detailed information.
"Recognition Certificates" section
In Beneficiary module, in the Recognition Certificates section in Mobility activities, 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 the Add certificate (1) button, then select the Certifying organisation and the Certification type (2) from the available drop-down lists, and click Save (3). Once the certificate is added, you can simply edit it by choosing another organisation and certificate type, and saving the changes. Use the Delete (4) button to remove the certification, if required.
"From-To" section
Sending and Receiving organisation
Information
Only organisations available in your project and having the relevant mobility activity roles defined in the organisation details are available for selection as Sending Organisation and Receiving Organisation.
Sending organisations must be from Programme Countries, including their outermost territories (OCT). See here for the list of eligible countries.
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, displaying the organisations available in your project. If an organisation you want to select is not available, check the Participating organisations section in your project and add it, if possible.
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).
Organisation role in mobility activity
In KA121 and KA122 projects, 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 organisation, Host organisation, Supporting organisation. If Supporting organisation is selected, the field Type of supporting organisation becomes available. Use the available drop-down list to select Paid or Unpaid. If Paid is selected, the field What tasks did the supporting organisation complete? becomes available and must be filled in.
For the organisations specified in the grant agreement, all the roles are already assigned to all organisations. For the Beneficiary organisation, these roles cannot be changed. For other organisations, you will be able to change the roles as applicable, by de-selecting the relevant tick box(es) for each organisation, in the organisation details screen. The organisations specified in the Grant Agreement and/or manually added in the project are available in the Participating organisations section in your project. It is possible to add further organisations to the project either with or without an Organisation OID. For such organisations, the mobility activity roles can be changed as applicable.
What tasks did the supporting organisation complete? becomes available if Type of organisation is Paid.
In the mobility activity screen, when adding the sending and receiving organisation, respectively, only the organisations having the relevant mobility activity roles can be selected as Sending or Receiving organisation. If you select an organisation that does not have the required role defined in their organisation details, a warning message will display below the Sending or Receiving organisation field in the mobility activity screen after it was selected.
"Outer-most region (OCT)" flag
In Beneficiary projects, when adding mobility activities, if a Sending country has an outer-most region (Denmark, France, Spain, Portugal and the Netherlands), the Outer-most region flag can be checked to indicate if the mobility activity participant is coming from an outer-most region (OCT).
Accommodation type
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 Host environment.
Distance band and Main Means of Transport
In, for example, activities or mobility activities, the Distance Band indicates the distance between the place of origin and the venue of the activity the participant(s) has to travel. Main Means of Transport refers to the primary mode of transportation used by participants to travel to and from their host country. The Real distance in kilometres is the real distance between the place of origin and the venue of the activity.
When completing, for example, a mobility activity, the Distance band (1) and Main means of Transport (2) must be selected from the available drop-down lists. In the field Real distance in kilometers (3) the real distance must be filled and the value provided must be within the range selected for the Distance band.
The available distance bands to select depend on the key action of the project.
A link to the official Erasmus+ Distance Calculator to calculate the distance is also available.
"Sustainable means of transport" flag
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.
"Request second travel grant for obligatory pre-departure training" flag (SCH projects only)
The Request second travel grant for obligatory pre-departure training flag, available in the From-To section of long-term mobility activities in KA121-SCH and KA122-SCH projects, can be used to request this type of travel support.
Once the flag is ticked, the additional fields Receiving country (pre-departure training) and Receiving city (pre-departure training) become available and must be completed. In addition, the Distance band (pre-departure training), Real distance in kilometres (pre-departure training), Main means of transport (pre-departure training) will be displayed and must also provided.
The Sustainable means of transport (green travel) (pre-departure training) flag will be displayed if the selected Main means of transport (pre-departure training) is considered sustainable and is read-only. In the case of green travel for the pre-departure training, the Travel support (pre-departure training) field will also become available under Travel Grants, displaying the calculated travel grant according to the activity type and Distance band (pre-departure training) selected.
"International mobility activity" flag (KA121-VET projects only)
International mobility activities can only be implemented in KA121-VET projects, meaning the Receiving Country of the mobility activity screen can be a third country not associated to the Programme.
After selecting a Receiving organisation (1) located in a third country, the Receiving country (2) field will remain empty and the International mobility activity flag (3) is displayed.
Tick the International mobility activity (1) flag to populate the Receiving country (2) field.
The reported budget 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.
Travel Grant
In the Travel Grant section, the Travel days must be provided. As a general rule, you can indicate up to 2 travel days if using a non-sustainable means of transport, and up to 6 travel days if using a sustainable means of transport.
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.
"Travel support not required" flag
In Beneficiary module, when adding or updating mobility activities in your project, the Travel support not required flag, also labelled Travel support - grant not required indicates that, for a mobility activity, this type of support grant is not required. The availability of the flag depends on the action type of your project and/or the activity type of the mobility activity.
Once the flag is ticked, the related Travel Support grant is set to 0 EUR.
"Request exceptional cost for expensive travel" flag
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.
Exceptional Costs
"Request exceptional costs" flag
This cost item may be available in both individual mobility activities (From/To section) and group activities (Participants section), depending on the action type and/or call year of the project. For details on the covered exceptional costs, please consult the Erasmus+ Programme Guide.
To request a grant to cover Exceptional costs:
- Tick the Request exceptional costs flag.
- Type the Real cost in the relevant field. The Exceptional costs - grant is calculated automatically. The Support rate, for example 80% or 100% of the real costs provided, is displayed under the field Real cost for your reference and depends on the action type and/or call year of the project.
- Fill in the additional field Exceptional costs description and justification, which becomes available as soon as the real cost provided is higher than 0 EUR.
Here is an example of the exceptional costs request in a KA121, call 2021, project with a support rate of 80%.
Here is an example of the exceptional costs request in a KA131, call 2021, project with a support rate of 100%.
"Request Exceptional cost for visa and other entry requirements" flag
This cost item is applicable to Erasmus+ KA121/KA122 (call 2022 onward) and KA182 (call 2023 onward) projects, in both individual mobility activities (From/To section) and/or group activities (Participants section), as applicable.
To request a grant to cover Exceptional cost for visa and other entry requirements, tick 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.
"Duration" section
- The Duration (days) is calculated automatically based on the physical mobility activity start date and end date, and cannot be manually changed.
- 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.
- 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.
- Travel days are taken from the information provided under Travel Grant and are taken into account in the Individual Support grant calculation.
- 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.
- 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).
"Request fewer days for individual support" flag
The Request fewer days for individual support flag, available in the Duration section of mobility activities in KA121 and KA122 projects for all calls, except for activities of type Hosting teachers and educators in training, as well as for Group activities in KA121 and KA122 call 2023 projects, can be used to reduce the number of days for which the individual support is required.
Once the flag is ticked, the field Duration for Individual support (days) becomes editable, allowing you to reduce the days supported with this grant for the mobility activity/participants in the group activity.
Here an example of the flag in a mobility activity.
Here an example of the flag in the subgroup of a group activity.
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. 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 title field.
If no such support is required for the mobility activity, check the Course fees - grant not requested flag. The Course fees grant fields will be set to 0 EUR.
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 ID and 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.
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.
"Individual support - grant not requested" flag
In Beneficiary module, when adding or updating mobility activities in your project, the Individual support - grant not required flag indicates that, for a mobility activity, this type of support grant is not required. The availability of the flag depends on the action type of your project and/or the activity type of the mobility activity.
Once the flag is ticked, the related Individual Support grant is set to 0 EUR.
"Budget" section
Organisational Support
The Organisational Support grant is available for all participants except those flagged as Accompanying person. Information is displayed, informing you of the fact that the participant is entitled to this type of grant. The message displayed varies, depending on the activity type.
If this type of support is not required, check the Organisation support grant not requested flag. The Organisational support will then be 0 EUR.
Total Calculations
The Total mobility activity grant is calculated based on the information provided throughout the mobility activity screen.
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