Access the "Budget" in the 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 awarded budget and the actual project costs as reported in your project, broken down per cost type and activity type.

The Total project (1) amounts are available in the upper part of the screen, followed by the cost types and the activity types (2). 

The same total amounts for the Awarded and Reported budget are available at the top of the screen, in the project card.

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

Basics

The Budget screen shows the list of all project costs, broken down per cost type and activity 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.

On the left side of the Budget screen, the various budget items are listed, and certain fields may be included for providing cost calculation information on the right side.

The right side of the screen contains a variety of columns for each budget item. Always available are:

• The Awarded Budget, which is the latest grant amount awarded by the National Agency.
• The Reported Budget, which represents the actual amounts used in the project and may include fields where you must input reported costs or other relevant data.
• The % Reported/Awarded, which indicates the percentage of the awarded budget consumed so far and allows for real-time monitoring of expenditure for each relevant budget item.

Additional columns may be displayed, according to the specifics of each action type.

Budget items are listed either independently or grouped by budget categories:

1. Total project - the total project costs at project level, calculated automatically as the sum of all the budget items.
2. Exceptional costs for financial guarantee - if the National Agency has asked you to provide a financial guarantee, type the real costs incurred related to the guarantee, in the dedicated field. This is the only editable field on this page.
3. Management costs  - costs linked to the management and implementation of the project (e.g., preparation, implementation, of activities, evaluation, dissemination, and follow-up activities).
   • In projects from calls between 2021 to 2023, if the reported Management costs in the project are higher than EUR 4 500, they will be automatically capped at this maximum amount.
4. Linguistic support grant - the  sum of all amounts for language support, from all eligible participations.
5. Preparatory visits - the sum of all amounts related to the visits performed in preparation of the mobilities.
6. Activity types - the costs allocated for each activity type in the project (see below for the breakdown per activity type).

Breakdown per activity type

The project costs are also displayed per activity type:

• Individual Volunteering 
• Volunteering Teams 

The amounts are calculated based on the information you provided in the Participations section of the project, and cannot be modified here.

Each activity type is listed as a section, aggregating all budget data for all the activities of that type implemented in the project. Click on the  plus  sign at the end of each section title, which indicates that there are further subsections, to expand it. To collapse the section, click on the minus sign .

Cost items per activity type

The following cost items are available for Individual Volunteering and Volunteering Teams activities:

• Exceptional costs for expensive travel EU grant - these costs cover 80% of the eligible travel costs, and they are automatically calculated by the system.
• Exceptional cost for inclusion support - costs related to the support for the inclusion of participants with fewer opportunities.
• Exceptional costs - other - other real costs that may be incurred by the project.
• Inclusion support for organisations - costs related to the support provided by organisations for the inclusion of participants with fewer opportunities.
• Organisational support - the amount related to providing organisational support.
• Pocket money grant - the amount related to the individual volunteers' pocket money.
• Travel - costs for transportation expenses incurred by individual participants to travel form their place of origin to their venues and back including top-ups.

Export the budget overview to PDF

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

New budget screen functionalities 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.

"Total project"

The Total project row is located at the top of the screen.

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.