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This page explains the information available on the Budget screen in Beneficiary module for ESC30 - Solidarity Projects.
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.
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 general information regarding the budget screen and it's functionalities in Beneficiary module, please see Budget in projects.
Steps
Access the "Budget" in your project
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 budget summary for your project, including the awarded budget and the actual project costs as reported in your project, broken down per cost type.
Budget screen details
The Budget screen shows the list of all project costs, broken down per cost type.
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 Exceptional costs).
Certain fields available in the budget screen are editable and can be filled in or updated. Any changes you make will automatically be saved once you click elsewhere on the screen.
The screen is divided as follows:
- On the left side, budget items are listed either independently or grouped by budget categories:
- Total project (1) - is calculated automatically as the sum of grant items and reported costs
Total exceptional costs (2) - in case the project includes exceptional costs for the support of participants with fewer opportunities
- Project costs (3) - initially calculated for the entire duration of the project (in months), as specified in the grant agreement
- Coaching costs (4) - initially calculated as specified in the grant agreement
On the right side, there are 3 columns for each budget item:
- Awarded budget - the latest budget amount approved by the NA, as indicated in the grant agreement/amendment
- Reported budget - the current budget in the project
- % Reported/Approved - the percentage of the approved budget that you have consumed so far, allowing you to monitor the level of expenditure incurred for each relevant budget item, at any time
Take 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.
Editable fields in the budget screen
"Number of months" for Project costs
The Project costs grant is awarded to you for the entire duration of the project (in months), specified in the grant agreement. This time interval is set by default in the Number of months field. In our example, the duration of the project is of 10 months.
If you do not require a grant, type 0 (zero) in the field. Click elsewhere on the screen to update the budget values.
If needed, you can revert to the number of months corresponding to the full duration of the project.
Important
You are not allowed to enter other values for the duration in months (resulting from the awarded budget). This is also indicated by the message under the field.
"Number of coaching days" for Coaching costs
In this field, you can enter the number of coaching days for which you require a coach grant (in the example below, up to a maximum of 12 days). Under Coaching costs, type the Number of days (between 0 and 12); the default value is 12.
Click elsewhere on the screen to update the budget values.
Important
You are not allowed to enter a value higher than 12. The system will automatically return to the last saved value.
Tip
In the header of your project, click on t he Actions button and select Refresh reported budget to update the reported budget value in the header to reflect any changes you made in the budget screen. See below for additional details.
Export the budget overview to PDF
To export the budget in PDF format, click on the Export PDF button.
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.
New features in the 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 option
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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