Welcome
This page details the budget specifics for Erasmus+ projects carried out under KA171-HED - Mobility of higher education students and staff supported by external policy funds.
Certain details in the budget screen that affect the total project can still be modified 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 must have the status Complete in order to be taken into account in the overall calculations displayed in the project budget.
For information regarding Budget Transfers, please see Budget Transfers in KA171 projects.
Access the "Budget" in the 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 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.
By default, the sections where the values are null (zero) are not shown, because the Hide empty items option at the top of the Budget table is selected by default. Remove the selection to show all available sections.
You also have access to the Budget Transfers tab, where you can view the total number of mobilities per region and partner country. These can be split further into incoming (to the beneficiary) or outgoing (from the beneficiary) mobility flows. See the page Budget Transfers in KA171 projects for details.
Totals per project
The screen displays the total amounts calculated at project level regarding the participants, grants, and various budget items, resulting from the completed mobility activities in your project. Except for the Exceptional costs for financial guarantee, all the other values are read-only.
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 following specific information is available on the Budget screen, under the Number of participants and Grant headers:
- Total project - calculated automatically, it sums up all budget items present at project and activity level.
- Breakdown of the total project budget per cost item:
- Organisational support (excluding Zero-grant mobilities not flagged as "OS Covered by Erasmus+ EU Funds") - read only; costs related to the organisation of mobility activities for participants with fewer opportunities, retrieved from the mobility amounts.
- Inclusion support for organisations - read only; calculated and capped grant to provide the mobility activity organisational support (without Inclusion support for organisations). The number of participants excludes the Zero-grant mobilities not flagged as "OS Covered by Erasmus+ EU Funds".
- Exceptional costs for financial guarantee - this is the only editable field, where you can enter the real costs incurred related to a project guarantee (if the National Agency has asked you to provide a financial guarantee). The default value is the awarded amount for Exceptional costs for financial guarantee.
- Budget breakdown down for:
- All mobility activity types - collapsed by default; click on the +icon to expand and view more details.
- Activity types - collapsed by default; click on the +icon to expand and view more details.
If there are no completed mobility activities available in your project, the reported values will display 0 EUR.
By default, the sections where the values are null (zero) are not shown, because the Hide empty items option at the top of the Budget table is selected by default. Remove the selection to show all available sections.
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). Only complete mobility activities will be reflected in the budget calculations.
Tip
The only editable field is the Exceptional costs for financial guarantee. Any changes you make will be saved automatically once you click elsewhere on the screen.
Budget breakdown for "All mobility activity types"
The All activity types section will, once expanded, displays the cost items specific to the mobility activity, as per the completed mobility activities in your project, for all activity types. The following information may be available, depending on the information provided for the completed mobility activities:
- Individual support - This budget item accounts for accommodation and other subsistence expenses incurred by individual participants during their activity period.
- Inclusion support for participants - Additional costs directly linked to participants with fewer opportunities and their accompanying persons, including group leaders and facilitators (including justified costs related to travel and subsistence, if a grant for these participants is not requested through budget categories Travel support and Individual support grant). This information is only displayed if participants with fewer opportunities are participating in a mobility activity.
- Top-up for fewer opportunities - This budget item accounts for any top-up for participants with fewer opportunities and is applicable for student mobility activities only.
- Travel - This budget item accounts for transportation expenses incurred by individual participants to travel from their place of origin to their venues and back.
- Individual (incl. Top-up) and travel support - The sum of Individual support grant and Travel support.
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.
Budget breakdown per "Activity types"
The project costs are also available in a breakdown per Activity type.
Activity types lists a series of sub-sections, which aggregate budget data for all the completed activities of that type that are implemented in the project. Click on the dedicated +/- icons to collapse/expand each section, as required.
The following information may be available, depending on the Activity type and the information provided for the completed mobility activities:
- Individual support - This budget item accounts for accommodation and other subsistence expenses incurred by individual participants during their activity period.
- Inclusion support for participants - Additional costs directly linked to participants with fewer opportunities and their accompanying persons, including group leaders and facilitators (including justified costs related to travel and subsistence, if a grant for these participants is not requested through budget categories Travel support and Individual support grant). This information is only displayed if participants with fewer opportunities are participating in a mobility activity.
- Top-up for fewer opportunities - This budget item accounts for any top-up for participants with fewer opportunities and is applicable for student mobility activities only.
- Travel - This budget item accounts for transportation expenses incurred by individual participants to travel from their place of origin to their venues and back.
- Individual (incl. Top-up) and travel support - The sum of Individual support grant and Travel support.
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.
Click on the relevant tab below to view examples of the budget breakdown per the available activity types in the project.
Here is an example of the budget breakdown for mobility activities of type Student mobility for studies:
Here is an example of the budget breakdown for mobility activities of type Staff mobility for teaching:
New budget screen functionalities in the KA171 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.
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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