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The illustrations in the provided Wiki pages are for consultation purpose only and may not always reflect the latest implementation.
The budget screen displays the project costs introduced in Beneficiary Module, broken down per cost type for a solidarity project for European Solidarity Corps (ESC30-SOL).
It also allows you to modify certain details that affect the project budget.
Prerequisites
- Only the contact person of the beneficiary organisation with edit rights on the project is able to perform these actions.
The user must be logged in to EU Login account.
- A grant agreement has been signed for the project, and it is visible in My projects.
- To update the project, it must have the status Project Ongoing.
- You must have filled in the Exceptional Costs section of the project, in order to view the cost details in the populated budget.
Steps
1. Click "Budget" in the Content menu
In your project, click on Budget in the Content menu. The Budget screen is displayed.
2. Budget screen details
The Budget screen shows the list of all project costs, broken down per cost type.
The screen is divided as follows:
- On the left side, budget items are listed either independently or grouped by budget categories:
- a. Total Project
- b. Exceptional Costs
- c. Project costs
- d. Coach costs
On the right side, there are 3 columns for each budget item:
- Column 1 - displays the Approved budget by NA - this is the latest budget amount, as indicated in the grant agreement/amendment.
- Column 2 - displays the Current budget, as declared by you in the project.
- Column 3 - displays the % Current/Approved - the percentage of the approved budget that you have consumed so far. It enables you to monitor the level of expenditure incurred for each relevant budget item, at any time.
All grant amounts are read-only, and cannot be changed directly. They are calculated based on information you have provided either in this screen (for Project Costs and Coach Costs) or in the Exceptional Costs section of the project.
2.1. Export the budget overview to PDF
The Export PDF function is currently disabled. It will be available in a future release and it will allow you to download the budget as a PDF file.
3. "Approved budget by NA" vs "Current budget"
The Total project budget is displayed at the top of the budget screen. It enables you to have a quick overview of the total approved budget, compared to the total current declared budget, as well as the percentage of the approved budget used at project level.
If the amount of the Current Budget is higher than the amount approved by the NA for the same budget item, or for the total project budget, a warning message is displayed. This does not prevent you from submitting the beneficiary report, as it is only for information purposes.
Take note
Even though you are able to submit a declared budget greater than the Budget Approved by the NA, the final amount approved by the National Agency during the process of validating the declared budget will never be higher than the latest approved amount by the National Agency in the Grant Agreement or in the last amendment, respectively.
In our example, both the declared Exceptional Costs and the total Current Budget have exceeded the awarded amounts.
4. Update project costs grant duration
The Project Costs grant is awarded to you for the entire duration of the project (in months), specified in the grant agreement. This value is set by default in the Number of months field. In our example, the duration of the project is of 6 months.
If you do not require a grant, type 0 (zero) in the field. The Current Budget and %Current Approved fields are updated accordingly, both for the project costs and for the totals at project level.
If needed, you can revert to the number of months corresponding to the full duration of the project. Other values are not allowed.
5. Update the number of coaching days
Here you must select the number of coaching days for which you require a coach grant (maximum 12 days).
Under Coach Costs, type the Number of days (between 0 and 12); the default value is 0. The Current Budget and %Current Approved fields are updated accordingly, both for the coaching costs and for the totals at project level.
If the specified value is higher than the maximum allowed, a warning message is displayed.
6. New features in the 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.
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 and is highlighted in yellow.
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