7.4 - Managing Erasmus funding

This section describes the management of Erasmus funding (SMS, SMP, STT, STA and OM) and the production of interim and final financial reports for the National Agency.

1 - Checking your Erasmus code and charter number

In the "General settings" form you should check the following parameters and make any necessary corrections:

- your EUC (Erasmus charter) number, for example 12345 (numerical characters only)

- your Erasmus code, for example UK BRISTOL98

The configuration of the general settings is described in detail in section 4.2.

2- Defining Erasmus funding types

In step "6. Funding types" of the "Reference tables" form, you should define all the Erasmus funding types managed by your institution. The following funding types are available:

- Erasmus-SMS (student mobility for study)

- Erasmus-SMP (student mobility for work placement)

- Erasmus-STA (staff mobility for teaching)

- Erasmus-STT (staff mobility for training)

- Erasmus-OMS (organisation of study mobility)

- Erasmus-OMP (organisation of work placement mobility)

Details of how to add a funding type can be found in section 4.2.

If you are also managing EILC and Special Needs funding types, you should add them to your list of funding types separately from the main funding types, for example under the heading "Erasmus SMP-EILC", "Erasmus STA Special Needs", etc. The names chosen for the funding types are not subject to any restrictions and may differ from the names given above (e.g. "Erasmus Placement").

3 - Defining Erasmus funding

In the "Funding" form you should then define all the Erasmus funds managed by your institution for the year in question.

Details of how to add a funding can be found in section 7.1.

Funds are defined as "Erasmus-SMS 2008/09", "Erasmus SMP-EILC 2008/09", etc.

For each fund you can add the sums received from the National Agency on the "Entries" tab.

4 - Defining expense types for travel and stay expenses (STA and STT)

The payments done in relation with Erasmus STA and STT fundings have to be divided in travel expenses and subsistence expenses. To differentiate the entries between those two categories, you have to create 2 expense types for the STA and STT fundings in moveon.

Details of how to add an expense type can be found in section 7.1.

5 - Identifying Erasmus funding types for financial reports

Because you are able to assign your own choice of name to your funds (e.g. Erasmus Studies, SMS, SM, etc.), moveon cannot automatically identify which of them are to be used for financial reports. To identify your Erasmus funds, open the "Interfaces" form from the main menu by selecting "Configuration", "Interfaces" and then the "Erasmus" option. The list of Erasmus funding types is displayed on the left-hand side. On the right-hand side link each one to the corresponding funding type in your institution, where applicable.

6 - Entering grant holder data

All persons (students and staff) in receipt of an Erasmus grant must be entered in the "Persons" form and their mobility/mobilities entered in the "Mobilities" form. In the "Grants" tab of the "Mobilities" form you should assign to each student or staff member the grant(s) which they receive.

Before you can assign a funding to a student or staff member you must define one or more grant statuses at the funding level. Grant statuses are defined in the "Statuses" tab of the "Funding" form. If you do not wish to define multiple statuses, create a standard status using the code "G", for example, and the name "Grant holders".

The management of grants to students and staff members is defined in section 7.2.

Once a grant from an Erasmus fund is assigned to a student or staff member, a new "Erasmus" tab appears in the "Mobilities" form. This tab contains all the information needed to create the financial report for the National Agency which is not provided as standard in the "Persons" and "Mobilities" forms.

7 - List of information required for the financial report

The tables below list the information required for the financial report and specify where that information should be entered in moveon.

NB:

- The inclusion of the financial value of grants is not mandatory in the interim report.

- The period used for SMS and SMP mobilities is the period of the grant in months ("Mobilities" form, "Grants" tab) and not the period of the mobility.

- The period used for EILC mobilities is the period in months of the EILC grant ("Mobilities" form, "Grants" tab), which can only be 1 or 2.

- The periods used for STT and STA mobilities are the total period of the stay in days including teaching/training and travel ("Mobilities" form, "Teaching" tab) and the duration of travel in days ("Mobilities" form, "Erasmus" tab) and not the period of the mobility or the grant.

Student mobility (SMS/SMP)

Teaching and staff mobility (STT/STA)

8 - Special cases

Erasmus SMS with 2 destinations

If a student is receiving Erasmus SMS (study) grants for two mobilities in two institutions, you can define two separate mobilities for the same student. Only one grant can be assigned, however (for the first mobility). The period of grant specified for the first mobility must correspond to the total period of the two visits.

Erasmus SMS with work placement included in study visit

If a student is receiving an Erasmus-SMS (study) grant for a mobility period with a work placement included in the study visit, you can either define a single mobility in moveon for the entire stay (without specifying the institution for the work placement) or define two separate mobilities for the student. In the second case only one grant may be assigned (for the study mobility). In both cases the period of the grant specified for the study mobility must be the total period of the two visits. You should specify the period of the integrated work placement in the Erasmus tab for this mobility.

6 - Checking and exporting data for financial reports to the National Agency

The "LLP-Erasmus interface" form allows you to prepare, check and then export the necessary data for interim and final financial reports in three stages. This form can be accessed by selecting the "Interfaces" menu from the main menu and then clicking "LLP Erasmus". Use the Next and Previous buttons to move from one stage to another.

Stage 1: Configuration

This stage allows you to select the applicable academic year and to check that the configuration data has been entered correctly: country, EUC number, Erasmus code and funding types (see sections 3 and 4).

Stage 2: Data preparation and verification

This stage allows you to prepare the data for the report according to the funding types used at your institution. If errors (missing mandatory data, data errors, etc.) are found, moveon creates error reports for each funding type. Please check these reports and correct any errors in moveon before moving on to the next stage.

Stage 3: Data export

If a standard interface is available in moveon for your country and the selected year, this third stage prompts you to export data in the format recommended by your agency. Otherwise moveon prompts you to export the data for each funding type to MS Excel.