How Erasmus+ KA1 Project Reporting Actually Works: ORS, Erasmus+ Space and Final Reports

The old “Mobility Tool+” name is gone from the 2026 Programme Guide — here’s what KA1 mobility reporting actually looks like now, cited page by page.

Before any reporting: registering your organisation

Every organisation’s digital paper trail starts before a single mobility happens. Schools register through the Organisation Registration System (ORS) — once, not per project — and receive an Organisation ID (OID) that identifies them in every application and report from then on. Applications are submitted through the “Opportunities” section of the Erasmus+ and European Solidarity Corps platform; once a grant is awarded, the project itself — including every report — is managed in a separate part of the same platform, not filed back through Opportunities.

The final report — what actually has to be in it

At the end of every grant agreement, the beneficiary organisation submits a final report. It isn’t a formality: the Programme Guide specifies it needs “detailed descriptions of each activity carried out,” quantitative and qualitative information showing the level of achievement of the project’s stated objectives, and the quality of any project results uploaded to the Erasmus+ Project Results Platform. The deadline is set in the grant agreement itself, and the final payment is calculated directly from this report — if activities weren’t implemented as planned, or the guide judges the quality “insufficient,” the grant amount can be reduced and the beneficiary asked to repay part of what was already advanced. When everything checks out, the final payment is issued within 60 calendar days of the report being received. Some grant agreements also require a periodic or progress report along the way. A progress report is purely informational and doesn’t trigger a payment on its own; a periodic report, by contrast, can accompany a request for a further pre-financing payment — and if less than 70% of the previous instalment has been used, the guide is explicit that the new pre-financing is reduced by the unused amount, not withheld outright.

If you’re accredited: the additional accreditation report

Organisations with an Erasmus Accreditation carry one more reporting layer on top of the per-project final reports: an accreditation report, required at least once during any five-year period. It covers three things specifically — how the organisation has ensured respect for the Erasmus Quality Standards, how the objectives set out in its Erasmus Plan are progressing, and (where relevant) an update to that Erasmus Plan itself. The National Agency can ask for these three elements together or separately, and can substitute a structured monitoring visit for the report entirely if that fits the organisation’s situation better. If an organisation’s track record — or a significant internal change — warrants it, the National Agency can also adjust how often it asks for progress reports going forward.

Participant reports: the part that actually reaches the National Agency

Alongside the organisation’s own reporting, every individual who takes part in a mobility activity is contractually required to submit a participant report once it’s finished. These aren’t filed away and forgotten — they go directly to the National Agency and the European Commission, and the guide is explicit that they’re used to monitor and check the quality of the services a beneficiary organisation actually delivered. In practice, this is the one part of the reporting cycle a participant fills in personally rather than their school’s coordinator, and it’s the one a National Agency reads with the least filtering in between.

Erasmus+ Space: where day-to-day project management actually happens

Separate from the reporting obligations, the Programme Guide also points KA1 and KA2 project coordinators toward a specific working tool: Erasmus+ Space, described as “a safe and secure tool in particular for Erasmus+ KA1 and KA2 project coordinators and their partners to put blended mobility/cooperation into practice and to use it for project management and dissemination.” It sits alongside a course calendar, a partner-search tool, a course catalogue, communities of practice, collaborative project spaces, a resource centre and a project blog — all part of EPALE, the Electronic Platform for Adult Learning in Europe, which is worth knowing by name if you ever go looking for one of these tools directly rather than through Erasmus+ Space. Taken together it’s a working environment for the life of the project, rather than a reporting form you fill in once.

Why this is worth knowing before you apply

None of this changes whether a course fits your school’s plan — that decision is still about the training itself. But knowing the actual reporting shape in advance means your coordinator isn’t caught off guard by an accreditation report deadline, and it means every participant understands their own report isn’t paperwork for its own sake — it’s one of the few pieces of the process a National Agency reads directly. If you’re still deciding between application routes, our earlier piece on accredited vs short-term projects covers that choice, and our course dates page is the next stop once a grant is in place.