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Exceptional Costs for Services and Equipment are real costs incurred by the beneficiary for the use of services and equipment necessary to carry out the project activities.

The current page gives an overview on how to request such costs for projects starting Call year 2017.

1. Exceptional Costs for Services and Equipment in KA1 and KA3 projects

Exceptional costs for services and equipment is a budget item for all action types under KA1 and KA3, for projects from Call year 2017 onward. 

In all projects except KA107 - Higher education student and staff mobility between Programme and Partner Countries, these costs are requested once per project, regardless of the number or type of mobilities.

The Exceptional Costs for Services and Equipment incurred can be specified in the Budget tab of the project.

The amount specified for Exceptional Costs for Services and Equipment should not exceed 10% of the Approved Budget (by National Agency). If that occurs, the beneficiary must provide a justification in the dedicated field.

Costs for Covid Tests

As COVID testing has become more and more a pre-requisite for physical mobilities abroad, the costs related to such tests are also eligible for funding under the exceptional costs category. The reimbursement rate is set at 100% of the eligible costs actually incurred.

In KA1 and KA3 projects, costs related to Covid tests, if applicable, have to be provided as Exceptional Costs for Services and Equipment in the Budget screen, with the exception of KA107 - Higher education student and staff mobility between Programme and Partner Countries projects. For these projects, Exceptional Costs for Services and Equipment is available in the mobility screen. See below  for details. 


Specify exceptional costs


1.1. KA107 Specifics

In KA107 projects, the Exceptional Costs for Services and Equipment are part of the mobility grant, therefore must be managed at mobility (participant) level.

The requested amount must be specified in the Budget section of the mobility details. If any explanation is necessary, the Mobility section can be used for this purpose.

Exceptional costs in KA107


In the Budget tab, the Exceptional Costs for Services and Equipment are displayed per Activity Type.

Exceptional costs KA107 in the budget

In addition, the Exceptional Costs for Services and Equipment (total) value indicates the total amount at project level calculated by summing up all the amounts entered at mobility level. This value cannot be modified manually.

The total amount at project level should not exceed 10% of the Approved Budget (by National Agency). If that occurs, the beneficiary must provide a justification in the dedicated field. 

At the same time, it should not surpass the approved budget per country of mobility under any circumstances, even if within the 10% of the Approved Budget. 

For more information on the KA107 Budget in Mobility Tool+ see MT+ KA107 Budget transfer.


2. Exceptional Costs for Services and Equipment in KA2 projects

In KA2 projects, the exceptional costs for services and equipment do not constitute a separate budget item. Such costs should be registered as Exceptional Costs under the Special Costs project item.

Exceptional costs for services and equipment in KA2 projects


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