Budget Transfers in KA171 projects

Access the "Budget Transfers" in the project

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 Transfer 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 Transfer 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.

Budget Transfer screen basics

The Budget Transfers screen displays a table that contains the Awarded Amounts (1), Reported Amounts (2), and Remaining Amounts/Absorption of funds (3) per Region and Partner Country (4) for Incoming and/or Outgoing mobility activities for Learners and/or Staff. See the next chapter for details. 

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 on 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 information on screen. 

Awarded and Reported amounts per Region and Partner Country

Basics

For each region, partner country, incoming/outgoing mobility activity for learners/staff, following information is available in the table:

1. Awarded Amounts
   1. Number of Mobilities - as per grant agreement
   2. Individual and Travel Support - as per grant agreement
   3. Fewer Opportunities mobilities - as per grant agreement
   4. Fewer Opportunities top-ups - as per grant agreement

   5. 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 you added mobility activities for a country that was not included in the grant agreement but belongs to a region that has been funded, this country will be displayed in the budget transfer table below the corresponding region. For this country, all the awarded values will display as 0 EUR.

2. Reported Amounts
   1. Number of Mobilities - as per completed mobility activities in the project
   2. Individual and Travel Support - calculated as per information provided in completed mobility activities in the project
   3. Fewer Opportunities mobilities - as per completed mobility activities in the project
   4. Fewer Opportunities top-ups - calculated as per information provided in completed mobility activities in the project
   5. Total budget for mobilities - calculated from Individual and Travel Support plus Fewer Opportunities top-ups of the completed mobility activities in the project
3. Remaining Amounts/Absorption of funds
   1. Remaining Budget Individual and Travel - calculated as the awarded amount for Individual and Travel Support minus the reported amount for the same category
   2. Remaining Budget FO Top-ups - calculated as the awarded amount for Fewer Opportunities top-ups minus the reported amount for the same category
   3. % absorption of total funds - calculated as the reported total budget for mobilities divided by the awarded total budget for mobilities, multiplied by 100

Example 

As an example, we have expanded the South-Mediterranean region (Region 3), including Algeria and Israel as individual partner countries.

1. The region as a whole has been awarded a total of 50 mobility activities, with each country receiving 25.
2. In the reported Number of mobilities column, we can see that there are currently 31 completed mobility activities in the project, 14 of which are for Algeria and 17 for Israel.
3. All calculated reported and remaining amounts are displayed in black, meaning the reported amounts do not exceed the awarded amounts.

We now expand country Algeria to the level of incoming and outgoing mobility activities and, in our example, find the following:

1. A total of 25 mobility activities for incoming and outgoing flows were awarded, with 5 of those designated for outgoing mobility activities.

2. 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.

3. 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.

4. On country level, the remaining amounts and % absorption of total funds are displayed in black, indicating those values are lower than the awarded amounts. For the outgoing mobility activities, the remaining budget Individual and Travel is displayed in red, indicating that it exceeds the awarded amounts. As the calculated % absorption of total funds for these mobility activities exceed 100%, this value is also displayed in red. 

40% Incoming / Outgoing Budget Transfers tracker

Basics

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:

• Total incoming budget for Individual and Travel Support reported for all regions (A),
• Total incoming budget for Individual and Travel Support awarded for all regions (B),
• Total outgoing budget for Individual and Travel Support reported for all regions (C), and
• Total outgoing budget for Individual and Travel Support awarded for all regions (D).

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 than 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 cross, indicating non-compliance with the budget transfer rules.

If the total budget for Individual and Travel Support reported for all regions is greater than the total budget awarded:

• If (A) is greater than (B) and (C) is less than (D), the system calculates the transferred amount as: (A) minus (amount taken from OS budget) minus (B)
• If (A) is greater than (B) and (C) is greater than or equal to (D), the tracker displays 0
• If (A) is less than or equal to (B), the system calculates the transferred amount as: (C) minus (amount taken from OS budget) minus (D)

If the total budget for Individual and Travel Support reported for all regions is less than or equal to the total budget awarded:

• If (A) is less than or equal to (B) and (C) is less than or equal to (D), the tracker displays 0
• If (A) is greater than (B), the system calculates the transferred amount as: (A) minus (B)
• If (C) is greater than (D), the system calculates the transferred amount as: (C) minus (D)

The tracker displays the percentage of the calculated transferred amount based on the formulas above from the Total budget for mobilities awarded, for both Incoming and Outgoing mobility activities.

Example 1: Compliant 40% Incoming/Outgoing budget transfers

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:

• If (C) is greater than (D), the system calculates the transferred amount as: (C) minus (D)

That means in our specific case: 

• 64 082 € (C) - 46 150 € (D) = 17 932 €
• These 17 932 € equal 17,6% of the total allowed for budget transfers, which is 101 672,00 €, as displayed on the tracker. This calculated value, 17 932 €, is then displayed in the horizontal bar of the tracker. 
• The transferred amount is less than 40% and our budget transfers are compliant. The bar in the tracker is displayed green and the compliant check box is ticked. The percentage used displayed is 18%, rounded up from 17,6%. 

Example 2: Non-Compliant 40% Incoming/Outgoing budget transfers

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:

• If (A) is greater than (B), the system calculates the transferred amount as: (A) minus (B)

That means in our specific case: 

• 125 668 € (A) - 69 340 € (B) = 56 328 €
• These calculated 56 328 € equal 66% of the total allowed for budget transfers, meaning it is higher than the allowed maximum. 
• The bar in the tracker is displayed red, displaying the calculated amount of the transfer. The compliant sign becomes a red cross, indicating non-compliance with the budget transfer rules.

50% OS Mobilities Budget Transfers tracker

Basics

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. When the value in the tracker budget is less than or equal to 50% of the maximum allowed for these transfers, the bar will be displayed in green, and a compliant sign will appear. Once the value exceeds 50%, the bar will turn red, and the compliant sign will change to a red cross.

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 main budget page. 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.

Here the awarded Organisation support as displayed in the KA171 budget screen, in our example 45 000 €. 

Budget transfers above the awarded Individual and Travel support

• 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.

Budget transfers above the awarded Fewer Opportunities Top-ups

• 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.

Example 1: Compliant 50% OS Mobilities Budget Transfers

In this example, we have a look at the values on the regional level for the Western Balkans (Region 1). We can see in the budget table, that the reported Individual and Travel support for the region (1) exceeds the awarded Individual and Travel support for the region (2). 

In this case, the exceeded reported amount is taken from the awarded Organisational support. In our case, the reported Individual and Travel support for the region exceeds the awarded amount by 16 635 €. 

The maximum allowed for the OS transfer is 50% of the awarded Organisational support, in our example 22 500 €. The transferred amount, 16 635 €, is less than the maximum allowed, 37% which is below the allowed 50%.

Therefore, the budget transfer is compliant. The bar in the tracker is displayed green, displaying the calculated amount of the transfer (3) and the compliant check box is ticked.

Example 2: Non-Compliant 50% OS Mobilities Budget Transfers

In this example, we have a look at the values on the regional level for the Western Balkans (Region 1). We can see in the budget table, that the reported Individual and Travel support for the region (1) exceeds the awarded Individual and Travel support for the region (2). 

In this case, the exceeded reported amount is taken from the awarded OS support. In our example, the reported Individual and Travel support for the region exceeds the awarded amount by 49 585 €. We also have a look at the Total remaining budget Individual and Travel (3), which displays -26 900 €, calculated by adding the values for all regions in this column. 

The maximum allowed for the OS transfer is 50% of the awarded Organisational support, is in our example 22 500 €. The transferred amount, 26 900 €, is higher than the maximum allowed, in our example 60%. Therefore, the budget transfer is not compliant. 

The bar in the tracker is displayed red, displaying the calculated amount of the transfer (3) and the compliant sign becomes a red cross, indicating non-compliance with the budget transfer rules.

Export Budget Transfers as PDF file

It is possible to 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.