Access the "Budget" in your project

In beneficiary grant projects, information about the Awarded and Reported Budget can be found in both the project details header and the Budget section of a project in Beneficiary module.

The Awarded Budget represents the most recent grant amount awarded by the National Agency. The Reported Budget represents the actual amounts used in the project, calculated based on information provided in project sections such as mobility activities, participation, and events.

In the Budget screen, the column % Reported/Awarded indicates the percentage of the awarded budget that has been used, allowing for monitoring of expenditure for each relevant budget item.

To view the budget summary in your project, click on Budget in the Content menu. The Budget screen is displayed, where you can view the number of participants, the awarded budget and the actual project costs as reported in your project, broken down per activity type and cost type.

The project Totals (1) are available in the upper part of the screen, followed by the number of participants (approved/reported). The budget items per Activity Type (2) are collapsed by default, and can be expanded individually (the plus sign at the end of each section title indicates that there are further subsections). Use the scrollbar in your browser to access all information.

This example shows the budget screen of a KA152 call 2022 project, where reported budget information is already available. The currently Reported budget is 3 937 EUR.

Budget screen details

Basics

The budget screen details the project costs, broken down by activity type and/or cost type.

On the left side of the Budget screen, the various budget items are listed, and certain fields may be included for providing cost calculation information on the right side.

The right side of the screen contains a variety of columns for each budget item. Always available are:

• The Awarded Budget, which is the latest grant amount awarded by the National Agency.
• The Reported Budget, which represents the actual amounts used in the project and may include fields where you must input reported costs or other relevant data.
• The % Reported/Awarded, which indicates the percentage of the awarded budget consumed so far and allows for real-time monitoring of expenditure for each relevant budget item.

Additional columns may be displayed, according to the specifics of each action type.

The example below shows the partial budget screen for a project developed under KA152-YOU - Mobility of young people, call 2022.

Editable fields

All grant amounts are read-only, therefore cannot be changed manually. They are calculated automatically, based on the information you have provided either in this screen (where applicable) or in other sections of the project. If you wish to update the budget amount for a specific item, you must adjust the details in the relevant section (such as Mobility activities or Physical Events). Only complete mobility activities will be reflected in the budget calculations.

Depending on the Key Action and/or call year of your project, certain fields available in the budget screen may be editable and can be filled in or updated. Any changes you make will automatically be saved once you click elsewhere on the screen.

In the screen below, you can enter values in the following fields:

• Number of participants in the project - you are presented with the approved number of participants (not editable), and you are required to enter the reported number,
• Exceptional costs for financial guarantee - enter the appropriate amount.

Export the budget overview to PDF

To export the budget in PDF format, click on the Export PDF button.

Totals per project

The first part of the screen includes the total amounts calculated at project level regarding the participants and various budget items, such as the completed mobility activities in your project.

For each budget item, you will be able to view the Awarded and Reported Budget, as well as the percentage of the awarded grant used so far, under %Reported/Awarded. 

1. Total project is calculated automatically as the sum of grant items and reported costs. 
2. Total project budget per cost item, such as: 
   1. Inclusion support for organisations
   2. Exceptional costs for financial guarantee - If the National Agency has asked you to provide a financial guarantee, insert the real costs incurred related to the guarantee, in the dedicated field that will de displayed in such case.

If no completed mobility activities are available in your project, the reported budget values will display 0 EUR.

Budget breakdown per Activity Type

By default, subsections under each Activity type are collapsed. Each subsection can be expanded by clicking on the plus sign; click on the minus sign to collapse the section. 

For each activity type, the Totals (1) and breakdown per budget item (2) are shown for each activity under the respective activity type, also displaying the relevant Activity ID, if available.

For details regarding the Activity types per action type, see Activity Types in projects.

In our example, a KA152 call 2022 project, following Activity type sections are available:

• Preparatory visits
• Youth exchanges - third countries not associated and
• Youth exchanges - Member States and associated countries.

You are able to view the Awarded Budget, the Reported Budget, and the percentage of the awarded grant used so far, under %Reported/Awarded, for each of the activity types and underlying activities. Only mobility activities and/or preparatory visits in status Completed are used in the reported budget calculation. 

Budget information for the following cost items is available: 

• Exceptional costs for expensive travel EU grant - costs for expensive travel of participants, including group leaders, accompanying persons and facilitators, including the use of cleaner, lower carbon emission means of transport.
• Exceptional costs - other exceptional costs.
• Inclusion support for participants - additional costs directly linked to participants with fewer opportunities and their accompanying persons.
• Individual support - costs linked to subsistence. 
• Organisational support - costs linked to organisational support. 
• Travel - costs linked to travel. 

These budget items are shown for each activity in your project belonging to the activity type, displaying the relevant Activity ID.

Consult the Erasmus+ Programme Guide for details on the supported costs in your project. 

Budget specifics per key action

Specifics for KA153-YOU - Mobility of youth workers

The Total grant complementary activities budget item is only applicable for projects developed under KA153-YOU - Mobility of youth workers and available in the budget totals section of the screen. See Complementary activities in KA151 and KA153 projects for details on these activity types.

Specifics for KA154-YOU - Youth participation activities

The budget items below are only applicable for projects developed under KA154-YOU - Youth participation activities. 

• Youth participation events support - the amounts are retrieved automatically from the details provided in under the Physical Events section.
• Project management:

• • Number of participants not participating in physical events and mobilities (activities under project management costs only) - enter an appropriate value in this field, if applicable.
  • Number of months - this is the interval for which the project management grant is requested and it is pre-filled from the project data. If the specified value is higher than the duration of the project in months, you will see a warning message.
• Coach costs - in this field, you can adjust the Number of days (maximum 12 days) for which a coach grant is requested. If the specified value is higher than the maximum allowed one, a warning message is displayed.
  

New budget screen functionalities in the budget screen

The new features below are available in the Budget screen in beneficiary projects, currently only for KA121, KA122, KA131, KA151, KA152, KA153, KA154, and KA182 projects. These new features are also available for projects under the European Solidarity Corps programme, specifically in ESC30 and ESC51 projects. 

"Hide empty items" checkbox

Clicking the Hide empty items checkbox at the top of the screen allows you to hide budget items with a reported budget of 0 EUR.

"Sort by" options

The Budget screen items can be sorted according to different criteria, for better view.

Click on the Default option, to open a drop-down menu (1) from which you can choose other options for sorting the budget items in the list.

Also, you can click on the arrow (2) to sort the amounts displayed in the list in ascending or descending order.

Expand/Collapse icon

You can expand or collapse the subsections to view more details, where applicable, by clicking the + or - icons.

"Total project"

The Total project row is located at the top of the screen.

"Refresh reported budget" option

Project contacts with edit rights in a project have the option to Refresh Reported budget from the Project details header. 

In the header of the project details, click on the Actions button and select the option Refresh Reported budget. The reported budget value in the header as well as for all items in the budget screen is updated, if any changes in the project resulted in a change of the reported budget values. Such changes in the project can, for example, be: adding, updating or deleting mobility activities, adding activities, group activities or preparatory visits, depending on the action type of your project. 

What happens next?

Once you have finalised the project budget and all mobility activities, events etc. are complete, you are able to generate the final beneficiary report and submit it to the National Agency for validation, together with the finalised budget.