After approval: your KA1 checklist, step by step
After approval, sign the grant agreement, record each mobility in the Beneficiary Module, agree a learning agreement or course programme with each participant, arrange insurance, and after each activity recognise the learning with Europass Mobility or a similar document. Close every mobility in the Beneficiary Module, make sure participant reports are submitted, share your results, and send the final report by the deadline in your grant agreement.
Before the mobilities
- Sign the grant agreement. Your organisation signs first and the National Agency signs last. Only then are you a beneficiary. Pre-financing is paid within 30 days of the agreement taking effect.
- Book providers and hosts. Use our 12-point checklist when choosing a course provider.
- Agree the learning content. Sending organisation, host and participant agree a learning agreement or similar document. For courses, the course programme can serve this purpose.
- Arrange insurance. Participants must be covered for accident and serious illness. The European Health Insurance Card is strongly encouraged.
- Record the mobilities in the Beneficiary Module. Keep it updated as plans change.
During and right after each mobility
- Collect proof of attendance from the host or provider.
- Recognise the learning outcomes with Europass Mobility or a similar document, and keep a copy.
- Mark the mobility as complete in the Beneficiary Module so the participant receives the report form.
Closing the project
- Participant reports. Follow up until everyone has submitted. Some National Agencies expect at least 90% for individual activities.
- Share results. Use the EU emblem on all communication, and share results through the Erasmus+ Project Results Platform where relevant.
- Final report. Submit by the deadline in your grant agreement, usually 60 days after the project end date. The legal representative signs the declaration on honour.
Questions coordinators ask us
Is a certificate of attendance enough?
Keep it, but it does not replace recognition of learning outcomes. Use Europass Mobility or a similar document as well.
What happens if participant reports are missing?
Missing reports can delay your final report and may affect its assessment. Start reminders on the last day of each mobility.
Sources
- Programme Guide: after approval (grant agreement, payments)
- Programme Guide: important features (insurance, visibility, results)
- Programme Guide: mobility projects for school education staff
- Erasmus Quality Standards
- Léargas: reporting on your project
Facts checked on 16 October 2026. Found something out of date? Tell us and we will fix it.
