Welcome
This page details the Budget Transfers for Erasmus+ projects carried out under KA171-HED - Mobility of higher education students and staff supported by external policy funds. The Budget Transfers screen displays the total number of mobilities per region and partner country, which can be further categorised as incoming, meaning to the beneficiary or outgoing, meaning from the beneficiary organisation, mobility flows per partner country. According to the transfer rules, up to 40% of the total project budget allocated in the grant agreement can be transferred between incoming and outgoing mobility flows without requiring an amendment, provided that the mobility type and direction are eligible. If the limit exceeds 40%, an amendment of the grant agreement is required, and you should contact your National Agency for assistance. Additionally, the beneficiary can transfer up to 50% of the approved Organisational Support (OS) to Travel and Individual Support or Fewer Opportunities top-ups, to undertake longer or new mobilities. However, if the Organisational Support is used to organise new mobilities, the beneficiary will not receive additional Organisational Support from the National Agency. The automatically calculated Organisational Support equivalent to those additional mobilities should be deducted from the adjusted Organisational Support amount in the Beneficiary module. If any of the limits (40% Incoming/Outgoing or 50% Organisational Support) are exceeded, the Budget Transfer screen will display warnings to help manage the project budget. Transfers between different countries within the same region are permitted without any restrictions, as long as the total awarded budget for that region is not exceeded.
For a general description of the budget screen functionality, please see the page Budget in projects. For information regarding the budget screen in KA171 projects, please see Budget in KA171 projects.
The illustrations in the provided Wiki pages are for consultation purpose only and may not always reflect the latest implementation.
To view the budget summary in your project, click on Budget in the Content menu.
The Budget screen opens on the Budget tab, where you can view the awarded budget and the actual project costs as reported in your project, broken down per activity type and cost type. See the page Budget in KA171 projects for details on this screen.
Click on the Budget Transfers tab to view the budget breakdown (awarded/reported) per Region and Partner Country, split further into incoming (to the beneficiary organisation) or outgoing (from the beneficiary organisation) mobility flows for learners and/or staff.
The Budget Transfers screen will also allow you to check compliance with the budget transfer rules, by utilising the available 40% Incoming/Outgoing Budget Transfer tracker and the 50% OS Mobilities Budget Transfers tracker.
The Budget Transfers screen displays a table that contains the following:
The table initially displays the awarded and reported amounts on a regional level, based on the regional partnerships defined in the grant agreement.
You can expand each region by clicking on the arrow (>) to view the awarded and reported amounts per country, and further expand it to see the Incoming and/or Outgoing mobility activities for Learners and/or Staff, depending on your project.
The Totals (5) for all regions and partner countries are displayed in the last row of the table. The Export PDF (6) button is available at the top of the table, allowing you to export the budget transfers.
Below the table, you can find the 40% Incoming/Outgoing Budget Transfer tracker and the 50% OS Mobilities Budget Transfers tracker. These trackers enable you to monitor and ensure compliance with the corresponding budget transfer rules in KA171 projects.
You may have to use the scrollbars in your browser to access all the information on the screen.
For each region, partner country, incoming/outgoing mobility activity for learners/staff, the following information is available in the table:
Total budget for mobilities - as per grant agreement
Information
For those budget categories not defined in the grant agreement, the awarded amounts display as Not applicable.
If mobility activities for a non-funded country from an existing region are available in the project, then this country will appear as a row on the Budget transfers table. For this country, all the awarded values will display as 0 EUR.
Overspent amounts
Take note
Transfers between different countries within the same region are permitted without any restrictions, as long as the total awarded budget for that region is not exceeded.
As an example, we have expanded the South-Mediterranean region (Region 3), including Algeria and Israel as individual partner countries.
We now expand country Algeria to the level of incoming and outgoing mobility activities and, in our example, find the following:
A total of 25 mobility activities for incoming and outgoing flows were awarded, with 5 of those designated for outgoing mobility activities.
To date, 14 mobility activities have been completed as part of the project, with 11 of those being outgoing mobility activities. This is six more than the number of mobility activities awarded.
The reported total budget for mobility activities for Algeria is displayed in black, indicating that it falls below the awarded total budget for mobilities.
However, for the outgoing mobility activities, the reported total budget is displayed in red, indicating that it exceeds the awarded amount.
Take note
Transfers between different countries within the same region are permitted without any restrictions, as long as the total awarded budget for that region is not exceeded.
The 40% Incoming/Outgoing Budget Transfer tracker displays a horizontal bar (1) that represents the budget transferred from Incoming to Outgoing mobility activities or vice-versa. The tracker displays the percentage of the calculated transferred amount and indicates if the transfers are compliant. The maximum amount available for the Incoming/Outgoing budget in EUR is also displayed.
Additionally, a table (2) below the bar provides an overview of the monetary values for all Incoming and Outgoing mobility activities, displaying the EUR amounts awarded and reported.
The tracker calculates the transferred amount based on several formulas that use the following variables:
The formulas used to calculate the transferred amount depend on whether the total budget for Individual and Travel Support reported for all regions is greater or less than the total budget awarded.
When the transferred amount is less than or equal to 40% of the maximum amount available, the bar is displayed in green and the compliant sign is ticked (compliant). When the transferred amount increases beyond 40%, the bar becomes red and the compliant sign becomes a red X, indicating non-compliance with the budget transfer rules.
Take note
Transfers between different countries within the same region are permitted without any restrictions, as long as the total awarded budget for that region is not exceeded.
If the total budget for Individual and Travel Support reported for all regions is greater than the total budget awarded:
If the total budget for Individual and Travel Support reported for all regions is less than or equal to the total budget awarded:
The tracker displays the percentage of the calculated transferred amount from the Total budget for mobilities awarded, for both Incoming and Outgoing mobility activities, based on these formulas.
In our example, we are working on the assumption that the total budget for Individual and Travel Support reported for all regions is less than the total budget awarded.
If we look at the table below the tracker, we see that A is lower than B and C is higher than D. Therefore, the system calculates the transferred amount, based on:
That means, in our specific case:
In our example, we are working on the assumption that the total budget for Individual and Travel Support reported for all regions is less than the total budget awarded.
If we look at the table below the tracker, we see that A is higher than B and C is lower than D. Therefore, the system calculates the transferred amount, based on:
That means in our specific case:
The 50% OS Mobilities Budget Transfers tracker displays how much of the Organisational support budget has been used for Individual and Travel Support and/or Fewer Opportunities top-ups.
It is represented as a horizontal bar with a percentage value that indicates the amount of the total Organisational support budget used:
Additionally, the tracker will display the maximum amount available for transfer from the Organisational support budget, which is equal to 0.5 times the Organisational support budget from the budget screen. In our example, the maximum allowed is 22 500 €.
The tracker helps you track your use of the Organisational Support budget and ensure compliance with the funding rules.
Organisational Support transferred within a region in order to organise more mobilities will be shown in the OS transfer details table, displayed below the tracker.
For projects from Call year 2024, any transfers above the awarded Individual and Travel support will be taken from the Fewer Opportunities top-ups for the respective region, for as long as the Fewer Opportunities top-ups (Awarded) total per region is higher than the Fewer Opportunities top-ups (Reported) total per region. Any additional transfers above the awarded Individual and Travel support will then be taken from the Organisational support (Awarded budget).
For example, in our call 2022 project, 45 800 € is awarded for Individual and Travel support (1) for the Western Balkans (Region 1).
The beneficiary exhausts this amount, but organises additional mobilities with additional Individual and Travel support cost of 17 175 € and additional 600 € for FO Top-ups, displayed in the relevant Remaining budget (2) columns.
The Organisational support budget is then used to fund those additional mobility activities. The calculated total of 17 775 € displays in the OS transfer details (3) table for the Western Balkan (Region 1).
If the reported Individual and Travel support (total per region) exceeds the awarded amount:
Transfers exceeding the awarded Individual and Travel support will be deducted from the awarded Organisational support. You can check the amount of awarded Organisational support on the Budget screen. See Budget in KA171 projects.
The transferred amount from Organisational support will be shown on the 50% OS Mobilities Budget Transfers tracker.
For projects from Call year 2024, any transfers above the awarded Individual and Travel support will be taken from the Fewer Opportunities top-ups for the respective region, for as long as the Fewer Opportunities top-ups (Awarded) total per region is higher than the Fewer Opportunities top-ups (Reported) total per region.
Any additional transfers above the awarded Individual and Travel support will then be taken from the Organisational support (Awarded budget).
If the reported Fewer Opportunities top-ups (total per region) exceed the awarded amount:
Transfers exceeding the awarded Fewer Opportunities top-ups will be deducted from the Individual and Travel support for the respective region, provided that the awarded Individual and Travel support (total per region) is still higher than the reported amount.
If the awarded Individual and Travel support (total per region) is lower or equal to the reported amount, transfers exceeding the awarded Fewer Opportunities top-ups will be deducted from the awarded Organisational support.
The transferred amount from Organisational support will be shown on the 50% OS Mobilities Budget Transfers tracker.
Expand the relevant year below to view examples of Compliant 50% OS Mobilities Budget Transfers in KA171 projects of different call years.
Expand the relevant year below to view examples of Non-Compliant 50% OS Mobilities Budget Transfers in KA171 projects of different call years.
You can export the Budget transfers as a PDF file, by clicking on the Export PDF button. The file download will start immediately and it will be available in the default download folder on your device.
When you export the file, it will include the table with the awarded and reported amounts currently displayed, as well as the budget transfer trackers.