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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.

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Awarded and Reported budget in projects
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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 activitiesmust have the status Complete in order to be taken into account in the overall calculations displayed in the project budget. 

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For VET projects, the screen also includes a dedicated section for International mobility activities.

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Access the "Budget" in your project

To view the budget summary in your project, click on Budgetin 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.

Note

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). Thebudget items perActivity 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.

  1. Total project is calculated automatically as the sum of grant items and reported costs. 
  2. 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. 
  3. The project budget broken down per activity types.
Note

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.

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This example shows the budget screen of a KA121 project, where reported budget information is already available. 

Budget screen in KA121 projects

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.

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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.

Editable fields and refresh actions

Export the budget overview to PDF

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

Note

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. 

Export PDF button, allowing you to download the budget as a PDF file

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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.

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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:

Example of budget breakdown per activity type

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"International mobility activities" overview (KA121-VET only)

At the bottom of the screen you can view: 

  • the Grant used for international mobility activities up to the current date. This represents the total funds for mobility activities flagged as 'international', excluding Inclusion support for participants and the Exceptional costs for expensive travel (the exceptional costs for visa and other entry requirements are deducted).
    The Organisational support for international activities (500 EUR per participant) is also taken into account for the calculation of the grant (KA121-VET, calls 2022, 2023, 2024). In case the Organisational support grant not requested option is selected in the Budget section of the mobility activity, the 500 EUR amount will not be included in the calculated grant.

  • the Maximum budget for international activities, calculated as indicated below, after having deducted the Inclusion support for participants and the Exceptional cost for expensive travel for international mobility activities.
    The maximum budget is the higher of the following two amounts:
    • X% of initial awarded budget: budget version 3, or
    • X% of last awarded budget
      (where X is a configurable value, currently 20%, also indicated in the message above the progress bar).

      Note

      Starting with call 2024, the budget that can be allocated to the international mobility activities can be up to the value calculated in Project Management Module for the Maximum budget for international activities.  


  • a blue progress bar indicating the share of the maximum awarded budget that has been used for international mobilities to date.
    The percentage is calculated as the Grant used for international activities divided by the Maximum budget for international activities (see above).
    If the Maximum budget for international activities is exceeded, a 
    warning message is displayed on the screen. This will not prevent you from submitting the Final Beneficiary Report.

International mobility activity budget - VET projects

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New budget screen functionalities in the KA121 and KA122 budget screens

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Refresh reported budget

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