Mobility activities in KA1 youth mobility projects - Erasmus+ & European Solidarity Corps guides (2025)

Mobility activity sections

Depending on the KA and call year of the project, as well as depending on the Activity linked to a mobility activity, the sections to fill in for a mobility activity vary. Read the onscreen information carefully. 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 if eligibility rules are not observed.

"Activity" section

Click on the Activity drop-down box and select an activity from the ones you have recorded in the Activities section of your project. The Country of destination field and the Is this activity itinerant? checkbox will be filled in automatically, in accordance with the details you have provided for the selected activity.

In our example, we have selected a 'Youth participation mobility' activity, which we have previously definedas itinerant in the Activities part of the project.

Fill in the Activity section

"Mobility Activity" section

In the Mobility Activity section, you can change the Mobility activity ID and/or can, for example, flag the mobility activity as Force majeure.

TheMobility activity ID is created automaticallywhen 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.

The available flags depend on the Activity Type. The Participant flag is checked by default, but it can be changed to a different value such as Accompanying person, if applicable.

Here is an example of the Mobility Activity section in a KA152, call 2022, project for Activity type 'Youth exchanges - Member States and associated countries'. In this case, the field Participant Group is additionally available, and must be filled in.

The Mobility Activity section in KA152, call 2022

Unique Erasmus+ Mobility ID

The Unique Erasmus+ Mobility ID field is available in call year 2024 individual mobility activities (KA121, KA122, KA182) and group mobility activities (KA121, KA122). The field is read-only and contains an automatically generated code. This code is generated after you have selected the Activity type.

The code is a combination of the following:

• call year
• activity type 5-letter code
• incremental 4-digit number
  The activity counter is linked to activity type (not the project), for example: LONGT-0001, SHORT-0001, SHORT-0002, LONGT-002, LONGT-0003, SHORT-0003
• the last 20 characters of the project code.

Example:

The 12th long-term mobility of pupils in project 2024-1-FR01-KA121-SCH-000005151 would have the following automatically generated Unique Erasmus+ Mobility ID: 2024-LONGT-0012-KA121-SCH-000005151 ([Call year]- [Activity type 5-letter code]- [Incremental integer with 4 digits]- [Last 20 characters of Project code])

Click on the relevant tab below to view examples of the Unique Erasmus+ Mobility ID field.

"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.

_{Source: Erasmus+ Programme Guide Online, Glossary}

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.

Accompanying Person flag

"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 a Mobility activity/Group mobility activity is carried out in a blended format (physical activity abroad combined with a virtual component). The availability of the flag depends on the action type of your project.

If this flag is checked, you may also have to provide details about the virtual components in other sections of the (group) mobility activity screen, depending on the action type of the project.

Blended mobility activity flag

"Force majeure" flag

Force majeure is:

Any situation or event that prevents organisations and individuals from fulfilling their obligations in the implementation of the project activities.
This situation or event has to be unforeseeable, exceptional situation and beyond the parties’ control. The force majeure cannot be due to error or negligence of the organisations or other participants involved in the action, and proves to be inevitable in spite of exercising all due diligence.

_{Source: Erasmus+/European Solidarity Corps programme guides 2025, 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 theForce majeure flagto 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 additionalForce majeure explanationsfield, describing the facts that prove the activity should be accepted as a case of force majeure.

Field to provide more information regarding the claimed force majeure

Force majeure flag

In addition, if the force majeure flag is set, certain duration and grant fields are affected, as follows:

• Duration calculated (days):The business rule checking the minimum and maximum duration will no longer apply in case of Force Majeure.
• Duration of the mobility activity period (days):The business rule checking the minimum duration will no longer apply in case of Force Majeure.
• Travel support grant: The field becomes editable. If any values are already present, they are preserved.
• Individual support: The field(s) becomes editable. If any values are already present, they are preserved.
• Organisational support: The field becomes editable. If any values are already present, they are preserved.
• Inclusion support for organisation: The field becomes editable. If any values are already present, they are preserved.
• Preparatory visit support (if available):The field becomes editable. If any values are already present, they are preserved.
• Participant report: Participant reports are not required for mobilities flagged as force majeure and having a duration of 1 day (for example cancelled mobility activities, for which the start and end date are the same).

"Participant" section

In this section, you must provide personal information regarding the mobility activity, such as the Participant's date of birth, the Participant's gender or the Participant Nationality. The information required in the Participant section varies, according to the key action and activity type. Some details are already filled in, as they were provided in the first step of creating the mobility activity.

The Participant ID field is available in mobility activities in Beneficiary module, allowing you to provide a unique alphanumeric participant identification. The Participant ID field is not mandatory.

If a Participant ID is provided, it must be unique for the participant in the project.

Participant ID field

Here is the participant section in a KA152, call 2022, project for Activity type Youth exchanges - Member States and associated countries.

Participant section in a KA152 call 2022 project

Participant flags

TheParticipantsection includes a variety of flags that can indicate the participant's role in the mobility activity.

The available flags vary, depending on the key action and activity type. They may affect other fields in the participant and budget sections, as well as require additional data to be provided at project level.

"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}

OLS flag

This flag is not available for participants involved in preparatory visits, nor for participants flagged as Group Leader, Accompanying Person, Trainer/Facilitator, or Decision Maker.

"Incoming international participant (under special conditions)" flag

In beneficiary projects, the Incoming international participant (under special conditions) flag available in, i.e. mobility activities, participations, etc. indicates that the mobility activity involves a participant who is fleeing Ukraine as a result of the Russian aggression, 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.

If this flag is checked, the Participant with fewer opportunitiesflag will be checked automatically and made read-only.

Incoming international participant (under special conditions) flag

"Participant is from the receiving organisation" flag (Preparatory visit only)

In KA151, KA152 and KA153 projects (all calls), when creating or updating a mobility activity, the Participant is from the receiving organisation flag is displayed in the Participant section of the mobility activity details if the mobility activity is linked to an activity of type Preparatory visit.

Checking the flag indicates that the participant is from the receiving organisation. When the flag is checked, the Preparatory Visit Support (in the Budget section) is set to 0 EUR.

Participant is from the receiving organisation flag

"Inclusion Support" section

"Participant with fewer opportunities" flag

A Participant with fewer opportunities is

People with fewer opportunities means people who, for economic, social, cultural, geographical or health reasons, a migrant background, or for reasons such as disability and educational difficulties or for any other reasons, including those that can give rise to discrimination under article 21 of the Charter of Fundamental rights of the European Union, face obstacles that prevent them from having effective access to opportunities under the programme.

_{Source: Erasmus+ Programme Guide Online, Glossary}

In Beneficiary projects, check the Participant with fewer opportunities flag to indicate that a participant in an activity (i.e. mobility activity, group activity, participations, events, etc.) is considered a participant with fewer opportunities.

Participant with fewer opportunities flag

A participant flagged as having fewer opportunities cannot be an accompanying person, group leader, trainer/facilitator or a decision maker, etc. For each participant with fewer opportunities you must fill in theFewer Opportunities section of your project.

"Inclusion support for participants"

Inclusion support for participants: Additional costs directly related to participants with fewer opportunities. In particular these costs aim at covering the extra financial support required for participants with physical, mental or health related conditions to allow their participation in the mobility as well as in preparatory visits and for accompanying persons (including costs related to travel and subsistence, if justified and as long as it is not covered through budget categories "travel support" and "individual support" for these participants).

Financing mechanism: real costs. Rule of allocation: the request must be justified by the applicant and approved by the National Agency.

In case of accompanying persons, the rates for staff as well as exceptional costs for expensive travel may apply. In exceptional cases, where the accompanying person needs to stay abroad for more than 60 days, extra subsistence costs beyond the 60th day will be supported under the budget heading "inclusion support".

_{Source: Erasmus+ Programme Guide, 2024, page 68}

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.

Once the Participant with fewer opportunitiesflag is checked, the related fields become available in the Inclusion support section. Where required, provide the requested Inclusion support for participants in EUR, in the respective field. The Inclusion support for organisations is pre-filled and is read-only, except in cases of Force majeure.

You do not have provide a Description and justification for inclusion support for participants, the field is not available in KA1 Youth projects.

Inclusion Support section

"Inclusion support for organisation not requested"flag

The Inclusion support for organisations is pre-filled and read-only, except in cases of Force majeure.

TheInclusion support for organisation not requested flag in theInclusion sectionof the mobility activity details in KA1 youth and KA121 and KA122 projects is available if the participant is flagged as Participant with fewer opportunities. The availability of this flag depends on the action type and call year of your project.

Check this flag if this type of support grant is not required for the mobility activity. Once checked, the value in the fieldInclusion support for organisationsis set to 0 EUR.

Inclusion support for organisation not requested flag

"Participant Report" section (conditionally available)

Initially, when the mobility activity is created, no information is available in this section.

In Beneficiary module, when adding, updating or viewing, for example, mobility activities or participations, the Participant Report section may be available, depending on the action type of the project and the activity type.

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, under certain conditions, to send reminders to participants to complete the report. After a participant report was submitted, it will be possible to download the report from here.

When viewing the participant report information for a specific mobility activity/participant/participation, the following information will be available:

• Request ID - system generated unique ID
• Current status - the status of the report, e.g. Participant report request sent, Participant report submitted. SeeParticipant Report statuses for details.
• Time - the date and time of the various stages the participant report went through.

"Recognition Certificates" section

In Beneficiary module, in theRecognition Certificatessection 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.

Example of Recognition Certificates section in mobility activity

"From-To" section

The details to provide in this section vary, depending on whether the selected activity is itinerant or not, and based on the activity type of the linked activity. The 'Individual support' budget item is also affected by the itinerant nature of the activity.

Non-Itinerant activity

Select theSending (1) and Receiving Organisation (2)from the respective drop-down lists. The Sending Country, Sending City, Receiving Country and Receiving City are automatically filled in based on your selection, but they can be changed.

You also must select the Main means of transport and indicate the distance and, if applicable, the Distance band (3) using the available drop-down list. Based on the Distance band, the budget valuesin the Budget section will be automatically updated with the correct travel grant for the activity type and distance band.

Type the Real Distance in kilometres (3) between the sending and the receiving cities. The Real Distance in kilometres provided must be within the selected Distance band. This information will be used purely for statistical purposes to determine the carbon footprint of the activity. If the Main means of transport is considered sustainable, the Sustainable means of transport flag will be set.

The field Funded duration including travel days (in days) (4) is prefilled with the calculated duration, as per the start and end dates provided upon creation of the draft mobility activity, and they can be updated, if required. The field Individual support (5) is calculated and updated automatically, as per the duration provided. It is read-only, except in case of Force majeure.

Form To section in a non itinerant activity

Itinerant activity

If you have flagged the main activity as being itinerant, you have to fill in the travel details for each itinerary in the mobility activity, i.e. the distance between the place of departure and the place of destination. In this case, you can add up to 10 organisations involved in the mobility activity, therefore up to 9 receiving organisations and 9 itineraries.

1. For the first itinerary, select the Sending Organisation and the first Receiving Organisation from the available drop-down lists.
2. Click on the Add itinerary button to add subsequent itineraries, as needed.
3. For each of the subsequent itineraries, select the following Receiving Organisation, one per itinerary. The receiving country and city are automatically filled in. The Sending Organisation stays the same for each of the subsequent itineraries added.
4. You must provide the Funded duration including travel days (in days) for each itinerary added.
   • The field Individual support is calculated and updated automatically, as per the duration provided for each itinerary. It is read-only, except in case of Force majeure.

5. The field Total Duration (in days) is automatically updated, based on the information provided for each itinerary.

Form To section in an itinerant activity

To remove an added itinerary, click on the blue Delete (bin) icon, available for each itinerary. If there is only one itinerary added, the Delete icon will be inactive.

Click on the blue delete (bin) button to remove an itinerary

You also must select the Main means of transport and indicate the distance and, if applicable, the Distance band (3) using the available drop-down list. The Distance band you select must cover the entire distance between the sending city and the final receiving city. Calculate and type the Real Distance in kilometres,by adding up the real distance for each itinerary.For each itinerary, the receiving city of the previous itinerary is considered as the point of departure for calculating the real distancetoward the next receiving organisation/city. The rules for the main means of transport and sustainable means of transportremain the same as for non-itinerant activities.

The duration in Funded travel days is considered for the entire activity travel, not per itinerary.

Based on the Distance band, the budget valuesin the Budget section will be automatically updated with the correct travel grant for the activity type and distance band.

Provide the distance band and related information

Where available and if applicable for the mobility activity, you can provide Comments on different location than sending/receiving organisations.

Option to provide Comments on different location than sending and receiving organisations

"Activity taking place at seat of EU institution" flag (KA154)

The Activity taking place at seat of EU institution flag is available in the From-To section of the mobility activity details screen for itinerant activities in KA154 projects for each itinerary added.

This flag indicates that the mobility activity takes place at the seat of an Institution of the European Union, even if in the project there are no participating organisations from the country that hosts the institution. Seats of the Institutions of the European Union are Brussels (Belgium), Frankfurt (Germany), Luxembourg (Luxembourg), Strasbourg (France), and The Hague (The Netherlands).

Selecting this flag will result in the Receiving organisation field being empty and not editable. The drop-down list available for selecting the Receiving country will only display the countries where seats of EU institutions are located. You must select one of the available options, as per your needs.

Activity taking place at seat of EU institution flag

Mobility activity linked to a Preparatory visit

In the case of the mobility activity being linked to a preparatory visit, only information regarding the Sending and Receiving organisation must be provided in the From-To section.

From To section in mobility activity linked to a Preparatory Visit

"Travel Grant"

"Funded travel days" and "Travel Support"

Under Travel Grant, you must provide the number of Funded travel days. The minimum and maximum allowed is displayed below the field. The Travel Support is calculated automatically and it is read-only, except in cases of Force majeure.

Travel grant

"Travel Support - Grant not required" flag

In Beneficiary module, when adding or updating mobility activities in your project, theTravel support not requiredflag, also labelledTravel support - grant not requiredindicates 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 relatedTravel Supportgrant is set to 0 EUR.

Example of the Travel support not required flag in a KA131, call 2022, project

"Request Exceptional costs 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 typetheReal travel cost in the relevant field. TheExceptional cost for expensive travel grantis calculated automatically as 80% of the Real travel cost. If you request exceptional costs for expensive travel grant, you must also fill in the additional field Exceptional cost for expensive travel description and justification.

This budget item is not available for mobility activities in Preparatory Visits.

Request Exceptional costs for expensive travel

"Exceptional costs for visa and other entry requirements"

This cost item is applicable for mobility activities in KA1 Youth projects (KA151, KA152, KA153 and KA154), except for mobility activities linked to a Preparatory visit. In KA155 projects, it is available for all mobility activities.

To cover exceptional cost for visa and other entry requirements, provide the cost in the Exceptional costs for visa and other entry requirements field. You must also fill in the Exceptional cost for visa and other entry requirements - Description and Justification.

Exceptional cost for visa and other entry requirements in KA1 Youth mobility activities in a KA153 project

In KA155 mobility activities, the field Exceptional cost for visa and other entry requirements - Description and Justification becomes available if the provided Exceptional cost for visa and other entry requirements is higher than 0 EUR.

Exceptional cost for visa and other entry requirements in KA1 Youth mobility activities in a KA155 project

"Duration" section

In the Duration section, check and, if required, update the Start and End dates of the mobility activity. By default, the Start and End dates are prefilled with the dates of the linked activity.

TheDuration calculated (days)is calculated automatically and displayed.If the duration limits are not met, a warning message is displayed. The Duration calculated (days) cannot be manually changed, except in cases of Force majeure.

If there is a break in the mobility activity, fill in the Interruption duration (days) with the number of days of interruption. This duration is subtracted from the total duration of the mobility activity. The interruption duration cannot exceed the total calculated duration in days.

The Duration of mobility activity period (days) indicates the duration in days of the mobility activity, after having removed any interruption days. The days are calculated automatically.

The Fundedtravel days you have specified under Travel Grant are displayed and read-only.

If part of the mobility activity duration is not funded via the Erasmus+ programme, specify theNon-funded duration (days). These days will be subtracted from the total duration.

The Funded duration (days) is automatically calculated based on the information provided in the previous fields.

The field Number of days in virtual mobility is only displayed for mobility activities flagged as 'Blended mobility'.

When the Durationsection is complete, thebudget section in the mobility activity is updated accordingly.

Duration section

Prefill Start date and End date from the linked activity or event flag (Call 2023, 2024)

ThePrefill Start date and End date from the linked activity or eventflag is available in theDurationsection of the mobility activity details screen, when creating or updating a mobility activity in a KA1 Youth project from call 2023 onward.

When the flag is ticked, theStart dateandEnd datefields become read-only, containing the dates as defined in the linked activity or event.

Prefill Start date and End date from the linked activity or event flag

"Budget" section

The Budget section is read-only and it contains the totals for the various budget items, such as Organisational Support, Individual Support or Inclusion support. All information is read-only and is calculated based on the information provided throughout the form. In cases of Force majeure, the Organisational Support field can be updated.

The Mobility activity grant (calculated) provides the total of all costs for the mobility activity.

Here is the example of the Budget section in a KA152 call 2022 project, where the participant is a 'Participant with fewer opportunities' and 'Inclusion support for participants' was requested.

Budget section in a KA152 call 2022 project

"Mobility activity comments" section (optional)

You can add Overall Comments for the mobility activity, if required.

Provide comments, if required, and click on the Save button