This page describes the sub pages Partner Budget, Partner Contribution (match funding), and Activities Outside.

Section: Partner Budget

For each partner, you should define BOTH the budget AND the contribution (match funding)! Remember that the project costs and the project finances should balance. You can check this on the tab “Project Budget Overview”.


Define Budget
All costs for each partner must be entered per period and per work package. You can choose your preferred budget structure (work package/period) for data entry on the partner budget page. Before you enter any costs, please double check that there are 6 reporting periods!

To specify different items under a budget line, click on the + sign. If there is no + sign, this means that there is no possibility to specify items. Note: in case of in-kind costs from a third party, these should be entered under the relevant cost category, e.g. staff costs. Please indicate clearly that the costs are in-kind and indicate the source.


Question

Instructions

Programme Manual section

Budget by Work Package OR Budget by Period

Staff costs

Expenditure on staff costs shall consist of gross employment costs of staff employed by the beneficiary in one of the following ways:

(a) full time;

(b) part-time with a fixed percentage of time worked per month;

(c) part-time with a flexible number of hours worked per month; or

(d) on an hourly basis.

 

How to specify:

  • Please make a new line for each staff function.
  • For fulltime staff and part time staff with a fixed percentage, please select the unit type month. Enter the number of months for each period under “Unit”. Then enter the monthly amount under “Amount per unit”. If applicable, please use of the comment boxes to indicate the fixed percentage.
  • For part time staff with flexible number of hours or staff contracted on an hourly basis, please select the unit type hour. Enter the number of hours for each period under “Unit”, e.g. 860 (half of 1720 annual hours). Then enter the hourly rate calculated according to the instructions in the fact sheet. Note: if you are NOT using the standard 1720 hours for your calculation of the hourly rate, please use one of the comment boxes to state what annual working hours you are using for the calculation.

5.3.1 and factsheet on staff costs.

Office and administration

Where the implementation of the project gives rise to indirect costs, they may be calculated at a flat rate. A flat rate of up to 15% of eligible direct staff costs without a requirement for demonstrating a calculation. A flat rate calculation covers all office and administration costs, i.e. there is no distinction between direct and indirect costs. To apply the flat rate, please tick the box Budget Flatrate Office at the top of the budget table. Note: If making any changes to the staff costs, remember to click the “Recalculate Budget” button.

 

Direct office and administrative expenditure are limited to the following elements:

(a) office rent;

(b) insurance and taxes related to the buildings where the staff is located and to the equipment of the office (e.g. fire, theft insurances);

(c) utilities (e.g. electricity, heating, water);

(d) office supplies;

(e) general accounting provided inside the beneficiary organisation;

(f) archives;

(g) maintenance, cleaning and repairs;

(h) security;

(i) IT systems;

(j) communication (e.g. telephone, fax, internet, postal services, business cards);

(k) bank charges for opening and administering the account or accounts where the implementation of an operation requires a separate account to be opened;

(l) charges for transnational financial transactions.

 

How to specify: If using the 15% flat rate, no specification is needed. If using direct costs, please select from the cost categories above to specify the costs. Then describe a relevant unit, e.g. monthly costs, the number of units and the price per unit.

 

5.3.2 and factsheet on office costs.

Travel

Expenditure on travel and accommodation costs are limited to the following elements:

(a) travel costs (e.g. tickets, travel and car insurance, fuel, car mileage, toll, and parking fees);

(b) the costs of meals;

(c) accommodation costs (for budgetary purposes, please use 150 EUR/night for hotel rooms);

(d) travel visa costs;

(e) daily allowances.

 

How to specify: Please make a new line for each cost category, e.g. flights, accommodation, daily allowances. Then describe a relevant unit, e.g. number of people travelling, the number of units and the price per unit. Please use the comments box to provide details, e.g. purpose, and location.

5.3.3 and factsheet on travel costs.

External expertise and services

Expenditure on external expertise and service costs are limited to services and expertise provided by a public or private law body or a natural person other than the beneficiary of the operation.

 

How to specify: please make a new line for each category of service, e.g. external consultant, meeting venues and catering, First Level Controller, etc. Then describe a relevant unit, e.g. daily rate, the number of units and the price per unit.

5.3.4 and factsheet on external expertise costs.

Equipment

Expenditure for the financing of equipment purchased, rented or leased by the beneficiary of the operation other than those covered by office and administrative expenditure.

 

How to specify: please make a new line for each category of equipment, e.g. laptop computers. Then describe a relevant unit, e.g. a device, the number of units and the price per unit. Please use the comment box to specify if the equipment is purchased, rented or leased.

5.3.5 and factsheet on equipment costs.

Infrastructure and works

Please leave empty, because costs of this type are not eligible in the NPA!

 

Net Revenue

Please specify any anticipated net revenues. Planned project revenues are deducted from claim payments.

5.3.8
 In kind costs In case of in-kind costs from a third party, these should be entered under the relevant cost category, e.g. staff costs. Please indicate clearly that the costs are in-kind and indicate the source. 5.3.6 and factsheet on in kind costs.


Define Contribution (match funding)

Question

Instructions

Programme Manual section

Partner Contribution Rate

This section gives an overview of the programme co-financing, the partner contribution, the total eligible budget and the co-financing rate.

1.5

2.5

Source of Contribution

Source of Contribution + Amount

Please enter the name of the organisation providing the match funding, usually the partner organisation. Other examples of match funding sources include national ministries, local and national authorities, universities, regional and local development institutions, etc

 

Please note that this field is only valid for CASH contributions. Note: own work constitutes cash match funding!

 

Please enter the amount in Euros.

 

All match funding contributions must be supported by signed match funding commitments.

 

You can add additional sources by clicking on the + button. In this case, please also specify if the match funding source is public or private.

 

Target Value

This field indicates the expected amount of match funding contribution based on the partner’s cost budget and the chosen intervention rate.

 

In Kind Contribution

In Kind Contribution Included

Please indicate if your project has any in-kind contributions. If Yes, please describe the source(s) of in kind contribution. Note: please remember to enter in kind costs in the partner budget adding up to the same amount. In addition, this amount must be supported by a signed match funding commitment IN KIND.

5.3.6 and factsheet on in kind costs.

Total Amount

Please enter the amount in Euros.

 


Section: Activities Outside

Question

Instructions

Programme Manual section

Target area

Please select the regions where project activities will take place. If needed, use the comment box to specify.

 

Activities Outside

Please list any envisaged travel/activities outside the NPA programme area, e.g. a project presentation to a national authority in a capital city. Remember to justify how they will benefit the programme area.

In the case of activities: please estimate the total amount, and the ERDF part of these costs.

factsheet on travel costs.