Accessing your project "Budget" 

In your project, click on Budget in the Content Menu. The Budget screen will open. You may have to use the scroll bar in your browser to access all information on screen.

Budget screen basics

The Budget screen is divided as follows:

• On the left side, the budget items are listed. This part of the screen may include fields where you should provide information for certain cost calculations on the right side.
• On the right side, there are three columns for each budget item:
  1. Column 1 - displays the Awarded Budget - this is the latest grant amount awarded by the National Agency.
  2. Column 2 - displays the Reported Budget - these are the actual amounts used in the project, calculated based on the information you provided throughout the project sections. This column may include fields where you must fill in the reported costs or other reported data yourself.
  3. Column 3 - displays the % Reported/Awarded - the percentage of the awarded budget that you have consumed so far. It enables you to monitor at any time the level of expenditure incurred for each relevant budget item.

All awarded and reported amounts displayed are read-only. For a general description of the budget screen functionality, as well as more details about the awarded/reported budget, please see the page Budget in projects .

On top of the budget screen, a Legend (1) is available, providing information on the specific colour coding of certain fields in the budget, related to the reported amounts and any budget transfers:

• fields highlighted in Blue - reported amount is above the maximum allowed after a budget transfer
• fields highlighted in Orange - reported amount exceeds the awarded budget
• fields highlighted in Green - reported amount is below the minimum allowed after a budget transfer

The button Show Budget Transfers (2) is available on top of the screen. Clicking on this button will display additional columns in the budget screen, allowing you to consult an overview of allowed budget transfers and the rules for these in your project. See below for details. 

Totals per project

The first part of the screen includes the awarded budget and reported costs calculated at project level as well as the percentage (%) of Reported/Awarded budget. All amounts are read-only.

Breakdown per cost item

A breakdown of the project costs per budget item, such as Project Management and Implementation, Multiplier Events or Transnational Project Meetings, is available below the totals. 

For each budget item listed, all budget data for all budget items of that type implemented in the project is aggregated. 

Learning, Teaching and Training Activities contains a breakdown per budgetary item, such as Travel, Exceptional Costs for Expensive Travel, Individual Support, and Linguistic Support in your project. 

Two mandatory comment fields regarding the Exceptional Costs and the Exceptional Costs Guarantee are located in the budget screen of your project. Here you must provide comments regarding these types of cost, for example, if the reported budget for these budget items exceeds the awarded budget. 

Budget Transfers

Budget transfers are a budget flexibility mechanism available for KA220 cooperation partnership projects that allows unused funds from one budget item to be transferred and used in another budget item within the same project. For example, you have the option to transfer funds granted for Multiplier Events to Transnational Project Meetings. 

There are several rules that need to be respected, as not all budget items can be combined for a budget transfer. Moreover, even if a specific budget transfer is possible, it does not mean that the entire amount can be transferred or accepted. The transfers follow several rules that govern the allowed minimum and maximum amounts that can be transferred between the budget items of your project.

To view the budget transfer details, click on the Show Budget Transfer button.

Additional columns display in the budget screen, allowing you to view the budget transfer rules and minimum/maximum values allowed for the various budget items within your project. The following columns become available:

1. Minimum allowed After Transfers to other Budget Items, displaying values for:
   • % of Awarded Budget 
   • Minimum allowed amount according to % of awarded budget - in €
2. Maximum Transferable Amount To Another Budget Item, displaying values for: 
   • % of Awarded Budget 
   • Maximum Transferable Amount according to % of awarded budget - in €
3. Maximum Allowed After Transfers From Another Budget Item, displaying values for: 
   • % of Awarded Budget 
   • Maximum Allowed Amount according to % of awarded budget - in €

You can click on the Hide Budget Transfers button to hide the columns.

Allowed Budget transfers between budget items

The below matrix displays the allowed budget item combinations for budget transfers in KA220 projects. 

Minimum and maximum allowed for Budget transfers

Allowed budget transfers have a minimum and maximum value that need to be respected. These minimum and maximum values are defined in terms of:

• the minimum amount that must remain in the budget item after a budget transfer
• the maximum amount that can be transferred from a budget item
• the maximum amount that is allowed for the budget item that is receiving the funds

The values are expressed as a percentage of the awarded budget sent by the NA project management system for each budget item and then converted to an amount in € for information.

The following table identifies the applicable percentages per budget item. 

In this example, the total awarded for our project is 90.000€. All budget items have an awarded budget of 10.000€. We apply the above mentioned rules and calculate the corresponding minimum and maximum amounts in €. The following values in € would be displayed when viewing the Budget transfer columns in your project: 

Comparing Reported and Awarded budget including Budget transfers

In columns Reported Budget and % Reported/Awarded certain values may be highlighted in green, orange or blue, allowing you to compare the reported budget in your project to the minimum and maximum amounts calculated according to the business rules for budget transfers and the awarded budget.

• fields highlighted in Blue - reported amount is above the maximum allowed after a budget transfer
• fields highlighted in Orange - reported amount exceeds the awarded budget
• fields highlighted in Green - reported amount is below the minimum allowed after a budget transfer

Here an example, where budget was transferred from Transnational Project Meetings to Project Results. More than the allowed maximum has been transferred from Transnational Project Meetings to Project Results. This results in two of the budget transfer rules not being observed:

1. Reported budget for Project Results is now above the maximum allowed for that specific budget item, which is of 160% of the Awarded Budget (16.000€).
2. Reported budget for Transnational Project Meetings is now below the minimum allowed for that specific budget item which is 40% of the Awarded Budget (4.000€).

In column Reported Budget and % Reported/Awarded, the displayed values for Transnational Project Meeting and Project Results are highlighted:

• Transnational Project Meeting in green
• Project Results in blue

Additionally, in the example below, the Exceptional costs reported exceeds the awarded budget for this budget item and is highlighted in orange. 

Budget items with a zero (0€) Awarded budget

In certain projects the awarded budget for one or more budget items may be zero. This situation can happen because the applicant organisation and its partners did not plan for it. 

During the course of the project implementation, the need to perform tasks within the scope of these budget items, that have not been awarded, may arise. The project's success may even depend on the fact that those activities were carried out and for that to happen the necessary funds must be made available. 

For example, funding for the budget item Transnational Project meetings, whose objective is the funding of meetings, aimed at the overall coordination and implementation of the project, was not part of the grant agreement. 

Therefore the Awarded Budget for Transnational Project Meetings in the budget screen is displayed with 0€. In columns Minimum allowed amount according to % of awarded budget, Maximum Transferable Amount according to % of awarded budget and Maximum Allowed Amount according to % of awarded budget, the value is also set to 0€. 

The beneficiary decides to fund the budget item Transnational Project Meetings with 2.000€ from funds awarded to Project Results. Assuming that the budget transfer rules for Project Results are respected, the following will display in the budget screen:

• Reported Budget and % Reported/Awarded for Transnational Project Meetings are highlighted in blue, as the reported budget exceeds the maximum allowed after transfers from another budget item
• Reported Budget and % Reported/Awarded for Project Results is not highlighted, as the reported budget is within the minimum/maximum allowed after budget transfers