Budget in KA182 Mobility of Sport Coaches and Staff 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.

The names of the budget may vary depending on the action type, as follows:

• Awarded Budget: Approved budget by National Agency
• Reported Budget: Current budget
• % Reported/Awarded: % Current/Approved

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 activity type and cost type. The project Totals (1) are available on top of the screen, followed by a breakdown per cost activity type (2), displayed as subsections. Use the scrollbar in your browser to access all information.

This example shows the budget screen of a KA182, call 2023 project, where no reported budget information is yet available. The Reported budget displayed in the header and on the budget screen is 0 EUR.

Totals per project

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

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

1. Total project budget per cost item for: 
   
   • Organisational support
   • Travel
   • Individual support
   • Linguistic support
   • Preparatory visits
   • Inclusion support for organisations
   • Inclusion support for participants 
   • Exceptional costs for expansive travel
   • Exceptional costs for visa and other entry requirements
   • 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.
2. Total project is calculated automatically as the sum of grant items and reported costs. 

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

Budget breakdown per Activity type

Below the totals for the project, subsections are displayed for each Activity type. Each subsection can be expanded, using the available arrow. For each activity type, the Totals (1) and breakdown per cost item (2) are available. Activity types available for KA182 projects are:

• Coaching or training assignments
• Job shadowing and observation periods
• Preparatory visits

You are able to view the Awarded Budget, the Reported Budget, and the share of the awarded grant used so far, under %Reported/Awarded. Only mobility activities and 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 - Exceptional 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 for visa and other entry requirements - The EU grant for Visa and visa-related costs, residence permits, vaccinations, and medical certifications.
• Inclusion support for organisations - Organisation costs linked to participants with fewer opportunities and their accompanying persons.
• Inclusion support for participants - Additional costs directly linked to participants with fewer opportunities and their accompanying persons.
• Individual support - Costs linked to subsistence. 
• Linguistic support - Costs linked to Linguistic support.
• Organisational support - Costs linked to Organisational support. 
• Travel - Costs linked to Travel. 

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. 

New budget screen functionalities in the KA182 budget screen

The below new features are available in the Budget screen in beneficiary projects, currently only for KA121, KA122, KA131, KA151, KA152, KA153, KA154 and KA182 projects. The 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.

Expand/Collapse icon

It is possible to 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 and is highlighted in yellow.