MS Coordinator : Manage KM1 - With pre departure Counselling

This guide outlines the procedures for creating, submitting, and managing travel arrangements for individuals preparing to return to their home countries. This Guide is meant for Member State User who have the role of COORDINATORS.

Europa

Create a case in KM1

Navigate to <https://reintegration-assistance-tool.ec.europa.eu/>

Click "Cases". You will be redirected to your "All Cases" section.

Click "**Create RIAT Case**"

Select the Country of return from the scroll down menu

Select "Under which project will the reintegration take place?" . If it is EURP please select *"EU Reintegration Programme (EURP)"*

Select the "EU Country" from which the return is taking place

Select Your "Organisation" from the scroll down menu

Select "Which reintegration partner do you want to send the application to?\*"

Select the type of support

Click "Save" to create your case and to start to fill in Key Moment 1 (KM1)

!! The information provided in this first page cannot be further edited.

**Tip!** Your case is now visible in your "my cases" and "all cases" section. The status of your case is now **"Case registration"**. **Your case is now visible to colleagues within your own organization**, but not yet to the Reintegration Partner.

Application : Case Information KM1 tab

Upload an ID document of the applicant under "Please add the document 'ID details of the return file" field and click on "**Add File**"

Click "**Choose the file**" (the ID document from the principal applicant)

Click "**Encrypt and upload**"

Repeat the process to **add**, **upload** and **encrypt** the "**Signed consent sheet**" of the applicant(s). Then **click** on "**Migrant/s consent obtained**"

Even though the "**Signed consent sheet**" field is not marked as mandatory in RIAT, it is **still compulsory under certain Projects, including the EURP.**

In the section "ID and family composition of the return file", please update the following fields: "**Gender**", the "**Date of Birth**" and "**Nationality by travel document"** according to the principal's applicant situation.

**Tip!** If you are using a **National reference code** per person or file, you can encode it here to be able to search or display your case with this reference.

Add your "National Reference code per person" if relevant (optional).

Click "**Add another family member**" if you want to add one or more person to your file (optional). Repeat the above instructions for every additional person. If available, add additional Identity documents of the applicants. You can add more than one document by clicking on "Add another item"

Select the "**Administrative status of lead applicant in the European country**" by choosing the applicable option in the scroll down menu. Please note only migrants without legal residence permit are eligible under the EURP programme.

Select the applicable answer from the scroll down menu to the question "**Did the lead applicant receive a return decision from the government administration?**"

Travel Information (Case Registration)

The next section concerns the **Travel information**. This information is crucial for the Reintegration Partner, especially if the Post-Arrival Package is requested under the EURP, and assistance is needed at the airport. Please note that the provision of arrival assistance is not automatic, but should be requested in advanced and validated by the Reintegration Partner.

Select the "**Type of return**" between Voluntary and Forced return (by Scheduled or Charter Flight), based on the definition of your organization.

Select from the dropdown menu "**Which Organization is arranging the return travel**" and then the "**Mode of travel**" depending on if the beneficiary will travel by air, by land or by sea.

If you do not know the exact date of departure, please encode an "**Expected date of departure**". If the date of departure is confirmed, please fill in the field "**Confirmed date of departure**". If available, upload the travel documentation/ information by clicking on Encrypt and choosing your document.

**Tip!** It is not necessary to upload the plane ticket. An email with the flight information is also accepted.

Encode the flight/s details in the text box "**Flight details**". If known, select the "Final airport destination" and "final return destination" from the dropdown menu.

Add under "Cash grant provided pre-departure" if cash is provided Pre- Departure by the MS.

**!!** Please note that the previous section *does not refer* to the post-arrival assistance from the EURP.

Budget Information

The objective of the Budget Information Section is to inform the Reintegration Partner of the available budget, which grant/package is provided, and if it is meant to be provided in Cash or In-Kind. **!!** **The questions below refer to the amount/package(s) available for the beneficiary and NOT to how the reintegration budget will be spent**, unless restrictions apply under the national policy. Indications on how the beneficiary wishes to make use of the Budget will be made in the next tab "Pre-departure counselling".

Select the "**Type of reintegration support**" from the scroll down menu, based on the individual case. For ***EURP***, please indicate "**both in cash and in kind**", especially if post-arrival package is provided. The option "in cash (pre-departure only)" is not applicable under EURP. Select under "**Is the reintegration budget defined prior to return**" Yes or No\ For ***EURP***, please indicate "**yes**".

**EURP Post Arrival-Package\*** has to be indicated in the field "*Post arrival support*", as follows: For **Voluntary Return**: - 615 EUR for for each case member. For **Forced Return**: - 205 EUR for for each case member. **\*Please request this package min 5 working days prior departure if there are direct needs upon arrival.** The **EURP Post-Return Package** has to be indicated in the field *"To be defined Post-return":*\ For **Voluntary Return**: - 2000 EUR for the Lead Applicant - 1000 EUR per additional family member For **Forced Return**: - 1000 EUR for the Lead Applicant - 1000 EUR per additional family member

Pre-departure counselling TAB

If a pre-departure Counselling Meeting took place, please select the answer "Yes"

Indicate the "Date of last counselling meeting"

Indicate if the "**Date of arrival in the EU host country (lead applicant)**" is known. If "Yes", please ALSO encode the date in the field that will appear below.

In the section "**Assets and skills that can contribute to the reintegration and that are important for the local reintegration partner to know**", click on the relevant tic boxes and provide a short description in the text fields. **!!** if you are not able to provide information please select the tic box "None", as this is a mandatory field.

In the section "**Assistance need or aspired by the applicant(s). Please keep expectations realistic."** tic on the boxes from the applicable answers.

Please add a brief explanation in the open text box "**Clarification of the reintegration needs assessment as specified above**" field.

**!! GDPR rules applies within RIAT.** **Please make sur note to encode any personal information like the name of the person in the case** **where the encryption is not available.**

If "**The person has consented to give his/her contact details**", please tic the case and fill in the "*Contact details in the European country and country of return*" field.\ Also indicate if the beneficiary is still registered in the civil registry of the relevant local authority in the country of origin.

Assessment by the counsellor TAB

Please indicate if there are "**Urgent needs to be addressed by the reintegration partner directly upon arrival**". Select the relevant tic boxes. If there is none, please select "None", as this is a mandatory field.\ In case of Urgent needs, select the relevant tic box and explain the need in the open text field "**Description**". *For Example : "Please provide the Post arrival package at the airport upon arrival in cash."*

Indicate if there is a **Presence of specific Vulnerability** in the file by clicking on the relevant tic box(es). Elaborate on the specific vulnerabilities in the open text below. If there is none, please select "None", as this is a mandatory field.

Please add any **additional document(s)** in this section. It can be a medical test, children school attestations, etc..

Click "**Save**" if you are ready to submit your case. Click "**Save as draft**", if you still wish to work on/modify your case at a later stage.

If a green box appears... **Congratulations!** Your case has been saved. If a **red box appears,** it will indicate which mandatory fields still need to be modify in order to be able to submit the case for validation.

Submit Case to PMO/Reintegration Partner - KM1

Click "Submit case to RP - KM1"

Adding a comment for the PMO or the Reintegration Partner is not compulsory. Click on "Continue".

A message will appear to inform you that the status of the case has transitioned to "**Awaiting validation of PMO in KM1**". It will now appear in your Outbox and All Cases Section.

Now that the case is submitted, you can **only add/update the Travel Arrangements**, and **withdraw** the case, but **no longer edit the rest of the information provided.** **If you want to EDIT the case**, please **contact the PMO or the RP via the comments section,** depending on the case Status, and ask them to reject the case so that you can have "Edit rights" to make the necessary modification(s).

Manage Travel Arrangements (Case Submitted)

To Manage the Travel Arrangements please search for your case in your Dashboard, and click on **"Travel Arrangements"** below your case status.

Click on "**Manage Travel arrangements**" on the top section of your open case.

Encode the relevant information or make the necessary changes.

Click "**Save**"

Withdraw KM1

**!! This Step is irreversible.** \ **Once a case is Withdrawn / Cancelled, it can no longer be reopened**. You will only be able to see it, under Closed cases. If the departure is postponed, please edit the Travel arrangements without withdrawing the case.

Search and open the relevant case.

Click on **"Withdraw case - KM1"**

Add a **comment** (mandatory) and Click "**Continue**"

A green box will appear to indicate that the status has changed to Cancelled. **Your file is now in the "Closed Cases" section.**

**Any questions on RIAT?** \ Please contact: [helpdesk@riatsupport.eu](mailto:helpdesk@riatsupport.eu)