Welcome
This page details the budget specifics for Erasmus+ projects carried out under:
- KA121 - Accredited projects for mobility of learners and staff in school education, vocational education and training, and adult education, and
- KA122 - Short-term projects for mobility of learners and staff in school education, vocational education and training, and adult education.
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.
It is possible to modify certain details in the budget screen that affect the total project. This is only possible while the project is in status Project ongoing by associated persons with edit rights in the project. For a general description of the budget screen functionalities, as well as more details about the awarded and reported budget, please see the page Budget in projects.
Before the submission of the final beneficiary report, the budget should be checked to ensure all relevant project data is reflected in the project budget. Keep in mind that Mobility activities and Group mobility activities must have the status Complete in order to be taken into account in the overall calculations displayed in the project budget.
Information
For VET projects, the screen also includes a dedicated section for International mobility activities.
Access the "Budget" in your project
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 awarded budget and the actual project costs as reported in your project, broken down per cost type and activity type.
Group activities (SCH/ADU projects) and mobility activities (all projects) must have the status Complete in order to be taken into account in the overall calculations in the Budget section. Draft items do not count towards the amounts displayed.
The Activity types 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.
Budget screen details
The Total project (1) amounts are available in the upper part of the screen, followed by the cost items (2). The budget items per Activity Type (3) 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.
- Total project is calculated automatically as the sum of grant items and reported costs.
- Total project budget per cost item, such as: course fees, preparatory visits, inclusion support, etc. (see below); all the cost items are not editable, except for Exceptional costs for financial guarantee, where you can enter the real costs incurred, related to the financial guarantee requested by the National Agency.
- The project budget broken down per activity types.
By default, the sections where the values are null (zero) are not shown (the Hide empty items option at the top of the Budget table is selected). Remove the selection to show all available sections.
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.
This example shows the budget screen of a KA121 project, where reported budget information is already available.
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.
In the screen below, you can enter values only in the Exceptional costs for financial guarantee field.
Tip
Any changes you make will be saved automatically once you click elsewhere on the screen.
In the header of your project, click on the Actions button and select Refresh reported budget to update the reported budget value in the header so that it reflects any changes you made in the budget screen. See below for additional details.
Export the budget overview to PDF
To export the budget in PDF format, click on the Export PDF button.
The exported file will contain the same information as displayed on screen meaning that, if any sections are collapsed on screen, they will also not display the various subsections in the PDF.
Budget breakdown per activity type
The project costs are also displayed per activity type.
Each activity type is listed as a section, aggregating all budget data for all the complete activities of that type that are implemented in the project. You can click on the dedicated up/down arrows to collapse/expand each section, respectively.
The amounts are calculated based on the information you provided in the Mobility Activities and Group Activities sections of the project, and cannot be modified here. If changes are required, make the necessary updates in the relevant project section.
Remember
You will only see the activity types and budget items for which the awarded grant and/or the reported costs are higher than zero.
Only group activities (available only for SCH and ADU projects) and mobility activities (all projects) having the status Complete are taken into account in the calculations.
Here is an example from a KA121-SCH project, with the Group mobility for school pupils section expanded:
"International mobility activities" overview (VET only)
At the bottom of the screen you can view:
- the Maximum budget for international mobility activities. This is the maximum amount that can be allocated to international mobility activities and is calculated as 20% of the latest awarded budget, after having deducted the Inclusion Support for Participants and the Exceptional Cost for Expensive Travel for international mobility activities.
- the amount of the Budget used for international mobility activities up to the current date.
- a blue progress bar indicating the share of the maximum awarded budget that has been used for international mobilities to date. If the Maximum budget for international mobility activities is exceeded, a warning message is displayed on the screen. This will not prevent you from submitting the Final Beneficiary Report.
New budget screen functionalities in the KA121 and KA122 budget screens
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.
When using the Export PDF button, if a subsection is expanded, it will also appear expanded in the exported PDF file.
"Total project"
The Total project row is located at the top of the screen.
Refresh reported budget
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.
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